Team Design Workload Allocation Protocol

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Last updated: September 29, 2025

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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.

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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

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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

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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.)

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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

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4.3 Design Task Assignment Priorities

0. Vectorized Logos

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

 

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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.

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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.