How to Prioritize Tasks: 10x Efficiency for Creative Agencies

Picture this: it’s a Monday morning at your creative agency. 

You check your email, and your inbox is overflowing with client briefs. 

Your project management tool has a ton of ‘overdue’ alerts. 

You receive a notification that one client is rushing their requested creatives while another needs to meet you later for another brief. 

If this sounds chaotic, it’s because it is. 

And yet, this is the reality for many creative agencies—an exciting yet overwhelming mix of juggling multiple clients, managing tight deadlines, striving to deliver innovative work, and figuring out how to prioritize tasks. 

This is where effective prioritization comes in. Learning how to sort, organize, and tackle tasks strategically can lead to:

• Meeting client expectations without compromising quality.
• Preventing burnout while encouraging creativity.
• Streamlining workflows to improve team collaboration and efficiency.

In this article, we’ll discuss why prioritization matters for creative agencies. We’ll also provide you with task prioritization techniques tailored specifically for creative agencies.

Ready? Prioritize reading this blog; the rest will follow. 

Why do creative agencies have a hard time prioritizing tasks?

Yes, creative agencies thrive on innovation, collaboration, and delivering exceptional client results. However, it’s common for creative teams to find themselves overwhelmed and struggling to keep up with deadlines. In fact, a study reported that 44% of creative workers felt overwhelmed due to work-related stress.

Project management for agencies? It’s a whole different story. Here are some of the key challenges that make prioritization a critical skill for agencies:

Working with multiple clients and projects at the same time

Creative agencies rarely work with just one client at a time, which has caused so much chaos. We’re talking about tight deadlines, shifting priorities, and constant back-and-forths.

For example, a high-value client may suddenly request an urgent revision, throwing off your planned schedule. 

Collaborating with different teams and individuals within the agency

As creative as individuals in agencies are, creative work is rarely done alone. Designers, copywriters, strategists, and account managers collaborate daily to bring projects to life. 

However, these teams often operate on different schedules. They also collaborate on other projects. 

The result? Bottlenecks and misalignments. 

📌 Here’s an illustration: A designer may need finalized copy to complete a project, but a copywriter is tied up with another urgent deadline. 

Balancing creativity with efficiency

Creative work requires a delicate balance between putting in the time to develop unique ideas and meeting tight deadlines. Too much pressure to deliver quickly can hinder creativity—but too much freedom can lead to inefficiencies. Prioritization allows agencies to have just the right amount of time for creative exploration while staying on track with client demands.

Constant scope changes

A simple logo design might expand into a complete branding overhaul, or a campaign might require additional deliverables as the client’s needs evolve. Without proper task prioritization techniques, these changes can derail your workflow and compromise deadlines for other clients.

So why does prioritization matter for creative agencies?

Prioritization is more than just meeting deadlines. It’s about creating an environment where creatives can thrive. Here’s why it matters so much in the unique world of creative agencies:

It helps keep clients satisfied

Clients want things done yesterday—hence the last-minute briefs, multiple revisions, and additional requests. Without task prioritization techniques, agencies risk missing deadlines, delivering subpar work, or underestimating tasks contributing to the bigger picture. Meanwhile, a structured approach ensures that client needs are always met while maintaining the quality that sets your agency apart.

Reduces stress and empowers internal teams

It’s easy to be overwhelmed and frustrated when your team has more tasks than it can handle or when deadlines keep moving closer because of “urgency.” It may even feel like playing catch-up. Prioritization provides a clear direction. This not only reduces stress but also boosts confidence, as teams see measurable progress throughout the day.

Encourages an innovative culture

When tasks are prioritized effectively, teams have more time to think creatively instead of rushing to meet deadlines. Innovation thrives when there’s space to brainstorm, experiment, and refine ideas. Reducing the noise of low-priority tasks allows teams to focus on what they do best—delivering exceptional creative solutions.

Key takeaway: Prioritization is the backbone of a successful, efficient, and innovative creative agency. Creative agencies can turn chaotic workflows into streamlined systems by learning to prioritize tasks and use the right tools.

5 techniques to prioritize like pros

Below are proven techniques tailored specifically for your world and tools to help you implement them.

The Eisenhower Matrix

This is a time-tested prioritization method that organizes tasks based on two factors: urgency and importance. Here’s how creative agencies can use it with an innovative spin:

Example: Your client needs a final campaign design by Friday (Urgent & Important), but you must also revisit your agency’s internal style guide (Important but Not Urgent). The style guide can wait, but the campaign can’t.

The 1-3-9 Method

This method helps creative teams achieve success on a daily basis. It limits an individual's daily focus to one high-priority task, three medium-priority tasks, and nine low-priority tasks. This is highly recommended for agencies juggling multiple clients and competing deadlines because it ensures they tackle the most important work while keeping smaller tasks moving forward.

Example: 

• 1: Finalize the client’s brand strategy presentation.
• 3: Refine ad designs, prepare for an internal strategy meeting, and review a client brief.
• 9: Schedule social posts, log time spent on tasks, and follow up on client emails.

Agile prioritization for multi-client workflows

This method will be perfect if your creative agency advocates flexibility and delivering value. For creative agencies, Agile’s backlog prioritization can help balance the complexity of multi-client workflows by evaluating tasks based on value and effort:

• Value: How impactful is this task for the client?
• Effort: How much time and resources are required?

Example: A banner ad design with the potential to drive immediate sales (high value) but requiring minimal creative effort should be prioritized over an internal newsletter that demands extensive brainstorming.

Time blocking

Creative tasks require focus, while administrative work often involves interruptions. Time blocking helps carve out dedicated hours for each type.

1. Block your mornings for creative tasks when energy is highest—brainstorming, designing, or writing.
2. Use afternoons for meetings, email follow-ups, and status updates.

Example: Schedule 9–11 AM for brainstorming a new ad concept and 3–4 PM for client check-ins. Tools like Google Calendar or Clockify can support time blocking with reminders.

Integrating prioritization with tools

Thanks to technology, there are many tools that creative agencies can use to implement task prioritization techniques. The right tools can simplify and amplify your prioritization strategies. For example:

• On Trello, you can create four columns to replicate the Eisenhower Matrix. It’s also pretty easy to drag tasks from one column to another.
• On ClickUp, you can set daily task priorities for easier grouping when implementing the 1-3-9 Method.

However, if you’re looking for a platform that can do it all, ManyRequests is an agency project management software that does it all. It allows you to assign tasks to specific team members, set deadlines, and track progress all in one place.

Frequently Asked Questions (FAQs) about how to prioritize tasks 

How do you prioritize tasks effectively and efficiently?

Answer: To prioritize tasks effectively and efficiently, you can organize tasks using prioritization frameworks such as the Eisenhower Matrix or 1-3-9 Method. When prioritizing tasks, evaluating how they align with your agency’s goals and objectives is a must. Lastly, take the time to reassess your priorities daily or weekly to adjust for any changes, such as timelines, client feedback, or unexpected challenges.

What is the best prioritization technique for creative agencies?

The best technique depends on your team’s workflow. Agile prioritization works well for agencies with high client turnover. The Eisenhower Matrix or 1-3-9 Method are excellent options for individual task management. ManyRequests can help you implement these techniques seamlessly.

How can I get my team to adopt prioritization methods?

Introduce one method at a time and align it with your team’s existing workflows. Show the benefits of prioritization using real examples, and encourage feedback to tweak the process for better adoption.

How can I prioritize internal agency tasks when client work takes up most of the time?

Schedule internal tasks in the “Important but Not Urgent” category of the Eisenhower Matrix. Block out dedicated time weekly for internal projects like branding or team development to ensure they don’t fall by the wayside.

Why is ManyRequests perfect for creative agencies?

ManyRequests simplifies task tracking and prioritization. It’s very easy to create and assign tasks. The interface is user-friendly, which makes collaboration seamless, even if the teams handle different clients and projects. One of the features that makes it best for agencies is the inclusion of a client portal where clients can comment on creative output.

How can you implement the Eisenhower Matrix on ManyRequests?

ManyRequests allows you to create custom statuses and tags. Depending on which is easier for you and your team, you can integrate the prioritization status from the Eisenhower Matrix with the tags or statuses.

How can you implement the 1-3-9 Method on ManyRequests?

To implement the 1-3-9 Method on ManyRequests, you can set up daily check-ins with your team as you identify and plan the 1-3-9 tasks for the day before you include them in the portal.

Can ManyRequests integrate with existing prioritization tools?

Yes, ManyRequests integrates with popular tools, enabling you to centralize your workflows. This allows you to apply prioritization frameworks while keeping all your tasks and communications in one place. 

Don’t waste another day—start prioritizing your tasks today!

Prioritizing tasks isn’t just a hack. It’s the foundation of a creative agency’s success. You can turn chaos into clarity when you adopt proven prioritization techniques like the Eisenhower Matrix, 1-3-9 Method, and Agile prioritization and pair them with the right tools. 

However, knowing where to start can feel overwhelming. Here’s where ManyRequests come in. Our platform is designed to help creative agencies streamline their workflows, centralize task management, and prioritize like pros.

It’s time to take the guesswork out of task prioritization and streamline your creative process. Sign up for a free trial with ManyRequests today and discover how doable this is.

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