Quick Summary

Managing multiple projects effectively requires good organization. Learn project naming conventions, categorization strategies, label usage, and progress tracking techniques.

What You'll Learn

• Project naming conventions
• Categorizing requests effectively
• Using labels and tags
• Tracking progress across projects
• Multi-client management (for agencies)
• Organization best practices

Why Organization Matters

Benefits of Good Organization

• Find Things Quickly: Locate projects and requests easily
• Better Planning: See all work at a glance
• Avoid Confusion: Clear which project each request belongs to
• Track Progress: Monitor status across all projects
• Easier Reporting: Report to clients or stakeholders
• Less Stress: Everything has its place

Challenges Without Organization

• Can't find specific requests
• Confusion about which project
• Duplicate work
• Missed deadlines
• Poor visibility into progress
• Difficulty reporting status

Project Naming Conventions

Why Naming Matters

• Quick identification
• Easy searching
• Professional appearance
• Consistent structure
• Scalable system

Naming Best Practices

Be Descriptive:

• ✅ "Acme Corp Website Redesign"
• ❌ "Project 1"

Include Client Name (for agencies):

• ✅ "[Acme] Website Redesign"
• ✅ "Acme - Website Redesign"
• ❌ "Website Redesign"

Add Project Type:

• ✅ "Acme Corp - Website Redesign"
• ✅ "Acme Corp - Landing Page"
• ✅ "Acme Corp - Maintenance"

Include Date/Phase (if applicable):

• ✅ "Acme Corp - Q1 2026 Updates"
• ✅ "Acme Corp - Phase 2 Development"
• ✅ "Acme Corp - Jan 2026 Maintenance"

Naming Convention Examples

For Single Business:

• "Homepage Redesign 2026"
• "Blog Development"
• "E-commerce Updates"
• "Mobile Optimization"
• "Q1 Marketing Pages"

For Agencies (Multiple Clients):

• "[Acme] Website Redesign"
• "[TechCo] Landing Pages"
• "[RetailX] Shopify Store"
• "[StartupY] MVP Development"

For Ongoing Work:

• "Acme - Monthly Maintenance"
• "TechCo - Ongoing Updates"
• "RetailX - Support Requests"

For Specific Campaigns:

• "Product Launch - Feb 2026"
• "Summer Sale Campaign"
• "Black Friday Updates"
• "Rebranding Project"

Naming Convention Template

Format: [Client/Brand] - [Project Type] - [Phase/Date]

Examples:
"Acme Corp - Website Redesign - Phase 1"
"TechCo - Landing Pages - Q1 2026"
"RetailX - Shopify Store - Launch"

Categorizing Requests

Why Categorize

• Group related work
• Filter and search easily
• Track by category
• Report by type
• Identify patterns

Category Systems

By Work Type:

• Design
• Development
• Bug Fixes
• Content Updates
• Maintenance
• Optimization

By Priority:

• Urgent
• High Priority
• Normal
• Low Priority
• Nice to Have

By Status:

• Not Started
• In Progress
• In Review
• Revisions Needed
• Completed
• On Hold

By Platform:

• WordPress
• Webflow
• Shopify
• Custom Development
• Design Only

By Client (for agencies):

• Client A
• Client B
• Client C
• Internal

Using Multiple Categories

Combine category systems for better organization:

Request: Fix mobile menu bug

Categories:
- Type: Bug Fix
- Priority: High
- Platform: WordPress
- Client: Acme Corp

Using Labels and Tags

Labels vs Categories

Categories:

• Broad groupings
• Usually one per request
• Structural organization

Labels/Tags:

• Flexible descriptors
• Multiple per request
• Cross-cutting themes

Effective Label Systems

By Feature:

• #homepage
• #navigation
• #forms
• #checkout
• #blog

By Technology:

• #elementor
• #woocommerce
• #webflow-cms
• #shopify-liquid
• #custom-code

By Campaign:

• #product-launch
• #rebrand-2026
• #summer-sale
• #mobile-first

By Complexity:

• #quick-win
• #complex
• #research-needed
• #multi-phase

By Stakeholder:

• #ceo-requested
• #marketing-team
• #customer-feedback
• #internal

Label Best Practices

Keep It Simple:

• Don't over-label
• 3-5 labels per request max
• Use consistently

Use Consistent Format:

• All lowercase: #homepage
• Or Title Case: #Homepage
• Pick one and stick to it

Create Label Guide:

• Document your label system
• Define what each label means
• Share with team
• Update as needed

Tracking Progress Across Projects

Dashboard Views

All Projects View:

• See all projects at once
• Status of each project
• Active requests per project
• Recent activity

Single Project View:

• All requests for one project
• Project timeline
• Completed vs pending
• Project notes and files

Request List View:

• All requests across projects
• Filter by status, priority, etc.
• Sort by date, priority, etc.
• Quick status overview

Status Tracking Methods

Kanban Board:

• Columns: To Do, In Progress, Review, Done
• Move requests between columns
• Visual progress tracking
• Easy to see bottlenecks

List View with Filters:

• Filter by status
• Filter by project
• Filter by priority
• Sort by various criteria

Calendar View:

• See requests by due date
• Plan upcoming work
• Identify conflicts
• Timeline visualization

Progress Metrics

Track These Metrics:

• Requests submitted
• Requests completed
• Requests in progress
• Average turnaround time
• Completion rate

Per Project:

• Total requests
• Completed requests
• Pending requests
• Project timeline
• Budget/time spent

Multi-Client Management (For Agencies)

Organizing Multiple Clients

Separate Projects Per Client:

• Create project for each client
• All client requests in their project
• Easy to track per-client work
• Simple reporting

Naming Convention:

• "[ClientName] - Project Type"
• "[ClientName] - Ongoing Work"
• "[ClientName] - Campaign Name"

Example Structure:

• [Acme Corp] - Website Redesign
• [Acme Corp] - Monthly Maintenance
• [TechCo] - Landing Pages
• [TechCo] - Blog Development
• [RetailX] - Shopify Store

Client Priority Management

Balancing Multiple Clients:

• Rotate between clients
• Use priority levels
• Communicate timelines
• Set expectations

Pro Plan Strategy:

• Slot 1: Client A work
• Slot 2: Client B work
• Rotate as requests complete
• Fair distribution

Client Reporting

Weekly Status Reports:

• Requests completed this week
• Requests in progress
• Upcoming requests
• Any blockers or issues

Monthly Summaries:

• Total requests completed
• Major milestones achieved
• Value delivered
• Next month's plan

Organization Best Practices

Daily Habits

Morning Review:

• Check active requests
• Review any updates
• Respond to questions
• Plan day's priorities

End of Day:

• Review completed work
• Provide feedback
• Submit next requests
• Update project status

Weekly Habits

Monday Planning:

• Review all projects
• Set week's priorities
• Prepare upcoming requests
• Communicate with team

Friday Review:

• Review week's progress
• Approve completed work
• Plan next week
• Update stakeholders

Monthly Habits

Month Start:

• Review all projects
• Set month's goals
• Plan request queue
• Gather needed assets

Month End:

• Review month's progress
• Calculate metrics
• Report to stakeholders
• Plan next month

Tools and Techniques

Spreadsheet Tracking

Create a simple spreadsheet:

Project Management Tools

External Tools (Optional):

• Trello - Kanban boards
• Asana - Task management
• Notion - All-in-one workspace
• Airtable - Database + spreadsheet
• Monday.com - Visual project management

Use For:

• Internal planning
• Client communication
• Asset organization
• Timeline tracking

File Organization

Folder Structure:

Thrivepix Projects/
├── Acme Corp/
│ ├── Brand Assets/
│ ├── Website Redesign/
│ └── Monthly Maintenance/
├── TechCo/
│ ├── Brand Assets/
│ └── Landing Pages/
└── RetailX/
├── Brand Assets/
└── Shopify Store/

File Naming:

• "acme-logo-primary.svg"
• "acme-homepage-mockup-v2.png"
• "techco-hero-image.jpg"
• "retailx-product-data.csv"

Scaling Your Organization

As You Grow

Start Simple:

• Basic project names
• Simple categories
• Few labels

Add Complexity As Needed:

• More detailed naming
• Additional categories
• Expanded label system
• Custom workflows

Don't Over-Organize:

• Keep it practical
• Only add what you'll use
• Simplicity is better

Team Collaboration

If Multiple Team Members:

• Document your system
• Train team on conventions
• Use consistently
• Review and refine

Assign Ownership:

• Who manages each project
• Who submits requests
• Who reviews work
• Who communicates with Thrivepix

Common Questions

Q: How many projects should I create?
A: Create projects that make sense for your work. Could be one per client, one per website, or one per campaign.

Q: Can I reorganize projects later?
A: Yes, you can rename projects, move requests, and restructure anytime.

Q: Should I create a new project for each campaign?
A: Depends on your needs. If campaigns are distinct and you want separate tracking, yes. If they're part of ongoing work, keep in one project.

Q: How do I track time spent per project?
A: Track requests completed per project. Each request averages 24-72 hours of work.

Q: Can I archive old projects?
A: Yes, archive completed projects to keep your dashboard clean.

Q: What's the best way to organize for multiple clients?
A: Create separate projects for each client with clear naming: "[ClientName] - Project Type"

Q: Should I use labels or categories?
A: Use both! Categories for broad grouping, labels for flexible tagging.

Q: How often should I review my organization system?
A: Monthly review to ensure it's still working. Adjust as needed.

Need More Help?

Contact support@thrivepix.com or message your project manager