A simple system to manage client design or project requests without sacrificing your schedule.
The Problem: Last-Minute Requests Cause Chaos
As a web designer, freelancer, or agency owner, it’s all too common: a client sends an unexpected “urgent” request. They need a new design or an edit right now, and it throws off your entire workflow for the week. These interruptions aren’t just stressful — they steal time, reduce productivity, and limit your ability to focus on higher-value work.
This is a classic case of scope creep due to the lack of systems. But there’s good news: a simple system can fix this.
The Solution: A Streamlined Request Management Process
To prevent these last-minute requests from disrupting your week, you need to set boundaries and educate your clients on a clear process. Here’s a step-by-step system you can implement:
- Create a Request Form
Use Google Forms (free and easy to set up) to create a simple “Design Request” form. Clients can submit their requests, upload files, and provide all the necessary details in one place.
Link this form to a Google Sheet to automatically organize and track submissions. - Set Clear Expectations
On the request form, communicate the turnaround time upfront. For example:
“All design requests will be completed within 72 hours. Emergency requests may incur an additional fee.”
This eliminates any ambiguity about your response time and discourages “rush” requests. - Automate with a Loom Video
Clients often forget your process. Use a tool like Loom to record a short explainer video:
– Walk them through how to submit a request.
– Reinforce your 72-hour policy.
Include this video in your email signature with a button: “Need to Submit a Design? Watch This First!” - Track and Prioritize Requests
Review your Google Sheet daily to stay on top of new requests. Use a simple “Completed” or “In Progress” status to prioritize work efficiently.
The Benefits: More Control, Less Stress
Implementing this system will:
Save You Time: No more chaotic back-and-forth emails or scrambling for last-minute edits.
Set Boundaries: Educate clients to respect your process and time.
Boost Efficiency: Focus on delivering quality work without constant disruptions.
By having a process in place, you’re creating a professional, predictable experience for your clients — and peace of mind for yourself.
Real-Life Example: Why Systems Work
During a coaching call, a freelancer managing social media graphics struggled with clients submitting last-minute requests. After setting up a request form with clear policies, they saw a complete shift: clients submitted requests earlier, the freelancer regained control of their week, and the workflow became manageable.
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