Being a website designer means meeting deadlines and multi-tasking is the norm.
With multiple projects, client feedback, revisions, and ever-changing technology, staying organised can be a challenge. However, being organised is crucial for delivering high-quality work on time and ensuring a good work/life balance – essential especially if you work from home. So here’s a few tips and tools I use that have helped me manage my time efficiently.
1. Using project management tools
One of the most effective ways to stay organized is by using project management tools. These platforms allow you to keep track of tasks, deadlines, and client feedback all in one place. Instead of juggling multiple spreadsheets or emails, you can centralize everything related to a project, making it easier to manage.
My tool of choice is Trello https://trello.com/ – It is a visual card based system allowing me to organise to organise tasks into boards, lists, and cards. You can use it for everything from planning stages to final client approval. And there is a free plan for smaller businesses to get things started.
Financially, I also use Xero https://www.xero.com/uk/ which keeps track of all my invoices and accounts. My accountant as access too so we can all see the same information and its connected to my bank to keep everything up to date and reconclied. I’d be a mess without it!
2. Prioritise tasks
Learning how to prioritise your workload can help you manage your time better and avoid feeling overwhelmed. Without a clear system, it’s easy to jump between tasks, which can lead to inefficiency and missed deadlines.
I have a weekly to-do list for the smaller jobs and also block in full website designs over 1-3 week periods usually. I try and allocate Mondays as my ‘admin’ day and catch up with bookkeeping and invoices.
I also am a bit old school too and still use a paper based yearly calendar where I list all my forthcoming projects on one A4 sheet. I have tried digital systems but keep coming back to this! It just helps to have something that is always acessible and I can view the year as a whole.
3. Files and Storage
Managing digital files is crucial for staying organised, especially when working on multiple projects. Without a system for naming and organising your files, you can easily lose track of design assets, making it harder to locate them when you need them most.
So keep things simple and clear and include versions of files if you update things eg ‘clientname_logo_v2’ etc
4. Reusable Templates
Efficiency is key to staying organised as a web designer. Rather than starting every project from scratch, develop reusable templates and design systems to streamline your workflow.
I have fine tuned some of my regular documents eg quotes, contracts so I always use the same starting point for documents.This ensures consistency and clarity across all clients. Ensure you add dates to documents so you use the latest versions.
The same can also be applied to designing websites too. Having a starting structure of plugins I know to be safe and supported sets each website up with a firm foundation.
5. Taking breaks
Staying organised isn’t just about managing tasks and files—it’s also about managing yourself especially if working from home. Web design can be mentally taxing, especially when dealing with tight deadlines or difficult clients. To stay productive and maintain creativity, it’s important to incorporate breaks and self-care into your routine.
I set clear boundaries – I have a starting and end point to a working day and with a dedicated office, I can shut the door and leave as if I worked away from home. I don’t let my work creep into my evenings and weekends unless I am dealing with emergency situations.
I also take regular breaks and ensure I have physical exercise built into my routine when I’m not at work to balance out the time spent sitting at my desk. I can highly recommend Pilates for this!
Summary
Staying organised as a web designer requires a combination of the right tools, effective time management, and streamlined processes. By using project management platforms, maintaining a clear file structure, and prioritising tasks, I can ensure that my work remains high-quality, efficient, and stress-free.
Incorporating these habits into my workflow will not only help me to stay on top of my projects but also improves my productivity and creativity as a designer.
