Workflow

The organizational side of design work. This covers how projects are structured, tracked, and delivered from intake to final files.

Process

Creative Workflow Overview

01
Project Details
Brief received, scope confirmed, assets and inputs gathered, timeline set
02
Design Stage
Assets designed, adapted across formats, revisions tracked, brand standards verified
03
Handoff & Final Delivery
Approved assets packaged, named, and delivered to the client or team
Organization

Asset Organization Systems

Every campaign begins with a structured folder architecture — ensuring assets are immediately locatable by any collaborator at any stage of production, without hunting through disorganized files.

Consistent Naming
All folders and files follow a shared naming system agreed upon at project kickoff, applied consistently across every campaign.
Platform-First Structure
Assets are separated by delivery platform at the top level, so any team member can locate what they need without opening subfolders.
Source Files Always Separated
Editable source files are never mixed with final exports. Final and archived versions are clearly distinguished from working files.
Campaign_Name /
📁 Campaign_Name
📁 Social Active
📁 Print Active
📁 Web Active
📁 Email In Progress
📁 SourceFiles
📁 FinalExports Ready
📁 ArchivedVersions
Version Control

Naming Conventions & File Tracking

Campaign Asset Log — EventFlyer
📄
EventFlyer_V1
Draft
📄
EventFlyer_V2_REVISED
Revised
📄
EventFlyer_V3_REVISED
Revised
✅
EventFlyer_APPROVED
Approved
🖨️
EventFlyer_PRINTFINAL
Final
Convention Structure
CLIENT_AssetType_Version
Client prefix keeps all assets immediately identifiable in shared folders across multiple campaigns.
Version Suffixes
_V1 → _V2_REVISED → _APPROVED
Sequential versioning ensures no file is overwritten. REVISED and APPROVED suffixes communicate status at a glance.
Final Export Naming
_PRINTFINAL / _WEBFINAL / _EMAILFINAL
Platform-specific final suffixes indicate the export is spec-accurate and ready for production or upload.
Asset Preparation

Multi-Platform Preparation Chart

Asset Dimensions Format Platform Purpose
Instagram Feed Post 1080 × 1080px PNG / JPG Social Event promotion, campaign announcements
Instagram Story 1080 × 1920px PNG / JPG / MP4 Social Reminder graphics, countdowns
Facebook Event Cover 1200 × 628px JPG Social Event pages and boosted posts
Email Header Banner 1200 × 400px JPG (72dpi) Email Newsletter and campaign headers
Email Full Template 600px wide HTML Email Donor communications, announcements
Web Hero Banner 1920 × 700px JPG / WebP Web Homepage and landing page heroes
Web Interior Banner 1440 × 400px JPG / WebP Web Interior page headers
Print Flyer 8.5 × 11in PDF (300dpi, CMYK) Print Community distribution, events
Poster 18 × 24in PDF (300dpi, CMYK) Print In-office and venue display
Approvals

Revision & Approval Workflow

📝
Draft
Initial asset created from brief, placed in working folder
🔍
Internal Review
Reviewed for brand alignment, accuracy, and completeness
✏️
Revisions
Feedback incorporated, new version saved with suffix
✅
Final Approval
Stakeholder sign-off documented, file marked APPROVED
📦
Export Delivery
Packaged, spec-checked, and delivered to team or vendor
Tools

Collaboration & Creative Tools

Design & Production
Adobe InDesign
Print & editorial
Adobe Photoshop
Image editing
Adobe Illustrator
Vector & branding
Figma
Digital & UI layouts
Canva Pro
Social & quick assets
Organization & Workflow
Asana
Task management
Monday.com
Campaign tracking
Google Drive
File sharing & storage
Dropbox
Asset delivery
Notion
Docs & systems
Marketing & Communication
Mailchimp
Email campaigns
Google Workspace
Docs, Sheets, Slides
Slack
Team communication
WordPress
Web publishing
Hootsuite
Social scheduling
Campaign Management

Tracking & Content Calendar

Weekly Rollout
Campaign Week 3
Mon
Tue
Wed
Thu
Fri
Email Send
IG Post
FB Post
Story Drop
Print Live
IG Post
Web Update
Asset Completion
Spring Campaign
Social Graphics
100%
Email Templates
100%
Web Banners
75%
Print Materials
60%
Event Signage
25%
Launch Checklist
Pre-Launch Review
Brand review completed
Done
All social assets approved
Done
Email template tested
Done
Print files sent to vendor
Pending
Web banners uploaded
To Do
Final folder archived
To Do
Production Timeline
6-Week Campaign
Brief & Scope
Wk 1
Asset Collection
Wk 2
Production
Wk 3–4
Review & QA
Wk 5
Launch & Archive
Wk 6