Why these 2 common approaches to client workflows fall short for designers (and how to fix them)
Managing a design studio involves more than delivering a great final product. It’s also about how you manage the entire process from start to finish. How you onboard new clients, keep them informed, deliver your work, and handle revisions all shape the overall experience your clients have with you.
And let’s be honest—your success depends as much on your ability to manage those workflows as it does on your actual design skills.
But here’s the catch: when it comes to managing workflows, many designers fall into one of two common traps.
First, you might try to go it alone, figuring you can handle everything yourself. It seems like a way to stay in control, but without the right systems or outside input, this approach often leads to being overwhelmed, inefficiency, and missed opportunities for improvement.
Then there’s the other trap: relying on ready-made client workflow templates built by another designer. These A-to-Z processes promise a quick and easy fix, a shortcut to streamlined workflows created by a well-known designer.
But the problem is they’re one-size-fits-all, and your business—and the way your brain works—aren’t like everyone else’s. These rigid systems often leave no room for customisation, forcing you to adapt to a process that doesn’t suit your preferences. This lack of flexibility can lead to frustration and self-doubt when it doesn’t work for you, even though it might have worked for other designers.
So, what’s the solution? It lies somewhere in between and requires you to strike a balance between doing it all yourself and leaning too heavily on someone else’s system. You need workflows that are flexible enough to adapt to your unique business needs while also having enough structure to keep projects running smoothly.
In this post, we’ll dig into the reasons why both approaches—going it alone and relying on templates—often fall short. We’ll cover:
The trap of going it alone
The pitfalls of relying on pre-made workflow systems
How to fix these issues
By the end, you’ll have a clearer understanding of the common pitfalls in workflow management and actionable steps to create workflows that are tailored to your business and built for long-term success.
The trap of going it alone.
Your client management expertise is limited.
Whether you’re a self-taught designer or you've gone to design school, your focus has always been on design—not on managing client experience. The creative work is what captured your attention, and it's natural to pour your energy into attracting new clients and showcasing your portfolio. But as you try to bring in more business, other aspects start to slip through the cracks.
Before you know it, clients are emailing you at all hours of the day, expecting immediate replies. Scope creep begins to happen on almost every project because clear boundaries weren't set from the start. Without formal timelines in place, projects stretch on for weeks longer than anticipated, throwing off your schedule and delaying other work.
When you’re handling everything yourself, it’s easy to get caught up in the day-to-day firefighting, and you don’t always see where things could be improved. You’re so close to the process that the issues seem like part of the job, but they’re signs that something needs to change.
The burden of wearing too many hats.
When you’re managing every aspect of your business, overwhelm becomes almost inevitable. Your to-do list never seems to shrink, and you’re juggling far more than just design work. Client communication, managing timelines, handling admin tasks and finances, and maintaining your own marketing efforts—these are all responsibilities you might not have expected when you started your design studio.
As these tasks pile up, the pressure builds. Constant emails from clients expecting quick responses, managing feedback, and keeping projects on track can drain your energy and creativity. Before long, you’re working late, struggling to maintain the quality of your work, and feeling frustrated with projects that drag on due to unclear processes.
This kind of overwhelm doesn’t just affect your workload; it impacts the entire client experience. When you’re spread too thin, client communication can suffer, deadlines get stretched, and projects lose momentum. Clients notice when things aren’t running smoothly, and it can lead to dissatisfaction or frustration on their end, which ultimately reflects back on you.
Blind spots in your client workflow.
When you’re managing your business on your own, it’s easy to develop blind spots. You get so used to how things are running that you stop questioning whether they could be better.
For example, maybe you’re struggling to sign enough clients, yet at the same time, you’re rejecting inquiries without asking for more information. You see an inquiry come in, something seems off, and you dismiss it without clarifying or digging deeper into the client’s actual needs.
Or, maybe you’re not consistently following up with potential clients who inquired expecting them to reach out because you don’t have a proper system in place.
This could be a sign of a workflow gap. These gaps, whether in communication or process, often feel like minor issues but can compound over time, leading to inefficiencies that frustrate clients and make your workflow more difficult to manage.
Without a solid workflow, these small issues pile up—missed follow-ups, unclear timelines, or rushed responses—and slowly make your business harder to run.
Without external input, these blind spots can be difficult to see. You become so accustomed to certain habits and processes that they feel like part of the job, even when they’re holding you back from delivering a better experience to your clients.
Taking action.
The first step in overcoming the trap of going it alone is recognising that you don’t have to do everything yourself. Running a successful design business doesn’t mean you need to manage every detail by yourself, especially in areas that aren’t your expertise. By focusing on what you do best—design—you can still create great client experiences by bringing in the right support where needed.
Consider outsourcing or automating tasks that pull you away from your core work. You might need help with administrative work or client communication, so you can focus on delivering high-quality design.
Bringing in a coach who understands workflow systems can give you tailored advice to streamline your processes and elevate the client experience. They may introduce tools or strategies you hadn’t considered, allowing you to get organised and improve how you handle client interactions.
The right tools can make a significant difference in your efficiency. For example, client management software like Dubsado can save you time on repetitive tasks like invoicing, scheduling, or sending follow-up emails. This frees up your mental energy and helps ensure that your client workflow remains smooth and professional.
Lastly, regularly reviewing and updating your processes is key. What worked for you last year may not be as effective as your business grows. Continuously refining your workflow ensures you’re offering the best possible experience to your clients, without getting bogged down in outdated methods.
The pitfalls of relying on pre-made workflow systems.
There is a lack of personalisation.
The temptation of a ready-made A-to-Z workflow system can be strong—especially when it’s created by designers who are well-known and often get asked about how they run their business. These designers start selling their process, offering it as a one-size-fits-all solution to streamline your workflows.
It’s understandable—this is a smart business move for them. They get to leverage their experience and meet the demand from designers who want to know how they’ve built their success.
For you it’s convenient: you buy their entire system, follow their steps, and suddenly all your workflow problems are solved.
But here’s the catch—those systems are built for their business, not yours. They’re one-size-fits-all, and that’s where the issues begin. What works for them might not work for you, your clients, how your brain works or your specific way of managing projects.
I had one client who bought an entire service package that included everything—what the service was, how to offer it, email templates, and Canva templates. The problem? She had never even offered this service before and had no experience in that area. So instead of tailoring the process to fit her style, she tried to fit herself into the pre-made system. At $950, it was an expensive lesson.
In another instance, a client bought a course laying out an entire process, but without any instructions on how to make it her own. She made a few small tweaks, but the consistency of the process was lost. Not knowing how to make it work for her business, she eventually abandoned it altogether.
The issue isn’t just about losing flexibility—it’s about how these rigid systems make it difficult for designers to customise them without compromising consistency. When you make small adjustments to fit your style but leave most of the process unchanged, it can lead to confusion and disjointed workflows. Instead of creating a seamless experience, you end up with a patchwork of ideas that don’t quite work together, making it harder to deliver a consistent, high-quality client experience.
You need to understand the entire process.
A one-size-fits-all template might work initially, but to deliver a strong, consistent client experience over time, you need to need 2 things:
Fully understand how every piece of your process fits together
Built your processes a few steps from where you currently are
Your business won’t stay the same forever. As you grow, you’ll start offering new services, working on bigger projects, and refining your approach. Without a deep understanding of how your workflow functions at each stage, you won’t be able to implement changes effectively. If you don’t know how to optimise your workflows, you’ll be stuck with systems that no longer fit your evolving business.
Just as important, though, is designing your workflows with the future in mind. If you try to adopt a workflow from a six-figure designer while you’re just starting out, it won’t align with where you are now. The complexity and scale of their system might overwhelm you instead of helping you. Instead, you need to build workflows that are a few steps ahead of your current business—set up to grow with you but not too far beyond your present capabilities.
By doing this, you create a flexible foundation that will support your growth. You’re not only managing what’s in front of you now but also preparing for the business you’re building toward. When you can adjust and optimise your workflows as you expand, you’ll be able to offer a seamless and scalable client experience that evolves alongside your business.
The process becomes outdated.
When you rely on a ready-made template, you also run the risk of using outdated processes. The template’s creator may have designed it a few years ago, and while it may have worked for them back then, it might not be aligned with today’s best practices.
Maybe the template was built around a specific software that’s no longer relevant, or it includes steps that don’t make sense for the tools you currently use. Sticking to an outdated system will slow you down and keep you from staying competitive. As the industry evolves, so should your workflow.
Templates can lull you into complacency. Instead of reviewing and improving your process, you might just stick with the template, assuming it’s still effective. Over time, though, you’ll find that you’re falling behind, missing out on newer, more efficient ways to manage your projects.
Taking action.
The best way to avoid the trap of relying on ready-made templates is to create your own workflows. This doesn’t mean you need to start from scratch every time, but it does mean developing systems that align with how you work—and more importantly, how your business will evolve.
Start by fully understanding your current process. Break it down step by step, and make sure you know how each piece fits together. Once you have a clear grasp of the entire workflow, you can begin to make intentional adjustments that reflect your way of working and the needs of your clients. The goal is to create a workflow that feels natural to you, not forced by someone else’s system.
But don’t stop there. Your workflow should be built a few steps ahead of where your business is now. Think about the number of clients you want to be able to serve at the same time and the types of projects you’d like to attract. Design your processes to handle this future growth so that as your business evolves, your workflows remain efficient, scalable, and aligned with your goals.
By creating a flexible framework that’s adaptable to change, you ensure that your workflows can grow with you. Regularly review and refine your processes to avoid stagnation. Staying proactive with your workflows means you’re always prepared to meet new challenges and offer an outstanding client experience, no matter how your business shifts.
If you find it difficult to build or adapt your workflows on your own, consider working with someone who specialises in designing systems for creative businesses. They can guide you through the process and help you avoid common pitfalls, ensuring that your workflows not only reflect your current needs but are built to grow with your business.
and there you have it.
Going it alone or relying on pre-made workflow systems might seem like easy fixes, but neither will help you build the thriving design studio you envision. When you handle everything yourself, you risk burnout, blind spots, and missed opportunities. On the other hand, relying on someone else’s template may limit your ability to offer a truly personalized client experience, and can leave you struggling to adapt as your business evolves.
The key lies in building workflows that are tailored to your business and flexible enough to grow with you. Understanding your process fully and designing workflows a few steps ahead of where you are now will help you stay efficient and adaptable. Whether you work with an expert or create systems yourself, investing in the right tools and structures ensures your business runs smoothly while delivering a seamless, memorable client experience.
Take a look at your current workflow. Are you handling everything solo or relying too heavily on a rigid template? Wherever you find yourself, there’s always room for growth. Start thinking about what adjustments you can make to create a workflow that supports both your business now and the one you’re building for the future.
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