Top 5 Challenges New Web Designers Face & How to Overcome Them
If you’ve been navigating the wild world of website design, you know it’s full of excitement, creativity, and—let’s be real—its fair share of challenges 😅
From trying to read between the lines of vague client feedback to juggling multiple projects at once, the life of a web designer can sometimes feel like you're putting out one fire after another. And with an ever-evolving industry that moves at lightning speed, keeping up with trends can feel like a full-time job in itself!
But before you throw in the towel, let’s pause for a moment. Every challenge you face as a web designer is actually an opportunity to level up, build confidence, and find your unique voice in the industry.
Whether you’re struggling to manage client expectations, juggle multiple clients, or even tackle the business side of things, we’ve been there too—and we’re here to help you overcome them. We’ve taken the time to address five of the top challenges that web designers face (including ourselves, trust us, we’ve learned a lot!), and we’re going to show you how we turned those very challenges into some of our biggest strengths.
By the time you walk away from this post, you’ll feel confident handling the most common web designer challenges: navigating tricky client expectations, managing multiple clients like a pro, mastering the business side of web design, building a solid client base, and, most importantly, gaining confidence in your designs and the value you bring to the table!
Before we get into the weeds of this post, we just wanted to remind you to catch the last few FREE sessions of the Profitable + Productive Web Designer Bootcamp! Website design expert, Paige Brunton will continue sharing years of advice, answering your questions, and has a special offer for those who attend the Bootcamp LIVE. Head over to the last few FREE sessions!!
Okay now let's get on with the post 👇
Challenge #1 Navigating Client Expectations
One of the most fun and rewarding parts of being a web designer is you get to help clients turn their vision into reality. You’re the one who gets to take a client’s ideas and transform them into something tangible, a website that reflects their authentic personality and brand.
But as amazing as that sounds, the process from initial vision to final product isn’t always a smooth ride. Often, the in-between stage becomes a balancing act of creativity and communication.
Sometimes, clients come in with very specific ideas—lots of comments, opinions, and details about how things should look. Other times, they have no clue how to communicate their vision, leaving you to play a frustrating guessing game.
But don’t worry! We’ve put together 4 practical tips you can start using today to make this process smoother, so your client walks away thrilled with the outcome—and you can enjoy a stress-free journey to get there.
Tip #1 Visual Collaboration with Mood Boards and Style Tiles
Let’s be real—clients don’t always know how to communicate their design vision clearly. This is where mood boards and mockups can be so helpful!
These are visual tools that give both you and the client a solid starting point. Think of them like the blueprint before the actual construction begins. This process ensures you're on the same page from the start.
How to use mood boards with clients:
Step 1: Use tools like Pinterest and Canva to gather inspiration. Create boards that reflect your ideas for the project, with a mix of colors, fonts, images, textures, and even competitor examples that align with their brand.
Step 2: Ask your client to do the same. Yep, get them involved! Encourage them to pin or save images that resonate with them, even if they don’t fully know why. This will help you get a sense of their taste and expectations.
Step 3: Share your mood board with the client and schedule a call or video meeting to walk them through each design choice. Explain why certain elements work for their business (e.g., "These colors convey trust and reliability," or "This minimalist style will make your products stand out").
What you need: Pinterest or Canva (free versions work great!), a basic sense of design elements like colors and fonts, and solid communication skills to explain your choices.
Pro Tip: It’s okay if your client’s mood board is all over the place! Use it as a conversation starter to narrow down the vibe they’re after.
👉 How to create the perfect mood board for your small business
Tip #2 Create a “What-If” Mockup
Clients usually don't disagree with your design just to be difficult—it’s often because they don’t fully understand why you made certain choices. By showing them multiple options, you can help them feel heard while subtly showcasing your expertise.
Let’s face it, sometimes clients need to see their (not-so-great) idea in action to realize why it won’t work. Instead of saying "no" outright, present a “what-if” mockup to let them compare their concept against your professional alternative, side by side.
How to create a mockup:
Step 1: Start by quickly building a version of their idea—nothing elaborate, just enough to show potential issues. For example, if they want a text-heavy homepage, make a simple mockup that shows how overwhelming it might be for users.
Then, create 1-2 additional mockups: one that reflects your expert take on the design, and another that serves as a compromise between their idea and your vision. We recommend sticking to 2-3 options to avoid overwhelming the client. Too many choices can lead to decision paralysis, so keep it concise!
Step 2: Don’t just email the mockups—add a video walk-through (we love Loom for this!) to walk them through the designs in real-time. This is your chance to explain the thinking behind each option and immediately address any concerns.
Step 3: As you walk the client through the mockups, explain the reasoning behind each design. For example, "This version aligns with the user experience we want, ensuring the site is easy to navigate," or "This color scheme draws attention but stays true to your brand."
Highlight the pros and cons of each version, and use clear, positive phrasing like, "Your version achieves X, but it might lead to Y. Here’s an alternative that solves the same problem while being more user-friendly."
What you need: Basic design software like Figma, Adobe XD, or even Squarespace (use our Squarespace discount code BIGCATCREATIVE10 for 10% off your first year!). The key here is time management, so aim to create these mockups quickly without diving too deep into details.
Pro Tip: This method works wonders when a client has unrealistic or overly complex ideas. Seeing their concept in front of them helps them realize potential flaws, and it ensures you avoid heading down the wrong design path. Plus, it helps get everyone on the same page from the start!
Want to learn how to create live demos of your website templates so that your customers can view them (without having to pay for a plan!)? Then check out 👉 our FREE squarespace templates training where we show you all the free steps!
Tip #3 Set Boundaries with a Scope Agreement
Let's face it, clients sometimes have high expectations that can lead to scope creep—where the project expands beyond the initial plan. A scope agreement acts as a blueprint, outlining exactly what’s included in your design services and keeping the project on track.
How to create a scope agreement:
Create a Detailed Project Proposal: Start with a clear project proposal or contract that outlines all the specifics. Include the number of revisions allowed, the deliverables (e.g., homepage, about page, contact form), and the timeline for each stage. The more detailed you are, the less room there is for confusion later.
Handle Additional Requests Professionally: When clients ask for extra work beyond what was agreed upon, refer to the scope agreement. You can say, “I’d love to assist with that! Since it’s outside our original plan, we’ll need to adjust the timeline and cost.” This approach helps manage expectations without straining the project.
Define Revision Rounds: Clearly state how many rounds of revisions are included and the timeline for completing them. For example, specify, “You’ll have three rounds of revisions, with each round taking up to one week.” Make it clear that any additional changes will incur extra fees. This keeps the project streamlined and prevents endless revisions.
What You Need: A solid contract template (available from many affordable online resources, but we love to use YourLegalBFF and The Contract Shop) and a clear understanding of your time and service limits.
Pro Tip: Set these boundaries upfront in a friendly, professional manner. Clients usually appreciate knowing the structure and limits from the start rather than facing unexpected surprises later on.
Challenge #2 Juggling Multiple Projects and Clients
Having multiple clients and projects you're managing simultaneously is a great problem to have–it means you have work and demand. However, there can be a lot to sort out: how to manage your time, how to provide high-quality service for each client, having to meet deadlines for multiple clients, and how to access information for each client quickly and effectively.
Every client comes with their own needs, projects, timelines, and communication preferences. So the more organized you can be on your end, and the more familiar you are with how your customer operates, the better the process will be for you and your client.
Tip #1 Start Simple with a Task List
When you're juggling multiple clients, creating a task list for each one can be a lifesaver. When you’re starting out you don’t need to invest in fancy software. Google Docs, Google Sheets, or your favorite notepad will work great!
What matters most is getting everything written down and itemized into a to-do list. This makes managing your workload so much easier, plus when you bring on a new client, simply duplicate that list and tweak it as needed.
How to Do It:
Create a Master List: Open a notebook or Google Docs/Sheets. List all your projects and break each one down into smaller tasks. For example, if you’re redesigning Client A’s website, include tasks like “draft homepage layout,” “design contact page,” and “review with client.”
Prioritize Tasks: Each day, pick a few key tasks to focus on. Maybe Client A needs designs before their vacation, so that takes priority. If you’re waiting on paperwork from Client B, make following up with them your top task for the day.
Review Regularly: At the end of each week, review your list and adjust priorities. This keeps you on track and ready to tackle the next week’s goals.
Tip #2 Understand Your Client’s Communication Preferences
Every client has their own set of preferences, organization and communication styles, and schedules. The sooner you understand who you're working with and how they prefer to operate, the more successful you’ll be in meeting their needs.
While being a good web designer depends on skill level, client experience is crucial too. If a client feels misunderstood or neglected, it will make the process much more challenging. However, if they feel you’re attentive and understand their needs, the experience will be much smoother.
How to communicate with your client:
Establish Communication Guidelines Early: At the beginning of the project, discuss how you and your client prefer to communicate. Offer a few streamlined options, like regular Slack updates or weekly email summaries, and agree on the best approach together. This sets a clear foundation and avoids confusion later on.
Set Up a Communication Platform: Choose a tool that works for both of you—whether it’s Slack, email, or another platform—and keep all project-related conversations organized in one place. This helps both parties stay focused and ensures nothing falls through the cracks.
Define Response Times: Be upfront about how quickly clients can expect replies, whether it’s within a few hours or the next business day. Clear expectations prevent unnecessary stress and ensure smoother collaboration.
Agree on Check-In Calls: Decide together how many calls you'll have during the project, when they’ll take place, and what will be covered. This keeps communication structured and ensures there are no surprises along the way.
Protect Your Time: By setting clear guidelines and sticking to them, you’ll prevent last-minute requests and overtime work, allowing you to maintain a healthy balance while keeping the client satisfied.
By adapting to these preferences, you’ll enhance the client experience and streamline your process.
Tip #3 Establish a Routine and Track Your Projects
A solid routine and a simple tracking system are key to staying organized and meeting deadlines. By working during your peak productivity times and keeping your client’s communication preferences in mind, you’ll streamline your workflow and reduce last-minute stress. The more organized you are, the smoother everything will run!
How to manage your time:
Set Specific Work Hours: Decide on your working hours and stick to them. Communicate these hours to your clients—something like, “I’m available Monday to Friday from 8 AM to 7 PM” keeps everyone on the same page.
Time Block Your Day: Allocate specific times for different projects. For instance, mornings for Client A and afternoons for Client B. This approach helps you stay focused and productive. You can also use “batching” to streamline tasks, such as dedicating an hour to emails, half a day to designing or focusing on revisions.
Create a Tracking Sheet: Use Google Sheets or a project management software like ClickUp or Asana to track project status, deadlines, and next steps. Update it regularly to stay on top of your tasks.
Take Breaks: Schedule regular breaks to recharge and maintain your creativity. A short walk or coffee break can make a big difference.
Share Progress: Keep clients updated with progress reports as needed. Transparency builds trust and keeps everyone aligned.
Tip #4 Utilize Effective Project Management Tools
Project management and tracking tools can be game-changers for streamlining your workflow and keeping everything organized.
Our favorite project management tools:
Asana: Think of Asana as your digital planner. It’s perfect for keeping everything organized with color-coding and recurring tasks. Plus, it’s free and super user-friendly. [Insert affiliate link here]
ClickUp: Ideal for managing complex projects as your workload grows. It’s packed with features to keep you on track and ensure nothing falls through the cracks. [Insert affiliate link here]
Toggl: Perfect for time tracking, especially if you work at an hourly rate. Toggl helps you see where your time goes and lets you optimize your workflow. [Insert affiliate link here]
Calendly: Simplifies scheduling by letting clients book meetings based on your availability. It syncs with your calendar and eliminates the need for endless email back and forth. [Insert affiliate link here]
We started with Asana—it’s fantastic and free! Now that our team and marketing efforts have grown, we’re loving ClickUp. Both have been excellent choices to keep everything running smoothly.
Challenge #3 Navigating the Business Side of Web Design
Let's be honest: as a web designer, you probably prefer diving into creative projects rather than dealing with backend logistics like emails, contracts, or invoicing. These tasks can feel like a hassle and eat up your precious time, but there's hope! Here are some takeaways we’ve personally implemented to help make the business side of web design more manageable:
Tip #1 Leverage Ready-Made Contracts
When it comes to covering all of the legal bases in your business, it's important to be extra diligent. However, legal fees can stack up quickly, which is why we love using customizable contract templates from sites like YourLegalBFF and The Contract Shop.
Whenever we need a new type of contract, we just head to one of these sites and find the exact contract template we need. It makes it easy and it ensures all of our legal bases are covered.
Tip #2 Automate Your Invoicing
There are lots of financial software platforms out there to help simplify your invoicing. These tools can send invoicing, automate reminders, track payments, and provide financial insights.
Platforms for invoicing and automation needs:
Paypal
Wise
Xero
Quickbooks
Square
Tip #3 Budget for Profit and Taxes
Here’s a crucial lesson we learned early on: if you’re freelancing and working for yourself, saving a percentage of each invoice is vital. The exact percentage depends on your income and local tax brackets, so do some research and estimate your yearly income to choose an amount that covers you for tax season.
Create three separate accounts: one for business income, one for setting aside your tax percentage (and don’t touch this one!), and one for your personal paycheck (a.k.a. your fun-money). This separation helps avoid accidental overspending and keeps you prepared for tax season.
Tip #4 Boost Your Productivity by Automating Your Biz:
Automating our workflow was a game-changer. As our business grew, we needed more efficient systems to keep up with the increasing workload, so we set out to streamline our processes.
how to streamline your processes:
Streamline with a Project Management System: The project management tools we mentioned earlier offer fantastic automation features. They can set up tasks to appear on the right dates, create detailed daily to-do lists, and plan client projects with templates you can easily duplicate for new clients.
Leverage Automation Tools: There are a lot of tools that can help automate your posting (for emails, socials, etc) and save you tons of time. We love to use tools like Tailwind for Pinterest, Kartra for our email newsletter scheduling (which if you use our link you get a free trial period). The project management tools we mentioned earlier also offer automation features.
Automate Repetitive Tasks: Identify tasks you do repeatedly and find ways to automate them. If you’re sending the same emails often, set up canned responses. If you post on social media daily, schedule everything a month in advance.
Challenge #4 Building Your Client Base
As a new web designer, building a client base is crucial to establishing your business. From the beginning stages of finding clients (or having them find you), to connecting with them (and converting them from a lead to a client) to executing their projects, it all matters.
While finding clients can be one of the biggest roadblocks when it comes to being a web designer, there are a lot of simple and creative ideas you can put in place that will make a difference. Here are some of our top tips on building your client base!
👉 How to get more website design clients - with industry expert Paige Brunton
Tip #1 Develop a Compelling Portfolio
Your portfolio is SO important for showcasing your skills and attracting potential clients!
How to develop a portfolio:
Highlight Your Best Work: Curate a selection of your top projects to showcase your design abilities and preferred style. Focus on quality and relevance to the type of clients you want to attract.
Create Mock Projects: If you’re just starting out, design a few mock projects to demonstrate what you're capable of. For example, create a full website design for a fictional company or redesign a popular brand.
Update Regularly: Keep your portfolio fresh by adding new projects and removing outdated ones. Regular updates show that you’re active and evolving.
👉 How to build a design portfolio when you haven’t had any clients
Tip #2 Collect and Showcase Testimonials
Testimonials build credibility and trust with potential clients. After completing a project, ask clients to write you a testimonial that highlights what it was like working with you. You can then prominently display the testimonials on your homepage and service pages (using client photos or video testimonials can make them even more engaging!).
Pro Tip: Ask a client for a testimonial as you are closing out a project while it’s fresh on their mind and you have their attention!
Tip #3 Define and Refine Your Target Audience
When you’re trying to build your client base, it can feel counterproductive to target a specific niche… I mean isn’t that limiting my potential clients?! While we know it seems that way, choosing a specific niche and target audience can actually hugely benefit you. From simplifying your marketing strategy to helping establish you as the go-to designer for that specific industry.
How to use your target audience strategically:
Identify Your Ideal Client Profile: Determine who would benefit most from your services based on factors such as industry, business size, and design needs.
Adjust Based on Experience: As you gain more projects, refine your target audience based on the types of clients you enjoy working with and the projects you find most fulfilling.
Refine your Marketing strategy: As you define your target audience, this will make it easier to market to them (you’ll learn what attracts that audience, what are their pain points, etc). Use your knowledge of your target audience to shape the content and messaging you put out.
Tip #4 Create Valuable Content
Producing valuable content consistently is a great way to attract potential clients and demonstrate your expertise. People want to work with those who are experts at what they do. Therefore, releasing valuable industry insights will help them see you know what you’re doing and you’re really good at what you do.
how to create valuable content:
Start a Blog: Write all about web design trends, tips, and case studies that address common challenges or offer valuable insights to your target audience.
Develop Free Resources: Create downloadable resources, such as design checklists, templates, or guides. Offer these freebies in exchange for visitors’ email addresses to build your mailing list!
Create an Engaging Email Newsletter Series: Growing your client email list is a crucial part of any solid marketing strategy—it’s a free and direct way to stay connected with your target audience. To make the most of it, craft email newsletters that are not only helpful but also fun and engaging. Try launching a signature series, like "Wednesday Web Design Tips" or "Squarespace Saturdays," where you share fresh Squarespace tips or updates each week. Over time, your clients will start looking forward to these valuable insights, keeping your brand top of mind.
👉 7 blog post ideas for designers that will attract more clients
👉 How to create freebies that actually grow your email list
Tip #5 Build and Utilize a Referral Network
Referrals can be a powerful source of new business. If a potential client has a chance to work with a designer they know nothing about, or to work with a designer their friend used and loved, they’re often going to pick the designer who’s been vetted by their friend. Therefore, make sure you capitalize on past clients by developing ways to stay in touch.
How to utilize your network:
Ask for Referrals: After a successful project, ask clients if they know anyone who might need your services. Provide them with a few ways to refer you, such as a referral link or email template.
Offer Incentives: Encourage referrals by offering a discount on future services or a small gift as a thank-you for each successful referral. Small client touch points can go a long way, from writing a handwritten note to sending a small thank-you gift.
Set Up Ways to Stay Connected with Past Clients: It’s important to stay on your clients’ radar, so finding creative, informal ways to touch base is key. Consider adding them to a holiday list and sending a card or small gift each year—it’s a thoughtful gesture that helps keep the connection alive. You could also check in via email, schedule a catch-up meeting every six months, or invite them to events that align with their interests. These touch points keep your work fresh in their minds, and you never know—they might have a referral or need a refresh themselves!
If any of this has resonated so far, we highly recommend you check out Paige Brunton's FREE bootcamp for web designers particularly Day 3 (Wed, Oct 23rd) where she'll be covering what to do if your business is a mess and the business is running you instead of the other way around.
She'll also discuss what reallyyy happens when you take on just 1 client at a time and what new designers can learn from the experienced ones, giving your clients deadlines & setting expectations. Sign up now!
Challenge #5 Gaining Confidence in Your Designs and Value
Starting as a web designer can feel like stepping into a world full of uncertainties. You might question whether your designs are good enough or if your pricing is justified. It's completely normal to feel this way, especially when you're just beginning your journey. Building confidence is a process, and it involves both acknowledging your strengths and embracing areas for growth.
The key to building confidence isn’t about pretending to have it all figured out—it's about genuinely developing it through preparation, experience, and self-belief. Here’s how you can build that confidence and show clients the value you bring:
Tip #1 Seek Feedback and Mentorship
Don’t shy away from constructive criticism. Seek out peers, mentors, or online design groups who can provide valuable feedback. Don’t be afraid to test different design elements, techniques, and approaches. The more you experiment, the better you’ll understand what works best and what you enjoy!
Tip #2 Prepare for Consultations
Preparation is your secret weapon. Before a client meeting, gather as much information as you can about their business, pain points, and needs. Bring notes to keep track of important points and take notes during the meeting to capture all the details.
This level of preparation not only helps you feel more confident but also demonstrates professionalism to your clients. The more prepared you are, the more assured you’ll feel during the consultation.
👉 How to ace consultations and land clients
Tip #3 Embrace Challenges and Keep Learning
Saying “yes” to new challenges, even when they make you nervous, is a powerful way to grow. Every challenge is an opportunity to learn something new and expand your skill set. Continuous learning and staying updated with industry trends will show clients that you’re dedicated and keep your skills sharp.
Remember building confidence takes time and it isn’t about being perfect from the start; it’s about believing in your ability to learn, adapt, and deliver. So, embrace the journey, prepare thoroughly, and keep going! You’ve got this!
Web design, like anything new, comes with its challenges—even for those of us with years of experience and lessons learned along the way. But every challenge is an opportunity to grow and innovate.
Embrace these hurdles as chances to push boundaries and spark creativity. And who knows, managing multiple clients might lead you to develop a game-changing client-nurturing process, or seeking feedback from other experts could inspire you to start a supportive design community. Even a difficult client could push you to create a design that surprises everyone!
There’s still time to join the two last days of Paige's FREE Profitable + Productive Web Designer Bootcamp! It will teach you all the things you need to know to start off your web designer journey on the very best foot.
✨ Day 2 is all about getting your business organized! Learn how to hit deadlines, fit in more projects, and the one file that’ll save you 10 hours per project. Plus, get all your questions answered in the live Q&A!
🔥 Day 3 is all about landing clients! Avoid common mistakes, learn the power of niching down, and stick around for a special live offer.
PLUS Paige will also be giving away the Ultimate Web Designer Starter Kit to one lucky attendee, including a 1-year subscription to the Contract Builder, the Foundry™ from Creative Law Shop (worth $997), which includes 1-year access to the Foundry™ Contract Builder, AskLex (an AI-powered legal assistant), and one attorney-drafted contract of your choice, such as the web designer agreement. You’ll also get a 1-year subscription to Honeybook or Dubsado (worth $400) and 1 year of Canva Pro (worth $120). Total value: $1,517! Sign up to enter the giveaway below! 👇
Want more web designer tips? Check out these posts:
Boost your Web Designer Income Without Working More: Two Key Strategies How to price custom website design and website templates
How to onboard a new client (my complete automated process)
How to get your very first clients in your online design biz
How we sold over 5000 Squarespace Templates: Our best Template selling tips
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