How I Keep Client Projects Organized From Start to Finish
Running multiple design projects (and two businesses) means I have to stay seriously organized — but I promise, it’s not as complicated as it sounds. Over the years, I’ve built a system that keeps every client project moving smoothly from that first message all the way to final delivery.
If you’ve ever wondered how I keep it all straight, here’s a peek behind the curtain at how I organize everything, start to finish.
1. The Project Hub: Google Drive
Every new project gets its own dedicated Google Drive folder — this is where everything lives. I create subfolders for:
Your pre-project checklist – this is a Google Doc that doubles as our project progress tracker
Photos & Visuals – client uploads, product shots, headshots, etc.
Copy & Content – bios, website text, pricing lists, or anything written.
Brand Assets – logos, fonts, color palettes, inspiration boards.
Proofs & Finals – design drafts, revisions, and final exports.
It keeps us both on the same page (literally). Clients can drag and drop files, leave comments, and access their finished work anytime — no lost emails or mystery attachments.
2. Notes, Ideas & To-Do Lists
I’m a big believer in writing things down before they disappear into the void. Depending on the project, I’ll use a mix of:
Google Docs or Notes for brainstorming and quick thoughts
Canva project notes for design feedback and reminders
The Todoist app for day-to-day task tracking
If an idea hits me mid-scroll or a client mentions something on a call, I make sure it gets captured somewhere immediately.
3. Canva: Where the Magic Happens
For branding and content projects, Canva is my creative workspace. I keep organized folders for each client. The Brand Kit feature is handy for staying consistent with fonts, logos, and color palettes — no guesswork or mismatched shades of teal.
If I’m collaborating with a client who wants to make their own edits later, I can set up shared templates so they can easily customize future materials.
4. Website Platforms: Organized From Day One
When I’m building websites (usually Squarespace, but sometimes Shopify or Wix), I set up everything with clear labeling right away.
I also give clients access to the site early in the process so they can peek at progress and share feedback in real time. It keeps things transparent and helps me catch small details before launch day.
5. Communication & Feedback
Most of my communication happens through email — it’s easy to track, reference, and organize. I keep a separate label for each project so nothing gets buried.
The standard turnaround for revisions is 7–10 business days, but I often respond sooner, depending on my queue.
6. File Delivery & Handoff
Once the project wraps up, I move all the final files into a folder in Google Drive. I double-check that everything’s properly labeled and exported for both web and print, then send the client a quick email.
That Drive folder stays there permanently, so clients can access their files anytime. There is no need to dig through old emails or message me for resends (though I don’t mind helping if you ever need it!). However, I recommend downloading a copy of this folder right away to back it up on your own drive and offline. You never know!
7. Post-Project Follow-Up
After a launch or delivery, I like to check back in — not just to make sure everything’s working as expected but also to see how things are going on their end. Sometimes, that turns into a testimonial opportunity or follow-up project, but more often, it’s just a genuine “How’s everything going?” message.
The Bottom Line:
Organization isn’t about being rigid — it’s about freeing up mental space for creativity.
By keeping my process structured, my clients always know where things stand, and I can focus on what I love most: designing, strategizing, and helping small businesses look their best online.
