How to Stay Organized When Juggling Multiple Interior Design Projects

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Managing multiple interior design projects at once can feel like an art form—one that requires skill, strategy, and a whole lot of organization. One minute, you’re finalizing a color palette for one client, the next you’re sourcing furniture for another, all while making sure install day for a third project runs smoothly.

With so many moving pieces, staying organized isn’t just a luxury—it’s a necessity. When things start to slip through the cracks, deadlines get missed, clients get frustrated, and the entire process becomes stressful instead of exciting.

But don’t worry! With the right systems and strategies in place, you can juggle multiple projects without feeling like you’re constantly playing catch-up. Let’s dive into the best ways to stay on top of everything.

1. Use a Project Management System That Works for You

When managing multiple projects, it’s easy to feel overwhelmed by endless to-do lists and scattered information. A project management system acts as your command center, keeping tasks, timelines, and client details neatly organized.

Why It’s Essential for Multi-Project Management:

• Helps you see ALL your active projects in one place, avoiding confusion.

• Prevents missed deadlines by tracking timelines and deliverables.

• Streamlines collaboration if you’re working with a team or contractors.

• Reduces back-and-forth by centralizing client details and conversations.

Popular Options:

• Trello™ – Great for visual thinkers who love a drag-and-drop system for tracking progress.

• Asana – A structured task manager that helps break down projects into phases.

• ClickUp™ – Ideal for those who want custom automations and workflow tracking.

• Ivy by Houzz Pro / Studio Designer / Mydoma Studio – Interior design-specific tools that combine project management with invoicing, sourcing, and client collaboration.

How to Use It Effectively:

• Create a separate board or workspace for each project.

• Set up task lists for different project phases (concept development, sourcing, installation, etc.).

• Assign due dates to keep everything on schedule.

• Use tags or labels to quickly see which tasks are high-priority.

With a solid project management system, you can keep everything structured—without constantly scrolling through old emails or sticky notes.

2. Standardize Your Workflow (Because No One Likes Reinventing the Wheel)

Every project follows a similar process, so why start from scratch each time? Having a standardized workflow helps you move smoothly from one project to another without getting bogged down in repetitive admin work.

Why It’s Essential for Multi-Project Management:

• Ensures consistency across all your projects, no matter how many you’re handling.

• Saves time by reducing the need to manually create documents, emails, and checklists.

• Helps onboard new team members or assistants quickly, since everything is already mapped out.

How to Create an Efficient Workflow:

• Define project stages – Break projects into clear phases: Inquiry, Design Concept, Client Approval, Sourcing, Procurement, Installation, Styling.

• Use templates – Have ready-made templates for welcome emails, proposals, budgets, and timelines.

• Automate repetitive tasks – Use systems like Dubsado or HoneyBook for onboarding, contracts, and invoices.

• Create a project checklist – Whether in Google Docs, ClickUp™, or Notion, having a master checklist prevents important steps from slipping through the cracks.

By following a structured workflow, you can keep each project moving forward—even when you’re managing five at once.

3. Master Time Blocking (So You’re Not Constantly Switching Gears)

When you’re working on multiple projects, bouncing between tasks all day can leave you feeling exhausted and unfocused. Time blocking helps you dedicate specific time slots to each project, so you’re not constantly shifting gears.

Why It’s Essential for Multi-Project Management:

• Reduces mental fatigue from constant task-switching.

• Helps you focus deeply on one project at a time.

• Ensures all projects get attention without one slipping through the cracks.

How to Make It Work:

• Assign days or blocks of time for each project. Example:

  • Monday AM – Client A sourcing

  • Monday PM – Client B revisions

  • Tuesday – Client C installation prep

• Use the “Pomodoro Technique” – Work in 25-minute focused bursts followed by short breaks.

• Group similar tasks together – For example, handle all client emails in one session instead of answering them throughout the day.

Time blocking gives your projects the dedicated attention they deserve—without the chaos of constantly switching between them.

4. Keep Client Communication in One Place (No More Lost Emails!)

Managing multiple clients at once means a flood of emails, texts, and phone calls. Without a system, important details can easily get buried in your inbox.

Why It’s Essential for Multi-Project Management:

• Avoids miscommunications and lost details.

• Saves time searching for past conversations.

• Keeps clients updated without constant back-and-forth.

How to Keep Communication Organized:

• Set expectations early – Let clients know when and how they should reach you (e.g., emails only for formal updates, Slack for quick questions).

• Use a CRM or email tracker – Streak for Gmail organizes client emails into project-specific pipelines.

• Create a shared client portal – Mydoma Studio and Ivy by Houzz Pro let you keep client approvals, invoices, and messages all in one place.

With clear communication channels, you’ll spend less time digging through emails and more time designing.

5. Organize Your Samples + Sourcing Process

When handling multiple projects, sourcing can get out of control fast—especially when fabric swatches, tiles, and paint samples start piling up.

Why It’s Essential for Multi-Project Management:

• Prevents double orders and missing materials.

• Speeds up sourcing by keeping everything easily accessible.

• Helps you track what’s been approved, ordered, and delivered.

Ways to Stay Organized:

• Keep a digital material library in Google Drive, Notion, or Ivy for easy reference.

• Store physical samples in labeled bins by project.

• Track all product orders in a spreadsheet or design software to avoid delays.

• Use Material Bank for quick sample ordering and easy returns.

An organized sourcing process means less last-minute scrambling—especially when working on multiple projects.

6. Set Aside Weekly Review Time (So You Stay Ahead, Not Behind)

A weekly review helps you stay on top of everything and prevents small issues from turning into big problems.

Why It’s Essential for Multi-Project Management:

• Ensures deadlines and deliverables are on track.

• Helps you adjust schedules before things get chaotic.

• Keeps invoicing, payments, and budget tracking in check.

What to Cover in a Weekly Check-In:

• Review each project’s status – What’s on track? What needs attention?

• Update timelines – Are there any delays or adjustments needed?

• Check budgets + invoices – Have all payments and expenses been logged?

• Prioritize tasks – What are the most urgent next steps?

This simple habit ensures nothing falls through the cracks, even when juggling multiple clients.

Final Thoughts

Managing multiple interior design projects doesn’t have to feel overwhelming. By setting up the right systems, workflows, and organization strategies, you can keep projects running smoothly without the stress.

The key? Find what works for you. Whether it’s task boards, a structured sourcing system, or simply blocking out time for each project—implementing a system that supports your workflow will make all the difference.

Happy designing!

xx, Danae

P.S. If juggling multiple projects still feels overwhelming—even with the right tools and systems—you don’t have to do it alone. Elite Design Assistants can help you streamline your workflows, manage client communication, and take those time-consuming tasks off your plate so you can focus on designing. If you’re ready to bring in some extra support, check out how a virtual design assistant can make your life easier.

Disclaimer: Every interior design business is unique, and the strategies shared here are meant to serve as a helpful guide—not a one-size-fits-all solution. The key is to adapt these organization tips to fit your workflow, team size, and project load. What works for one designer may not work for another, so feel free to tweak, test, and refine your systems to find what helps you stay the most organized.

The tools and platforms mentioned in this post are commonly used in the interior design industry and are provided as general recommendations. We are not affiliated with or sponsored by any of these companies. It’s always best to explore and choose the tools that fit your unique business needs.

Top 8 Time-Wasters for Interior Designers (Plus Solutions to Help!)

We all know someone who seems to have it all together, making us wonder, “How do you juggle it all?” Meanwhile, many of us are constantly battling with time management, trying to split our days between work, loved ones, home responsibilities, and self-care—while desperately seeking a bit of genuine downtime. Countless memes about this hit so close to home that you don’t know whether to laugh or cry. While I can’t offer the ultimate secret to balancing every aspect of your life, I can help you improve your workday to reclaim significant chunks of time that you can dedicate to whatever you choose. So, here it is the top 8 time-wasters for interior designers!

1. Not Tracking Time

Ever wonder where all your time goes? Without keeping tabs on your hours, it’s tough to stay on track with your project time budgets.

Solution:

Tracking time is a two-fold job. First, set up proper tracking systems that categorize your work by project and task type. Apps like Toggl or Harvest can help you monitor how much time you spend on different tasks. Second, regularly review your time reports to ensure you're sticking to your time budgets. Don’t have a time budget? It’s time to create one!

2. Poorly Defined Scope of Work

Scope creep can be a nightmare, whether it’s because you’re a perfectionist or because cheeky clients keep pushing the boundaries. Unplanned tasks can eat up your time and energy, turning a straightforward project into a never-ending saga.

Solution:

Clearly outline the scope of work in your proposals and contracts. Set boundaries and discuss them with your clients upfront. This way, everyone knows what to expect, and you can keep the project on track. Plus, having everything in writing makes it easier to handle any unexpected changes or requests.

3. Avoiding Project Management Tools

Sticking to outdated methods like Excel (no hate) doubles your workload and causes important details to slip through the cracks. More modern project management tools keep everything organized and easily accessible, freeing you from the chaos of scattered, unsynchronized notes and lists.

Solution:

Switch to project management platforms like Asana, Trello, or industry-specific tools like Studio Designer. These tools help you manage timelines, budgets, and communications all in one place. No more digging through infinite files and folders to find what you’re looking for.

4. Endless Sourcing Time

Finding the perfect items is many designers’ favorite part of the process, but it can also be a massive time drain. Without limits, you can easily spend hours hunting down that one perfect piece, leaving you behind on other important tasks.

Solution:

Set a time limit for sourcing each item and stick to it. Keep a well-organized vendor list that’s easy to search through, and build strong relationships with your suppliers for quick and efficient communication. This way, you can find what you need faster and move on to the next part of your project.

5. Waiting on Client Decisions

Refreshing your inbox, waiting for client feedback, and “just following up” again and again halts your progress and messes up your schedule. Without clear deadlines, you might find yourself stuck in limbo, unable to move forward with your work.

Solution:

Give clients clear deadlines for their feedback from the get-go and make sure they agree to them. Explain how timely decisions are important for keeping the project on track and avoiding unnecessary delays.

6. Ineffective Delegation to Team Members

Not delegating effectively can lead to a pile-up of tasks and slow down your workflow. Whether you’re avoiding outsourcing or not giving clear instructions, it’s a big time-waster that leaves you doing (or not doing) everything yourself.

Solution:

Learn to delegate tasks properly. Give clear and complete information to your team members so they can work independently. This will free up your time for more important tasks and help you focus on the bigger picture. Remember, teamwork makes the dream work!

7. Branding & Marketing Analysis Paralysis

Spending too much time on branding and marketing decisions (the perfect font, the perfect song for your Instagram story) can leave you stuck, wasting time that could be better spent designing. It’s easy to get caught up in all the little details.

Solution:

Hire a pro to create your branding kit and develop social media templates for you. This will simplify your marketing efforts and give you a cohesive and professional brand presence without spending endless hours on it. Let the experts handle it so you can focus on what you do best. 

8. Not Using Templates

Creating documents from scratch each time is a hard no. Having branded templates saves you a ton of time and keeps things consistent. Plus, it means all your materials will look polished and professional.

Solution:

Develop a set of branded templates for all your documents, like client presentations, proposals, and contracts. This speeds up your workflow and has everything looking top-notch. You’ll spend less time formatting and more time focusing on your designs (or whatever you want!).

Can you relate to one or more of these time wasters? The good news is there are solutions, and by taking a moment to reflect on your time management, you might just find yourself with several extra hours each week. You've got this!

xx, Danae

Productivity Hacks That Are Actually Backfiring

When your creativity is on the clock, productivity hacks can seem like the much-sought-after holy grail of efficiency and time management for interior designers. The market is flooded with books and courses promising to unlock the secrets that will finally make all of the facets of your work fall into place. Of course, there's always room for growth, learning, and fine-tuning our routines. But there are some so-called productivity hacks circulating out there that, if not approached correctly, might paradoxically hinder your progress. Let’s look at six examples!

1. Excessive Multitasking

The ability to juggle client meetings, design drafting, and supplier negotiations all at once seems like a superpower. The truth is that, just like we don’t have chameleon eyes, our brains aren't wired to handle multiple tasks effectively at the same time. Research suggests that multitasking can lead to reduced quality of work, increased stress levels, and even a drop in IQ comparable to missing a night's sleep. For tasks that require deep thought and creativity, like designing a living space, focusing on one task at a time ensures the highest quality of work and innovation.

2. Zero Inbox Policy

The famous zero inbox policy is supposed to eliminate the stress of a cluttered email inbox by keeping it empty or nearly empty at all times. While this sounds ideal, the constant checking, sorting, and managing of emails to maintain an empty inbox can become a massive distraction. It interrupts the creative flow essential for interior designers, pulling their focus away from design work to attend to an endless stream of emails. Scheduling specific times for email management can help maintain focus on design projects without the stress of an inbox calling your name.

3. Social Media Scheduling

Hear me out on this one. I’m absolutely in favor of batch-planning your posts with a neat content or editorial calendar. However, an over-reliance on scheduled content risks making your brand feel impersonal and disconnected from your audience. Engaging with followers in real-time, sharing behind-the-scenes glimpses into your design process, and leaving a little room for the spontaneity of real life can foster a stronger, more genuine connection with your audience, even if it means spending a bit more time on social media.

4. Skipping Breaks to Work Through

The myth that working longer hours without breaks boosts productivity is just that—a myth. Especially for interior designers, whose work demands high levels of creativity and problem-solving, taking regular breaks is essential. Skipping breaks can lead to burnout and a noticeable decline in the quality of your designs. Short breaks throughout the day can refresh your mind, boost creativity, and ultimately enhance the quality and productivity of your work.

5. Overusing Digital Tools

Relying too heavily on digital tools for inspiration can limit exposure to tangible elements that might spark creativity. While software and apps can be incredibly helpful, over-reliance on them can stifle creativity. Sometimes, stepping away from the screen and working with physical models, sketches, or just playing with physical samples can spark inspiration in ways that digital tools cannot. Balancing the use of technology with traditional design methods is where it’s at.

6. To-Do Lists

Here’s another example of how it all depends on how it’s done. Creating to-do lists is a basic organization tool. But some designers actually procrastinate more by categorizing and segmenting their to-do’s in different ways when what they really need to do is dig in. Sound familiar? Try prioritizing a few key tasks each day that will make a significant impact on your projects and lead to more focused and high-quality work.

At the end of the day, every interior designer is unique, with different rhythms, preferences, and work styles. Experimenting, reflecting, and adjusting your approach based on personal experience and well-being is key to finding a sustainable and effective productivity strategy. Remember, the goal is not just to do more in less time but to enhance the quality and creativity of your work while maintaining a healthy work-life balance.

xx, Danae