How I Manage 10+ Web Design Clients at Once as a Solo Business Owner
As web designers, we often talk about building a business and acquiring clients. But this is just part of the web design puzzle. If you’re a solo practitioner, you’re also responsible for executing and launching site builds—all while communicating with clients, juggling projects in various stages, and keeping up with every other aspect of running your business.
This was the case for me during the first five years of my Squarespace web design agency, by Crawford. Since then, I’ve meticulously honed my process to ensure that I can seamlessly manage 10 or more clients at any given time, without compromising the level of service provided.
Refined project management
If you want to grow your business but maintain your independence as a solopreneur, having a project management system in place is key to avoid becoming overwhelmed. The benefits are plenty, empowering you to:
Track your clients and project statuses
Streamline workflows
Boost productivity
Handle overlapping deadlines without sacrificing quality
Improve your ability to deliver projects on time and in scope
Organize client feedback
Manage resources
Coordinate with collaborators
Minimize errors
Reduce time spent on administrative tasks
Focus more on creative work
There’s no one-size-fits-all approach to project management. Rather, you’ll want to consider your workflow and working style. Are you a visual person? Do you thrive in a world of spreadsheets and numbers? Can you make it through your day without a to-do list? Whatever the case, let your working style inform the project management solution you choose. Learn more about keeping web design projects on track.
Simplicity breeds creativity
Some designers find a simple spreadsheet is enough, while others opt for project management software. When I operated as a company of one, my goal was to have the fewest amount of moving parts as possible. A checklist in a note-taking app was more than enough to help me organize my projects.
Leveraging tools within Squarespace
Make use of some of Squarespace’s integrated tools to keep track of clients. Use the Contacts panel to manage information about clients, mailing list subscribers, and form submitters. This gives you a holistic view of engagement so you can maintain relationships with your audience. Add internal tags to help organize contacts and make them searchable, tagging active projects with “active” and prospective clients with “prospects.” From there, you can manage communications through Email Campaigns, tailoring messages for each segment of your audience.
As a Circle Gold or Platinum Partner, you can also organize your Squarespace account dashboard with tags to keep track of and filter site builds based on the client, industry, or project status. You can also pin projects in your dashboard, so you can keep active projects at the top of your list.
Another way to keep your mind and schedule organized is by managing all inbound appointments with Acuity Scheduling. The tool integrates with your existing calendar and website, so you know exactly what you need to do every day.
Clear client communications
When it comes to juggling clients, you aren’t just building their sites. You’re keeping in touch with them throughout project milestones, from wireframing the design to revisions to launch.
Clear and consistent communication empowers you to fully understand client expectations, project goals, and specific requirements, reducing the risk of misunderstandings and costly revisions.
From the very beginning of every project, set clear boundaries about how and how often you’ll be communicating with the client. You’ll want to consider:
Whether or not clients have a direct line to you with 24/7 access
How quickly they can expect a response
The number of meetings and calls you take each day or week
In my business, I operate with transparency from the initial call, setting expectations for the project timeframe and scope. This includes noting what services are and are not included in the project’s price. I also send a project intake form to each client, as well as example websites to help them envision the possibilities for their site. This documentation is essential to holding both me and my client to the scope of the project. Learn more about putting together a winning web design project proposal.
Collaboration is key
Just because you're a business of one doesn’t mean you have to do everything yourself. Collaborating with other creatives, like designers, coding experts, copywriters, and branding specialists has been revolutionary for my business and how I manage multiple clients. It helps me stay on schedule, deliver higher-quality work, and keep overhead low while retaining full control of my operations. Best of all, it gives each project a fresh perspective.
Networking is crucial to finding the right people to collaborate with. Social media is a great source, as can the Circle Forum, which is exclusive to Circle members around the world.
Pro tip: Some of my most crucial learning experiences have come from consulting with other designers on lines of code in the Circle Forum. After they helped me, I would internalize the code, see why it worked, and how it was applied. Then, I’d take these learnings to future projects. Learn more about making the most of Circle membership.
Managing more clients, the right way
Working with multiple clients at one time as a company of one is a never-ending balancing act. It takes time to find a system that works for you. Start by setting boundaries, maintaining clear and consistent client communication, and refining your project management process. Find collaborators and peers to consult on specific solutions. Then, when you’re ready for more consistent support, consider hiring one (or more) of the seven key roles that make up a successful web design agency.
Want more?
Check out Squarespace Circle, Squarespace’s program for professional designers and web design agencies. Along with exclusive content, discounts, and other perks, Circle brings professionals together from across the globe to exchange advice while connecting with new clients and collaborators.
