Set up Figma team workspace and templates

~30 min

Create your agency's Figma workspace with a design system, project templates, and team file structure.

1. Create a Figma Team (Professional plan) and invite your designers
2. Set up a project structure: one Figma project per client, with consistent file naming like "ClientName - ProjectType - Version"
3. Build a starter design system with your agency's default typography scales, color tokens, spacing system, and component library
4. Create project template files: "Website Design Template", "App UI Template", "Brand Identity Template" - each with pre-built page structures
5. Set up a "Design Reviews" file where team members share work-in-progress for internal feedback before client presentations

Create project management system in Notion

~30 min

Build a project management system that tracks every client project from brief to delivery.

1. Create an "Agency" workspace with sections: Leads Pipeline, Active Projects, Archive, and Team Resources
2. Build a "Projects" database with properties: Client, Project Type, Status (Brief/Design/Review/Revisions/Delivered), Deadline, Designer Assigned, Budget
3. Create a client brief template: Project Goals, Target Audience, Brand Guidelines, Deliverables List, Timeline, and Reference Examples
4. Set up a task board view for each project phase: Research → Wireframes → Visual Design → Prototyping → Client Review → Final Delivery
5. Build a "Time Tracking" database linked to projects so you know which projects are profitable and which are eating your margins

Build portfolio site with Framer

~30 min

Create a portfolio website that showcases your agency's best work and converts visitors into leads.

1. Create a new Framer project - choose a minimal, design-focused template or start from scratch
2. Build the homepage: agency name and positioning statement, 3 featured case studies, a services overview, and client logos
3. Set up a CMS collection for "Case Studies" with fields: Title, Client, Industry, Hero Image, Challenge, Solution, Results, and Gallery Images
4. Create individual case study pages that tell the story: the client's challenge → your design approach → the solution → measurable results
5. Add a "Work With Us" page with your process overview, starting prices (or "starts at $X"), and a contact form

Set up Loom for async design presentations

~15 min

Create a design review workflow using Loom so clients can understand your thinking without scheduling a meeting.

1. Create a Loom workspace folder structure: one folder per client, organized by project
2. Record a design walkthrough template: start with the brief recap (30 sec), walk through the design decisions (2-3 min), highlight key interactions (1 min), and end with specific questions for the client (30 sec)
3. Use Loom's drawing tools to annotate designs while you present - circle key areas, draw attention to important details
4. Enable Loom's comment feature so clients can leave timestamped feedback directly on the video
5. Link every Loom presentation in the corresponding Notion project page and Slack channel for easy access

Configure Slack channels for client communication

~15 min

Set up Slack channels that keep client communication organized and separate from internal team discussions.

1. Create internal agency channels: #design-feedback (team critiques), #inspiration (share references), #agency-ops (business discussions), and #wins
2. For each client, create two channels: #client-name-internal (team only) and #client-name-external (shared with client via Slack Connect)
3. Pin the project brief, Figma file link, Notion project page, and latest Loom presentation in each client channel
4. Set up a Slack workflow for design review requests: designer fills out a form with Figma link, deadline, and context → posts to #design-feedback
5. Create Slack reminders for project milestones and deadlines so nothing slips through the cracks