---
title: Team Design Workload Allocation Protocol
description: "Last updated: September 29, 2025 To ensure consistent, equitable, and deadline-compliant distribution of design-related tasks across the team, using HubSpot for task management and Ziflow for proofing"
---

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# Team Design Workload Allocation Protocol

---

**Last updated: September 29, 2025**

---

### **1\. Objective**

To ensure consistent, equitable, and deadline-compliant distribution of design-related tasks across the team, using HubSpot for task management and Ziflow for proofing workflows. This protocol also outlines the task intake process, individual designer capabilities, and escalation procedures.

---

### **2. Platforms in Use**

- ***HubSpot*** – Primary tool for task assignment, prioritization, and deadline tracking
- ***Ziflow*** – For proofing workflows, version control, and client/internal revisions
- ***Slack*** – Channels used for internal communication, escalation, and clarification

---

### **3. Core Principles**

- ***Deadline‑Driven:*** Priority is determined by client delivery timelines
- ***Skill Matching:*** Assignments align with each designer’s strengths and task types
- ***Load Balancing:*** Tasks are distributed evenly to maintain productivity and avoid burnout
- ***Cross‑Team Support:*** Designers support peers once their own queues are complete

---

### **4. Workload Allocation Process**

#### **4.1 Daily Task Intake**

Reviewed by:**Design Coordinator**

***HubSpot Task Review:***

- Review all open tasks and sort by due date
- Prioritize rush or high priority flagged items from **Account Managers**
- Identify and categorize tasks by type: *New Designs, Exporting, Grading, QC*
- Confirm tasks are evenly distributed and aligned with capability matrix

***Ziflow Workflow Review:***

- Check **Team Design** tab to ensure proofs align with corresponding HubSpot tasks

  (Note: Ziflow revisions do not require separate HubSpot tasks; these are managed via Slack threads)

- Review **Pending Approvals** tab for any dependencies (e.g., Team Stores, Vector Logos) that may block progress

• Navigate **My Pending Proofs** tab to check for any tasks needing workflow advancement (e.g., from 3.1 to 3.2 or 3.3, etc.)

---

#### **4.2 Designer Capability Matrix**

| **Designer** | **Primary Capabilities** | **Secondary Support** |
| --- | --- | --- |
| Elena | - Uniform Designs \- Signature Pro Hat \- Signature Duffle Bag \- Signature Event Branding \- Grading \- QC | - Team Stores \- Vectorized Logos \- Exporting |
| Ryan | - Uniform Designs \- Custom Apparel Collections \- Signature Pro Hat \- Signature Duffle Bag \- Grading \- QC \- Signature Media | - Team Stores \- Vectorized Logos \- Exporting \- Production Export (Smack) |
| Stefan | - Vectorized Logos \- Team Stores \- Uniform Designs \- Apparel Collections \- Exporting | - Signature Pro Hat \- Signature Duffle Bag \- Signature Event Branding |
| Emman | - Vectorized Logos \- Team Stores \- Exporting | - Uniform Designs \- Signature Pro Hat \- Signature Duffle Bag \- Signature Event Branding |
| Dan | - Vectorized Logos \- Team Stores \- Uniform Designs | - Exporting \- Signature Pro Hat \- Signature Duffle Bag \- Signature Event Branding |
| Arash | - Vectorized Logos \- Uniform Designs \- Signature Duffle Bag \- Signature Event Branding \- Signature Pro Hat | - Production Export (Smack) |
| Brandon | - Uniform Designs (Smack) | - Production Export (Smack) |
| Klara | - Revisions | - Uniform Designs |
| Luka | - Brand Guidelines | - Revisions \- Grading -QC |

**Primary Capabilities:** Tasks a designer handles independently and efficiently

**Secondary Support:** Tasks a designer can assist with when their primary queue is clear or if support is needed

---

#### **4.3 Design Task Assignment Priorities**

*****0. Vectorized Logos*****

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Emman** **Stefan** **Arash** **Dan** | **Ryan** **Elena** |

***1\. Brand Guidelines***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Luka** | **N/A** |

***2\. Team Store***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Emman** **Stefan** | **Ryan** **Arash** **Elena** **Dan** |

***3\. Uniform Package***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Elena** **Stefan** **Arash** **Dan** | **Ryan** **Emman** **Klara** |

***4.0. Apparel Collections***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Stefan** | **N/A** |

***4.1. Custom Apparel Collections***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Ryan** | **Elena** |

***5. Signature Pro Hat***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Elena Ryan Arash** | **Stefan Emman Dan** |

***6\. Signature Duffel Bag***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Elena Ryan Arash** | **StefanEmman** **Dan** |

***9\. Signature Event Branding***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Elena Ryan Arash** | **StefanEmman** **Dan** |

***Exporting 3Ds***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Emman Stefan** | **Dan** |

***Grading***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Elena Ryan** | **Luka** |

***QC***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Elena Ryan** | **Luka** |

***Signature Media***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Ryan** | **N/A** |

***3.4.1 SMACK Uniforms***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Brandon** | **Arash** |

***3.4.2 SMACK Exporting***

| ***Primary Designers*** | ***Secondary Designers*** |
| --- | --- |
| **Ryan** | **Arash Elena** |

---

#### **4.4 Task Distribution Logic**

| **Priority** | **Criteria** | **Assignment Rule** |
| --- | --- | --- |
| 1. Rush/Urgent | Tasks due within 24 hours or tagged “Rush” | Assign to designer with matching skillset and/or lowest load |
| 2. Nearing Due | Tasks due within 1–2 business days | Prioritize by deadline proximity and open capacity |
| 3. Revisions | Proofs marked “Needs Changes” in Ziflow | Tag designer on Slack using format: **@Designer V.# Revision (e.g., @Elena Dumitru V.1 Revision)** |
| 4. Queue Support | After a designer has completed their own revisions/tasks | Assist peers with revision queues and overdue tasks as needed |

---

### **5\. Daily Capacity Guidelines (Per Designer)**

| **Task Type** | **Max Tasks per Day** |
| --- | --- |
| New Designs | 1–3 |
| Order Updates/Revisions | 2–4 |
| Exporting | 2–5 |
| Grading | 2–5 |
| QC | 3–5 |

Note: Actual capacity depends on task complexity. ***Designers should ideally not exceed 9 total tasks per day.*** Weekly adjustments to caps are encouraged based on volume and performance.

---

### **6\. Escalation Process**

- **Designers** should notify the **Design Coordinator** immediately if a deadline cannot be met
- Utilize **Luka Bašić** and **Klara Barisic** for additional revision support
- Explore options for overflow or reassignment with **Designers**

If needed, alert the **Account Manager** to adjust timelines or set client expectations.

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