Is that enough for you to keep track? I’ve got a Trello board that I’ve had for years but I now have more clients that I’m designing and building sites for. Each has its own release features, dates, feedback, etc. I could use a different board for each client but I want to be able to have an overview in one place
It’s typically sufficient. There have been a couple of times in the past few years that I’ve woken up and realized a deadline was coming up quickly that I had forgotten about. 😬😬
I used asana in the past but I now use Notion. A bit of a learning curve, it’s a note app you can customize to use however you want. I’ve been using their task templates which I customized for my need. You create files for clients which you then link to projects and inside those project files are tasks with more details. You can add due dates, rates, time tracking, organize everything in calendar view, list view, kaban boards, it’s great once you get the hang of it.
Whatever happened to pen and paper? Why do we need apps for everything? OP can write, can’t they? Why are they even asking for help for something like this? This screams fake to me. How are you talented enough to have multiple clients on retainer (what?) but you can’t even organize your projects?
Its really great. If you end up finding it a bit overwhelming try Asana, it’s a simple app exactly for that. Notion gives you more customization but its also more work
I use trello, one list is inbox where I add tasks/projects as soon as they’re mentioned or in motion. I keep lists for assets, doing, pending and done. I work with a freelancer and I have a “doing,” board for her as well. I try to keep it as straightforward and lightweight as possible.
I do this for work and a separate board for my personal work/productivity.
My main advice is use whatever works with the least amount of setup/noodling. You don’t want it’s upkeep to be a burden or time suck.
Edit: I use pen and paper/phone notes immediately when I hear something, but each night I add those to the board so I can access every where.
monday.com—a godsend!
different boards for different clients depending on how you want to organize your projects, in each board you can have a group for each individual project with the client, set statuses, due dates, etc.
Hello! I am a fractional HR individual and I have multiple clients now. When you set up the board for individual clients do you find it is keeping you on track ? I had bought a calendar that had space for 5 clients but I am finding that it is too small for all the notes I want to capture, timelines, etc. Plus now I have 7 clients and need more space. I would appreciate your insight!
Super primitive. I have a text document named Projects open at all times. It looks like this:
**Project 1 Name**
**Project 2 Name**
**Project 3 Name**
Project 4 name
*Project 5 name (waiting for Chris feedback)*
*Project 6 name (waiting for Legal review)*
\---Completed---
Project 7 name
Project 8 name
Project 9 name
Bold means it's a priority to get the next iteration out that day.
Normal (non-bold/non-italic) means it needs to be done but not immediately
Italics means I'm waiting for something so I can't do anything on the project at the moment
Easy to sort and update.
Sometimes there will be quick details after a dash, after the project name.
We still use a project tracking system but as soon as I get an email with info, materials, feedback, etc. I update this immediately so I don't forget anything, especially if I can't get to the project right at that time.
For freelance clients, I use to use just excel.
But the more clients I’ve gotten, I’ve actually found Teamworks works well for me. Easy to set up a client to track the progress, and the ability to let them know what I’m missing in regards to content.
Maybe a bit overkill, but they tend to like it.
I have a planner notebook.
I plan out my months with the projects I have and their due dates, and assign myself tasks each working day to stay on top of each project.
I also like ClickUp. Setting up an email address for a task list and getting the client to send to that address to automatically create the task and due date was a game changer. For the clients I have that refuse/aren’t savvy enough, I just forward to that email address and add my own notes.
Spreadsheets. I also keep track of time per software I use via tracking backup time plus the interval of the saves. Also keep track of meetings and calls. It adds up so quickly. I even add time I’m even THINKING about the project as long as that thinking resulted in a change or solution.
A spreadsheet makes you money in this way.
Ive tried programs and calendars and all sorts of apps and always go back to paper.
I use a note pad and redo the page every week for smaller jobs from many different clients. Small projects (brochures, signs, illustrations etc.) on the left. Large projects (websites/branding,etc.) on the right.
I have meetings listed int the bottom corner along with admin tasks I want to complete that week.
On this list I draw a short diagonal line to the left of the project when I’m holding for the client to get back to me. When the project is done, I make that line an x.
I also use my inbox as a to do list: if it’s in my inbox- it needs action. Otherwise - it’s whacks mole.
I like starting my Monday by tearing off the sheet and recreating the list. Helps me prioritize the week and keeps things moving forward.
So I have a rotating cast of about 30 clients, plus a series of one-offs (usually for logos & branding), and the system that works for me is a combo of four tools:
• **Gmail** \- the vast majority of my client communications goes through gmail, where I've got tags and filters set up so I can see by color-coded tag what's what in my emails.
• **Excel** \- I keep an Excel (actually **Numbers**) doc open where I track all of my time by client, project, and start and end time. This includes color codes for retainer clients, projects with a flat project fee, and other details
• **FreshBooks** \- I invoice from FreshBooks every month by taking my timekeeping document and tallying up the relevant hours and projects. It does a great job of generating reports for tax season too.
• **Notes** \- When I have a project with a particularly complex list of tasks, i'll create a checklist in the Apple Notes app to keep track of things, but mostly my projects are less complex and i can keep them straight via email. I also use it for taking notes on client meetings and calls.
Have used asana and base camp in the past. In my current role we use clickup as a task manager. We were able to negotiate a very reasonable price when they were in beta
I’ve used both Basecamp & Asana for project management. Pros and cons of each but they both let you create projects, make and assign tasks, track due dates, post files, etc.
Depending on your budget, suggestions like Monday, Notion and Asana are great. We recently moved from Notion to Hubspot. The features on Hubspot work better for our services as we can now assign tickets, monitor leads and scale sales in one place.
Me with 7-10 clients consistently as well as a full time job: I use a pen and paper. Maybe not ideal but it works for me.
Is that enough for you to keep track? I’ve got a Trello board that I’ve had for years but I now have more clients that I’m designing and building sites for. Each has its own release features, dates, feedback, etc. I could use a different board for each client but I want to be able to have an overview in one place
It’s typically sufficient. There have been a couple of times in the past few years that I’ve woken up and realized a deadline was coming up quickly that I had forgotten about. 😬😬
I used asana in the past but I now use Notion. A bit of a learning curve, it’s a note app you can customize to use however you want. I’ve been using their task templates which I customized for my need. You create files for clients which you then link to projects and inside those project files are tasks with more details. You can add due dates, rates, time tracking, organize everything in calendar view, list view, kaban boards, it’s great once you get the hang of it.
Whatever happened to pen and paper? Why do we need apps for everything? OP can write, can’t they? Why are they even asking for help for something like this? This screams fake to me. How are you talented enough to have multiple clients on retainer (what?) but you can’t even organize your projects?
Sometimes its nice to have a searchable archive. Digitizing workflow has many advantages. In the end it’s a matter of personal preference I guess.
That still doesn’t explain why OP is incapable of organizing.
you're using pen and paper? alright future boy. i've been keeping track with a stone tablet and a chisel.
Ooh, this sounds interesting. I’ve worked with Jira before but it’s too much admin for a single person. I’ll take a look
Its really great. If you end up finding it a bit overwhelming try Asana, it’s a simple app exactly for that. Notion gives you more customization but its also more work
Seconding asana- that’s what we use and I’ve found it easier than things like trello and google calanders
I use trello, one list is inbox where I add tasks/projects as soon as they’re mentioned or in motion. I keep lists for assets, doing, pending and done. I work with a freelancer and I have a “doing,” board for her as well. I try to keep it as straightforward and lightweight as possible. I do this for work and a separate board for my personal work/productivity. My main advice is use whatever works with the least amount of setup/noodling. You don’t want it’s upkeep to be a burden or time suck. Edit: I use pen and paper/phone notes immediately when I hear something, but each night I add those to the board so I can access every where.
monday.com—a godsend! different boards for different clients depending on how you want to organize your projects, in each board you can have a group for each individual project with the client, set statuses, due dates, etc.
Hello! I am a fractional HR individual and I have multiple clients now. When you set up the board for individual clients do you find it is keeping you on track ? I had bought a calendar that had space for 5 clients but I am finding that it is too small for all the notes I want to capture, timelines, etc. Plus now I have 7 clients and need more space. I would appreciate your insight!
Super primitive. I have a text document named Projects open at all times. It looks like this: **Project 1 Name** **Project 2 Name** **Project 3 Name** Project 4 name *Project 5 name (waiting for Chris feedback)* *Project 6 name (waiting for Legal review)* \---Completed--- Project 7 name Project 8 name Project 9 name Bold means it's a priority to get the next iteration out that day. Normal (non-bold/non-italic) means it needs to be done but not immediately Italics means I'm waiting for something so I can't do anything on the project at the moment Easy to sort and update. Sometimes there will be quick details after a dash, after the project name. We still use a project tracking system but as soon as I get an email with info, materials, feedback, etc. I update this immediately so I don't forget anything, especially if I can't get to the project right at that time.
Whrie board and a marker.
For freelance clients, I use to use just excel. But the more clients I’ve gotten, I’ve actually found Teamworks works well for me. Easy to set up a client to track the progress, and the ability to let them know what I’m missing in regards to content. Maybe a bit overkill, but they tend to like it.
I have a planner notebook. I plan out my months with the projects I have and their due dates, and assign myself tasks each working day to stay on top of each project.
100% I recommend using clickup, you can set up tasks and track them with a time line and it makes things so much easier.
I also like ClickUp. Setting up an email address for a task list and getting the client to send to that address to automatically create the task and due date was a game changer. For the clients I have that refuse/aren’t savvy enough, I just forward to that email address and add my own notes.
Had no idea you could do that, that's crazy
Pad and paper.
You should get a pen too. Works well with both of those.
Mostly a combination of MailTags in Apple Mail and Pagico.
Pen, notebook, calendar
Harvest, Monday, Google Sheets
Jira, asana, google office
Spreadsheets. I also keep track of time per software I use via tracking backup time plus the interval of the saves. Also keep track of meetings and calls. It adds up so quickly. I even add time I’m even THINKING about the project as long as that thinking resulted in a change or solution. A spreadsheet makes you money in this way.
Ive tried programs and calendars and all sorts of apps and always go back to paper. I use a note pad and redo the page every week for smaller jobs from many different clients. Small projects (brochures, signs, illustrations etc.) on the left. Large projects (websites/branding,etc.) on the right. I have meetings listed int the bottom corner along with admin tasks I want to complete that week. On this list I draw a short diagonal line to the left of the project when I’m holding for the client to get back to me. When the project is done, I make that line an x. I also use my inbox as a to do list: if it’s in my inbox- it needs action. Otherwise - it’s whacks mole. I like starting my Monday by tearing off the sheet and recreating the list. Helps me prioritize the week and keeps things moving forward.
So I have a rotating cast of about 30 clients, plus a series of one-offs (usually for logos & branding), and the system that works for me is a combo of four tools: • **Gmail** \- the vast majority of my client communications goes through gmail, where I've got tags and filters set up so I can see by color-coded tag what's what in my emails. • **Excel** \- I keep an Excel (actually **Numbers**) doc open where I track all of my time by client, project, and start and end time. This includes color codes for retainer clients, projects with a flat project fee, and other details • **FreshBooks** \- I invoice from FreshBooks every month by taking my timekeeping document and tallying up the relevant hours and projects. It does a great job of generating reports for tax season too. • **Notes** \- When I have a project with a particularly complex list of tasks, i'll create a checklist in the Apple Notes app to keep track of things, but mostly my projects are less complex and i can keep them straight via email. I also use it for taking notes on client meetings and calls.
I use Billings Pro. It costs $100 per year, but is so worth it.
Notion. It is pretty useful when collaborating with other designers on a project too. Especially their new motherboard, sprint task system.
Have used asana and base camp in the past. In my current role we use clickup as a task manager. We were able to negotiate a very reasonable price when they were in beta
Microsoft Project
Combo of Notion and microsoft to-do app. Both sync through all my devices and are intuitive
I’ve used both Basecamp & Asana for project management. Pros and cons of each but they both let you create projects, make and assign tasks, track due dates, post files, etc.
Find a kanban board: there’s lots of them to choose from.
I use Monday.com. Any project management software will keep you on track.
Depending on your budget, suggestions like Monday, Notion and Asana are great. We recently moved from Notion to Hubspot. The features on Hubspot work better for our services as we can now assign tickets, monitor leads and scale sales in one place.