Graphic Design Project Management: A Handy Guide for Agencies

William Nzewi
Last Updated:
December 3, 2024

If you're here for actionable advice, tools, and templates to streamline your graphic design project management efforts, welcome. 

I made this guide specifically for you. 

Here's how it's going to go down.

The Roadmap

If you stay with me to the end, I'll show you many things — how to manage design projects efficiently from planning to delivery. 

Along the way, we'll touch on several important topics including tracking deadlines and handling revisions. 

We'll also discuss the two pillars of project management — communication and collaboration. 

No, I won't stop there, I'll go ahead to arm you with tools and templates to simplify and automate workflows. Then we'll look at how to prepare and adapt your business for the inevitable — growth. 

No doubt, it's a long trip. 

Ready? Let's hit the brass tacks. 

Big Opportunity, Big Problems

First, big congratulations to you, graphic design agency owner. Your industry is on the up.

Today's business world can't survive without graphic design. 

Every logo, product label, visual advertisement, and website has the creativity of a graphic designer behind it. 

The global design market stands at $48.1 billion with 19% of businesses spend more than $10,000 per year on graphic design.

4 in 5 organizations use some form of graphic design and 94% of users will reject a website based on poor design. 

In fact users spend more time looking at a website’s logo than any part of the page. 

However, as lucrative as the graphic design space is, it's not without its own unique challenges. Every rose has its thorns after all. 

From dealing with excessive revision cycles to managing subjective client feedback. Let's look at this before we proceed.

Challenges Faced by Graphic Design Agencies

Below are unique challenges facing graphic design agencies. 

Managing Subjective Client Feedback

Subjective client feedback is one common challenge most graphic design teams face.

Of course, feedback is great. That's how you get to produce better designs which meet clients expectations. 

But when feedback ceases being objective and is based on personal taste (subjective), it becomes a problem. 

Why? 

Subjective Feedback can throw a project off course, waste precious time, and hurt your relationship with the client.

Why is Subjective Feedback so Dangerous? 

Vague and Non-Actionable Input

When clients use general words which don't have specific meanings, they make it difficult for you (the designer) to figure out exactly what they want. 

For example, when a client says "spruce it up" or "I don't like it", what exactly do they mean? How exactly do they want the project improved and what aspects of the graphic design work do they not like? Can't be all, can it?

These ambiguous statements leave you seeking more clarification. And unless the client throws more light, you'll be sitting in the dark. 

Conflicting Opinions

Nothing is more frustrating than working with a client with multiple decision makers. It's even worse when they see things differently and have contrasting expectations. 

It's like standing between the devil and the deep blue sea. The solution isn't as straightforward as picking your poison. 

Because if you choose to go with the feedback of one of the parties, the other won't approve of the final iteration. 

This can lead to inaction, delays, countless and useless revisions, and missed deadlines. 

Emphasis on Personal Preference 

When clients put personal taste or preference before the needs of their target audience, the result is a shiny toy which feeds their bloated ego but leaves their audience starving. 

Scope Creep

Unclear feedback can lead to unending revisions, stretch project resources and deadlines. 

What can you do about this? 

Make Things Clear from the Beginning

A client onboarding session isn't the time for jamboree and mindless chit chat. 

Instead use the opportunity to explain your design process to the client and the importance of giving feedback informed by business objectives rather than personal taste.

During that time, set clear, measurable design goals from which meaningful feedback can spring from. 

Let the client know their job is to provide strategic direction, while you, the designer, translates into visuals.

Back Up with a Creative Brief

A well-put together creative brief should contain all necessary information, such as design objectives, brand guidelines, target audience insights. 

Let this brief be the rudder when the client starts drifting off course with subjective feedback. 

Ask for Specificity and Clarity

When the client makes ambiguous statements, simply ask them to clarify. 

When they say, "I don't like it", probe further — ask them what exactly they don't like. If they have examples, references or visuals to buttress their points, they should give you.

If you don't demand specificity and clarity, you'll have to deal with client dissatisfaction down the road. 

All Eyes on the Target Audience

When the client starts straying, gently remind them the design goal is to meet the needs of their audience, not to pander to their personal whims and caprices. 

For stubborn clients, your words alone may not be enough. It may well be the perfect time to pull out some hot baked data to back up your claims. 

Stay Professional and Diplomatic

You don't want to rile up the client. Although it works sometimes, it doesn't all the time. So play it safe. 

Be diplomatic. If your design is rejected (bound to happen), stay calm and empathize with the client. It's their work after all. Put yourself in their shoes and try to see what they see. 

Look for ways to integrate their ideas without deviating from design objectives and compromising design goals. 

At the very least, acknowledge their input even if it's wild. 

Limit Revisions

Revisions must not go on forever. Agree on a specified number of revision rounds in the contract. When a client knows revisions are limited, they'll think long and hard before making flimsy requests.

Juggling Creative Freedom with Deadlines

Creative teams explore, experiment, and innovate. That's a good thing. However, a strict unforgiving deadline makes this practically impossible. The result is mediocre work. 

On the other hand, if creativity is given a free reign, it'll do more harm than good, at least on the business side of things — missed deadlines, delayed projects, angry clients (can't blame them) and canceled contracts. At the end of the day, bills have to be paid. 

What's the solution then?

A healthy balance between creative exploration and execution. 

If you manage to find that sweet spot, you'll enjoy several benefits... 

Operational Efficiency

You'll complete high-quality projects without sacrificing too much on the side of creativity. 

Satisfied Clients

You make your clients happy when you deliver high-quality projects which meet their expectations on time. This builds trust and strengthens relationships. 

Increased Team Morale

When team members can explore, experiment, innovate and still deliver client projects on time, they'll be more motivated than ever to go even harder. Success does wonders for team morale. 

Now, let's take on the elephant in the room — finding that all too elusive balance. 

Balancing Creative Freedom with Deadlines

Plan and Prioritize

What exactly does the client expect from you? When must this be delivered? 

When client expectations and deliverables are known, projects can then be broken down into manageable bite-sized pieces. And the dreaded scope creep won't, well, creep in. 

So outline clearly the task at hand and set realistic milestones which will help you meet or beat the set deadline. 

Then prioritize.How?

Simple. Execute essential pieces first.

Leverage Agile Workflows

Your main task at this point is to produce a functional version of the project first. Refining and polishing will come later when the client gives their feedback. 

At this point, you already have something to show. A focal point. With a cool head and calm nerves, you can now go to work with your creative mind calling the shots as client feedback rolls in. 

A caveat — keep all stakeholders involved at all times to avoid last minute changes that might derail the project and flush your creative efforts down the drain. 

Handling Frequent Revisions

Frequent revisions are a significant challenge, often causing delays, resource strain, and frustration.

While revisions are to be expected and accepted — they're part of the creative process after all — too frequent iterations will certainly disrupt workflows, slow things down and destroy productivity. 

Excessive revisions are the bane of many graphic design teams. It's more common than you'd think.

Time Drain

Frequent revisions will simply eat into the time allocated for other tasks or projects. You simply can't meet deadlines when you're stuck at one task or project. 

Creative Fatigue

We've established the fact that frequent revisions drain resources.

But what about its impact on team members? 

Excessive revisions can lead to frustration and burnout among team members. The psychological toll may even be worse as they may begin to lose confidence in their own creative ability. 

One revision too many, deadlines may become out of reach, leading to potential client dissatisfaction.

What can you do about this? Let's see...

Make Project Objectives Crystal Clear

Make sure project objectives are clear and well understood. What are the expectations of the client? What will the final design look like? 

You can only answer these questions correctly if you work closely with the client. 

Establish Revision Limits

Set a threshold to the number of revisions beyond which additional fees to compensate for extra work will apply.

This will compel clients to consult all decision makers before sending over revision requests. 

Retaining Skilled Talent 

Skilled designers are in short supply and highly sought after as a result. Creative agencies must find a way to keep theirs.

Else, frequent turnover will destroy team morale and productivity, increase costs of recruitment and even disrupt workflows. 

You'll be out of business sooner rather than later if you allow the competition to continually poach your best designers. 

What can you do about this? Make them feel fulfilled and valued at your agency. 

You can offer competitive compensation, provide opportunities for career growth and make the workplace conducive. 

Now that we've looked at the problems facing the industry, let's discuss how best to execute graphic design projects from ideation to delivery. Shall we? 

Best Practices in Graphic Design Project Management

To succeed in graphic design project management management as an agency owner or team manager, you must know how to blend your organizational skill with the creative prowess of your team members.

Let's visualize the core workflow that successful agencies follow:

graphic design project workflow by manyrequests

The product is an agency or team where workflows are streamlined and projects are delivered on time

The following signposts will help you become that agency. 

1. Are Project Objectives Clearly Defined?

It all starts here. Get this step wrong and the project crumbles like a pack of cards.

Objectives give you direction. When you know what the goal is, you can figure out how to pursue it. 

Let's see how we can define objectives. 

What Does Your Client Want?

Sit down with the client and learn about their business. What do they want to achieve and what's the yardstick by which success will be measured.

Does your client want to develop a brand identity which is in sync with its target audience? In that case, you may work on the logo, color palette, typography, and brand guidelines, making sure they're consistent across all platforms — websites, social media, packaging, print materials, etc. 

Or do they want to create promotional materials to drive conversions for a specific marketing campaign.

Here, your task would be creating assets such as banners, posters, social media graphics, or email templates which are consistent with the brand's campaign theme and goals.

You get the point. 

If they can tell you the "what", you can figure out the "how". And one of the best ways to discover the "what" is by asking open-ended questions. So don't be too timid to ask. 

Analyze the Target Audience

Who does your client serve and what do they like? What designs resonate with them? Retro or contemporary?

A subdued design which works for Baby Boomers or even Millennials may not cut it with a Gen Z crowd who may prefer an iteration that is more revolutionary. 

What's the Competition Doing? 

Study your client's competitors to borrow a leaf or get inspiration from them if necessary.

You'll not only know what's trending in the industry, you'll also spot gaps in the market that your client can occupy. 

Create a Comprehensive Creative Brief

Now that you have a firm grip on what your client needs done, draw up a blueprint for the project. In project management lingo, a brief. 

What should a brief contain? 

Project Scope

What's in and and what's out — logo design, social media graphics, presets?

Design Goal

What outcomes are expected? For instance, the goal could be to “create a logo and social media assets which embody the brand's values”.

Key Deliverables

What and what should be delivered — logo, print materials, website assets. .

Timelines and Deadlines

Include key timelines and final delivery dates along with important milestones to keep the team on their toes. 

Budget Details

How much will the project cost and how will resources be allocated?

What Metrics Define Success?

What measurable outcomes will be used to judge the success of the project? 

For example, a metric could be that the design leads to a 20% increase in user engagement (click-through rates, time spent on a website, or social media comments or shares). 

It could also be that the project is completed and delivered within an agreed timeline — 4 weeks from initiation. 

A caveat — make sure these yardsticks are realistic and can be achieved with the resources (budget and others) and time available. 

Are Team Members On Board? 

Every team member must fully understand the objectives of the project and expectations of the client.

They must also know the exact role they're to play toward realizing those goals.

How do you achieve this? Call for an all inclusive meeting. 

Everyone (including client representatives, if possible) must be present to discuss project objectives, address concerns (if any), and iron out expectations.

Put It in Writing

Words have a way of escaping the human mind. So make sure everyone leaves the meeting with a copy of the brief so they can always refer to it.

Of course, objectives aren't set in stone. They're subject to the change or adjustments as the project progresses. When this happens, all stakeholders must be notified. That way, everyone remains on the same page. 

 2. How's Your Graphic Design Workflow? 

You can't have a mediocre workflow and expect your graphic design projects to turn out right, can you? 

A well-honed workflow watches over every aspect of the project, keeping everything in check and upholding set standards. 

You can't do without a robust workflow.

But what would a typical graphic design workflow look like? Let's see...  

Break the Project Up into Steps

Divide the project into steps, each leading seamlessly to another. This way, you can track progress more easily. 

With workflows, you introduce and enforce some kind of logical execution where certain tasks are completed before others.

Any idea how these steps might look? 

Research and Ideation

This is the input-gathering step. Research the client and their core audience or market. Then you begin assessing creative angles and concepts.

Concept Development

Bring your ideas to life with sketches and mockups.

Design Execution

Develop and spruce up selected  concepts into finished drafts. 

Feedback and Revisions

Send over your drafts to the client to receive feedback and make necessary adjustments.

Finishing and Delivery

Prepare the final iteration. Make sure it meets the client's expectations and is in the right format. 

Divide Steps into Detailed Tasks

Break down each step into individual tasks — event flyers, infographics creation, logo conceptualization, design social media graphics, review drafts, etc. 

Since you can't do all of these at the same time, which of them should come first?

The ones with the highest priority. Tasks which are most important to the project’s success should be done first. 

Okay, when must these tasks be completed? Assign deadlines.

Milestones are Important

Milestones are like a watchdog which keeps everyone on their toes, making sure everyone is in line and aligned, and doing what they should be doing. 

Sprinkle them throughout the project. A typical milestone could be concept approval — initial sketches or mockups are sent to the client for review and feedback, or first draft submission — the completed first version of the design is submitted for review. 

Don't be a killjoy when those milestones are reached. Celebrate a little. Small wins are just as important as big ones. 

Okay, let's talk about tools now.

Use them to streamline workflow and ensure accountability

What Tools Do You Need? 

Use ManyRequests to track tasks, set deadlines, simplify team collaboration and communication.

It'll also help track progress, improve transparency, and make it easy to spot bottlenecks.  

Figma or Adobe creative suite is for design work and version control.

Simplify or Automate Repetitive Tasks

Use ManyRequests' suite of pre-designed templates to simplify repetitive tasks. 

Inside ManyRequests, set automated reminders for task deadlines and client approvals. 

Integrate and Automate Workflows

You can up the ante by pairing other tools with ManyRequests using webhooks in Zapier. We'll discuss in detail in a bit. 

Track Progress and Adjust as You Go

Review progress regularly to identify and address challenges. 

Be ready to adjust workflows and reassign tasks if need be. 

Don't Forget Revisions

As surely as night follows day, revisions are bound to happen due to client feedback or an error with a task. 

Expect these and build them into your workflow. 

However, don't get stuck here. Too many revisions and the project doesn't get completed on time. 

 3. Are Your Timelines and Deadlines Realistic? 

Let me be clear... 

Your graphic design tasks won't come out right if your timelines and deadlines are too tight. 

You don't want to feel or be in a rush. The brain struggles when it's pressured. You lose your creative power when you're in a hurry. 

What's the implication?

Low-quality work which will almost certainly drive your client crazy. 

You don't want to deal with intra-team mutiny either. 

So why don't you learn how to set timelines and deadlines instead?

Let me show you how...

What's the Project Scope? 

What does the client want and what's required of you? What tasks must be done and in what order for the project to see the light of day? 

Make sure you and your team have the answers to these questions ingrained in their minds like grade school rhymes throughout the life of the project. 

Do You Have Capacity? 

What can your team handle? 

Consider Workload

What's your team’s current workload? How much more can they take on without breaking down? 

Now, look at members of your team. Do they have the skills and expertise to handle the project? If yes, go on and assign takes based on individual strengths to boost efficiency and quality. 

Factor in Delays

Prepare for all sorts of delays — delayed client approvals or feedback.

And if external vendors or freelancers are involved, interfacing with them will surely slow down the project. 

What about unforeseen challenges, such as technical glitches, last-minute changes, or team absences? 

Make sure you consider these when setting timelines and deadlines. 

4. Manage Resources Effectively

Your graphic design projects will be completed within budget and on time if you manage resources well. 

And if you don't, you won't only incur a lot of overheads, but also the wrath of your clients. 

When I say resources, I mean everything — budget, tools, time and of course, team members. Keep an eye on these throughout the project. 

Here’s how to effectively manage resources... 

What Available Resources Do You Have? 

Well, you have to first of all know the resources at your disposal before you can manage them, right? 

How some folks don't do this beats my imagination. 

Anyway, let's continue... 

Human Resources

How many individuals are on your team, what are their skill sets and how much work do they already have to do? 

Design Tools and Software

Have you paid for Adobe Creative Suite, Figma, Canva subscription, confirmed your licenses Ana effected updates?

What about getting ManyRequests to manage your projects and handle communication and collaboration? 

What's the project timeline like and how does it impact team capacity? 

Oh and that barebones budget. How do you intend to manage it so that it covers team salaries, tools, and potential outsourcing?

I don't envy you, buddy. You probably need the brain of Elizabeth Harrin to pull this off. Just kidding. 

Keep An Eye on Workload and Capacity

Having your team bite off more than they can chew is one surefire way to bring the project to its knees. 

Don't ever overload team members. 

Ask them what their limits are and stay within them. Use ManyRequests to monitor workloads.

If in-house resources can't do the job, get freelancers on board or outsource to other graphic design agencies.

Plan ahead of time for staff absence as a result of sick leave or vacation. 

Monitor Resource Utilization

Make sure you always play within budget. Dancing outside of it isn't safe. 

Whatever you do, don't overspend. 

Make it a duty to track time to see how long tasks are taking. Adjust timelines if necessary. ManyRequests has time-tracking built into it. So save your money. You don't need another time-tracking tool. 

This is an ongoing process. So don't take your eyes off even for a minute. Continue reviewing, spotting inefficiencies and removing them. 

Make Room for The Unforeseen

Nothing ever goes as planned. Remember Murphy's Law? A piece of software may fail. A team member may become unavoidably absent. Throw in last-minute client changes. You have to plan for these.

5. Seamless Communication is Everything

Seamless communication is key to a successful graphic design project management.

Come to think of it, how do you even keep all stakeholders (team members, clients, and others) on the same page if they don't speak, share ideas and give feedback?

Let's visualize how communication should flow between different stakeholders in a well-managed graphic design project:

stakeholder communication flow by manyrequests

It's fair to say you'll produce mediocre work at best without proper communication. 

That for sure, won't be good enough for your client. And it shouldn't be for you either. 

Let's therefore look at how to prioritize communication in every step of a graphic design project.

Keep Communication Channels Open

How do you want stakeholders to talk to one another? What channels would they use? Will it happen in one central place or will it be diffused as it is with emails? 

A good project management tool such as ManyRequests keeps all project-related conversations, files, and updates in one place.

ManyRequests' brandable client portal takes care of this. 

This means you won't have to go outside of the tool or use email to reach out to stakeholders. 

Imagine how much time you'll save. 

Once you have the tools in place, next is to encourage stakeholders to feel comfortable sharing ideas, asking questions and giving feedback. 

A team lead or manager should manage communication between clients and the team. 

Be Transparent with Clients

Always keep clients in the know of what's going on with their projects. 

Share progress reports, draft designs, and milestone achievements to keep clients informed and engaged.

Never keep them in the dark about timelines and deadlines. If there'll be a change in deadlines (hopefully not), tell them ahead of time to prepare their minds instead of ambushing them and riling them up close to the deadline. 

Communication Also Means Listening

Through active listening, you'll fully understand the client’s vision and expectations.

So don't go singing like a parrot. Let your ears assume the reins for a while. 

And if you need clarifying, simply repeat back what was said so the speaker can confirm.

Don't just ask for feedback, act on them too. 

Use Visual Aids If Necessary

Use sketches, mockups or wireframes to illustrate ideas more effectively than words alone ever can. 

File Away 

Document resolutions and decisions after meetings.

Store them centrally where everyone can access them easily. 

Keep track of revisions and approvals to avoid confusion. 

There's Always Room for Improvement

Communication channels, protocols and tools can all be improved. 

So, ask stakeholders how and where communication could be improved for future projects.

Use their feedback to make necessary adjustments. 

6. Encourage Collaboration Too

Communication and collaboration are like siamese twins or the twin Rolls Royce engines of a Gulfstream.

For your graphic design projects to fly smoothly, the 2 must be present and in good measure too. 

How do you build a collaborative team which solves problems, and values and motivates team members? 

Let's have a peek...

Are Responsibilities Clearly Defined? 

Everyone on the team must fully understand their role (and responsibility) and how it contributes to the project’s success.

Include clear deadlines when assigning tasks to individuals. This eliminates confusion and duplication of efforts.

Where roles overlap or the lines of responsibilities are blurred, the team members involved should work together to get the job done. 

Getting the job done is the only thing that really matters at the end of the day. 

Do They Trust and Respect? 

How do team members treat one another? Do they welcome and value one another's opinions even though they may not hold the same? 

And you, the team lead or manager. Are you leading from the front — by example? Communicate and collaborate respectfully and your team will mimic you. 

Don't Micromanage

You don't have to run your team like Steve Jobs. Assign tasks and let team members assume responsibility. Also give them some room to make decisions within their scope and be accountable. 

If you must run a tight ship, be sure the noose moves freely. 

Encourage Cross-Functional Collaboration

Yes, let graphic designers, developers,  marketers, etc. on the team rub minds, critique one another's work and bounce ideas off of one another. Only nice things will happen — more cohesive work and aligned goals. 

Encourage Team Building Activities

Skill-sharing workshops can help team members learn from one another. Great personal connections can come out of casual gatherings or events. And celebrating and rewarding team achievements can galvanize and motivate its members. 

Encourage these. 

Douse the Fires

Are there bound to be sparks? Guaranteed. But it's how you put them out that matters...

You have to know when tensions begin to rise within the team and more importantly, the source.

Try not to expand it. Else you'll have a much bigger problem on your hands. You don't add gasoline to a raging inferno. 

In other words, focus on solutions, not the conflict. The goal is to address it quickly and refocus the team on the project at hand 

So mediate fairly and give room for open and honest discussions. 

How Empowered are Team Members? 

Don't let team members stagnate. Offer them opportunities to grow — training and mentorship.

Expose them to scenarios where their leadership skills can be honed. Let them take charge of tasks where they can make decisions. 

And when they excel? Appreciate them publicly — a solid way to boost morale and motivation.

Arm Them with Collaborative Tools

With design-specific tools such as Figma and Adobe Creative Cloud, team members can co-create and share ideas in real-time.

A creative agency-specific project management tool such as ManyRequests facilitates transparent task tracking and team collaboration.

Make available files, templates and guidelines to simplify repetitive tasks.

7. Use Proofing Tools for Review

The review and approval process in graphic design projects can be overwhelmingly disjointed. Hence the need for proofing tools. 

Proofing tools make reviewing and providing feedback on designs quite easy. This reduces miscommunication and normally speeds up the overall workflow. 

Centralized Feedback and Revisions

A graphic design proofing tool such as GoVisually pulls all feedback into one place. This means there's no need for back-and-forth email conversations. 

Since everything is centralized, only one version of the design is available for review. The confusion which would have come up because of multiple file versions doesn't. 

Annotate and Highlight

With these proofing tools, you can  annotate directly on graphic designs and highlight specific elements (text, layouts, colors, etc.) that need to be worked on.

You can even add timestamps and comments on specific sections to make your feedback more precise.  

8. Use Templates to Simplify Repetitive Processes

Repetitive tasks abound in the graphic design process — client onboarding, feedback loops, presentations, social media posts, marketing materials, etc. 

Using ready-made templates, you can streamline these processes, save time and focus instead on creative work.

Save Time and Increase Efficiency

With ready-made templates, you don't need to start every project from scratch. This speeds up the design process.

That time can better be spent fine-tuning visuals and other creative elements which leads to faster delivery of graphic projects. 

Maintain Brand Consistency

Templates add consistency to your work with the use of the same brand assets (colors, fonts, logos, and layout styles) across projects.

This strengthens the client’s brand identity.

Simplify Training

New hires or less experienced designers can produce high-quality work using pre-designed templates. 

Using templates, they get to see firsthand the agency’s style and processes. This helps them adapt quickly. 

Simplify Onboarding

With ready-made templates, you can also onboard clients or hire new team members quickly so you can focus on graphic work. 

ManyRequests has a growing collection of pre-designed templates to this effect. 

In there you'll find the following templates among many others. All of them are free. 

Retainer Agreement Template

A retainer agreement protects your agency when onboarding a client on a retainer basis. It usually includes details about scope of services to be delivered,  responsibilities & deliverables. It also contains terms of agreement and clauses on dispute resolution and termination. 

Graphic Design Retainer Agreement

This is a legally binding agreement. between your agency and a client. It embodies the expectations of the working relationship between you both — basically consistent design deliverables in exchange for recurring pay. 

Freelance Graphic Designer Contract

This legal document protects your agency and your client. It enlists in clear terms what's expected of each party — design deliverables and ownership, and payment terms and structure. 

Creative Project Timeline Template

This document breaks down your projects into smaller tasks, who should complete them and when. 

9. Managing Scope Creep

It's both astonishing and frustrating, watching a creative project slowly swell up over time, its objectives and deliverables expanding beyond original boundaries.

Usually, this happens while the budget (and other resources) and timelines don't move an inch.

Ill- or well-intentioned? It doesn't matter. The bottom line is scope creep hurts a project, burdens teams, stretches resources and leads to delays. Hence the need to manage it. 

Define Project Scopes Clearly 

Clearly define client expectations and agency deliverables right at the beginning. Be crystal clear on what's included and what's not before the contract is signed. 

Here’s an example of a project scope template.

Guard Contract Boundaries

Place a limit on the number of revision rounds, deliverables, and additional requests. This clause should be included in the contract. 

Any changes outside those limits will automatically incur extra costs or trigger adjustments in the contract.

Now, you can make life much easier for clients and your designers by linking ManyRequests and Figma. By doing so, you get to automate a lot of manual processes, saving a ton of time.

Let's see how we can achieve this…

How ManyRequests Integrates with Figma Using Webhooks in Zapier

When paired with Figma, ManyRequests can streamline design project workflows and facilitate seamless communication and collaboration between clients and design teams.

This integration is made possible by webhooks and Zapier

By leveraging webhooks and Zapier, ManyRequests becomes a powerful solution for real-time updates and task automations.

Zapier is an automation platform that can be used to connect different apps without the need to write code. Instead it uses what it calls "Zaps". 

You can use Zapier to automate workflows between ManyRequests and Figma using actions and its accompanying triggers.

Webhooks, on the other hand, can be used to send real-time data between apps based on specific triggers.

For example, when a new client submits a graphic design request in ManyRequests, a webhook can notify Figma. 

But why should you even bother pairing ManyRequests and Figma? 

Benefits of Integrating ManyRequests with Figma

  • Seamless communication between clients and design teams.
  • Automatic syncing of client requests in ManyRequests with Figma projects.
  • Design updates in Figma are reflected in ManyRequests. That way, everyone is up to date.
  • Manual tasks, such as  project details or updating statuses are done automatically. 

Let's quickly highlight some best use scenarios. 

Integration Use Cases

Creating Figma Projects from New Client Requests Automatically

When a client submits a new graphic  design request in ManyRequests, webhooks in turn trigger Zapier to create a new project or file in Figma with the relevant details.

Alternatively, you'll have to set up this project in Figma manually. Imagine the time your team members will save. 

Notifying Clients When Figma Designs Are Updated

When your designers update a Figma file (for example, a design revision), this update triggers a notification in ManyRequests to be sent to the client. 

This way, clients are kept updated about how their projects are coming along. 

No need whatsoever for boring, time-guzzling back-and-forth emails between teams and clients.

Syncing Feedback Between ManyRequests and Figma

When clients leave feedback in ManyRequests, they're added automatically to the relevant Figma files, all thanks to webhook and Zapier integration. 

This eliminates the need to copy and paste feedback manually between both platforms. 

Rather, this happens automatically, saving the team precious time. 

Updating Project Status in ManyRequests from Figma Activity

When team members mark a file as completed in Figma, the status of the same project is changed automatically to "Completed" in ManyRequests. 

This means there's no need to track projects manually and also ensures transparency. 

Sharing Figma Links Automatically with Clients

When a Figma file is ready for review, a webhook sends the file link to ManyRequests which in turn sends a portal notification to the client with the file link. 

This simplifies and hastens sharing of design files. 

To learn how to integrate ManyRequests with Zapier, click here

We've already covered a lot in this guide but it won't be complete if we don't talk about how you can adapt as your agency starts serving more and more clients, completing more and more projects. 

Let's do that now…. 

How You can Scale Your Agency with ManyRequests

ManyRequests offers you the ability to grow your agency and expand your operations while maintaining brand consistency.

Adaptable to Increasing Client Demands

ManyRequests handles a wide range of client needs. This makes it ideal for agencies that are actively growing.

As your clientele (with projects) increases, ManyRequests adapts to ensure your operations go on smoothly. 

Automate your workflows and track tasks all within its centralized client portal.

With larger client accounts or new service offerings, you can create custom workflows to accommodate them. 

Generating detailed reports to track performance and make data-driven decisions is easy. This is especially useful as your client base grows.

Multi-Team and Multi-Client Support

As your agency grows, there'll be the need to set up multiple teams from multiple departments to serve multiple clients. 

With ManyRequests, you can coordinate all of them seamlessly. 

Easily assign roles and grant permissions and responsibilities to different team members. 

You can also give each client a dedicated portal so they can submit requests, track progress, and view deliverables without leaving the portal. 

Integration-Ready to Handle Complex Workflows

As your agency gets bigger and bigger, you'll likely need additional tools to keep your operations ticking along nicely. 

The solution lies in integration. 

ManyRequests integrates with a wide range of platforms. 

Automate repetitive tasks between ManyRequests and other tools using webhooks and Zapier. This saves time and boosts efficiency especially for large agencies with high-volume operations.

With the help of APIs, you can also build custom integrations to connect ManyRequests to your own unique tech stack. 

Fully Customizable Client Portals

ManyRequests offers white-labeling to  agencies, allowing them to give their clients a fully branded treat. 

As an agency, you can brand your client portals using your logo, brand colors, and unique domain. 

There's more…

All communications sent through the platform are branded, giving clients a professional experience.

You can also treat clients to languages local to their different regions by customizing the portal's language.

You can use ManyRequests for free for 14 days. That's enough time to fully experience its immense unique qualities and get wowed by its super powers. Click here for an awesome experience.

Frequently Asked Questions

What tools are essential for graphic design project management?

Design collaboration tools (Figma and Adobe Creative Cloud), project management tool (ManyRequests), and proofing tools (GoVisually). 

How do you manage revisions and client feedback effectively?

Set clear expectations with the client and limit the number of revision rounds in the contract and ensure all feedback is well-thought out and specific. 

What are the common challenges faced in graphic design project management?

Excessive revisions, balancing creativity and execution, resource allocation. 

We're nearing the end of the track now. 

Conclusion

Thank you for riding with me to the end. You're a real deal. I hope you found solutions to your problems and inspiration to put in the work. 

So what next? Put in the work. Put into practice what you've learned in this guide.

Do that long enough, you'll see tangible success. 

As you've already seen, ManyRequests will make the whole process a lot easier. . 

Get your 14-day trial here now. 

Thanks once again and see you on the next one. 

Bye.