Ever wondered how top professionals in the graphic design industry manage their time when juggling multiple projects? In this insightful article, six seasoned CEOs share their secrets to staying organized and meeting deadlines. The discussion kicks off with the importance of conducting a weekly review and wraps up with breaking projects into smaller tasks. Discover these and four other expert insights to boost your own productivity.
- Conduct a Weekly Review
- Layer Tasks by Creative Energy
- Set Aside Time for Planning
- Use Asana and Miro
- Combine Reverse Planning and Time-Blocking
- Break Projects Into Smaller Tasks
Time Management Tips for Graphic Designer Entrepreneurs
Conduct a Weekly Review
I rely on a weekly review where I assess the progress on each project and adjust my priorities if needed. This habit helps me stay flexible without sacrificing focus, as I can realign if a project suddenly demands more attention. With a clear overview every week, I keep projects on track without losing sight of the bigger picture.
A simple but effective tool is setting alarms for specific project tasks on my phone—it keeps me accountable and aware of time as it passes. It’s a small technique, but it adds urgency without pressure, helping me stay focused. This way, I stay on track without letting deadlines sneak up on me.
Jason Hennessey
CEO, Hennessey Digital
Layer Tasks by Creative Energy
In managing multiple design projects, I’ve found that the key isn’t just in structuring time, but in layering tasks based on creative-energy levels.
Rather than scheduling projects strictly by deadlines, I break down each project into phases—concept development, detailed design, and refinement—and align these with times of day when my focus peaks or dips.
One tool I rely on is Notion, specifically for creating a “design dashboard” that visually maps out deadlines, milestones, and ongoing feedback loops. This keeps project details centralized, allowing me to track progress at a glance while freeing mental bandwidth for creativity.
By balancing high-focus work with lighter tasks, I maintain a steady flow across projects, meeting deadlines without compromising the quality of creative output. This rhythm has been invaluable in sustaining both productivity and inspiration.
John Beaver
Founder, Desky
Set Aside Time for Planning
Time management in graphic design is about finding a rhythm that works for you. I regularly set aside time for planning and reflection, which helps me stay ahead of deadlines. I use Notion to organize my projects, which keeps everything in one place and allows me to adapt quickly as needs change.
My experience has taught me that staying organized empowers me to produce my best work while inspiring those around me to do the same.
Ian Anderson
CEO, Sol Studios
Use Asana and Miro
At the Waldorf Agency, we have a mix of different tools and processes we use in order to avoid being overwhelmed when managing several design projects at a time.
For starters, we use Asana to structure our projects and track their progress meticulously. It allows us to set deadlines, assign tasks, and monitor the status of each project phase, ensuring that everyone knows their responsibilities and timelines. It is also our go-to for storing all project-related items. It’s like our digital workspace where everyone can grab whatever they need, whether it’s documents, guidelines, or the latest feedback from each project. It makes moving through project stages smoother and keeps everyone on the same page.
To complement Asana, we integrate Miro into our workflow for its collaborative and visual planning features in real time. It acts like a digital-board where we can share, develop ideas, and brainstorm new ones.
Despite the advantages of these digital tools, we also recognize the unique value of pen-and-paper for brainstorming and initial sketches. This is the one that allows us freedom for creation and ideation no matter where we are. Nothing like head-to-paper conceptualization.
Carlos Figueroa
CEO, The Waldorf Agency
Combine Reverse Planning and Time-Blocking
To manage multiple design projects effectively, these are my go-to tactics.
I start with the due date and work backward, breaking down each project into non-negotiable milestones. I use Trello to create smaller, actionable tasks with specific deadlines.
Mornings are for “design sprints” when I tackle the most complex and creative tasks. It’s often after sleeping on a problem that solutions become clear. Mid-day is ideal for client meetings and feedback, and afternoons are mostly for easier, technical tasks. I also include 15-minute buffer zones throughout the day for quick client communication and admin tasks, preventing them from piling up.
When working under tight deadlines, it’s easy for my mind to get stuck. That’s when I step away and let inspiration come from unexpected places—whether it’s taking a walk, reading, having a conversation, or even taking a quick nap. Avoid digital distractions like social media as they can numb creative thinking.
After a reset, I’m often surprised by the surge of inspiration.
Meiying Ng
Founder, Narratio
Break Projects Into Smaller Tasks
When juggling multiple graphic-design projects, time management is all about structure and discipline. I’ve found that breaking projects into smaller tasks and prioritizing based on deadlines and complexity keeps everything manageable. For instance, I’ll start with quick wins, like basic layouts or client revisions, to build momentum. Then I block uninterrupted time for deeper creative work, like logo concepts or detailed illustrations, where I need to stay focused. It’s also key to set realistic timelines for clients upfront, so there’s room for creativity without the panic of last-minute crunches.
One tool that’s been indispensable for staying organized is Trello. I create a board for each project with lists for phases like brainstorming, in-progress, and final delivery. It gives me a clear view of everything on my plate and helps me prioritize effectively. By color-coding tasks and setting due dates, I ensure nothing slips through the cracks, even during busy periods. This system keeps me on top of deadlines while leaving room for creativity, which is the core of what makes each design project successful.
Runbo Li
Co-Founder & CEO, Magic Hour
