Workflow for design teams with a task app: step-by-step guide

Small teams of graphic or UX/UI designers often juggle multiple clients at once, each with their own deadlines, deliverables, and meetings. Coordination becomes challenging when tasks are scattered across chats, emails, or generic apps: it’s easy to lose focus, forget details, or mix up priorities. Foco is designed to solve this by allowing you to manage multiple jobs (clients, internal projects, or even personal tasks) in one place, without overlapping them.

1. Create a container for each client or project

When you open Foco, the first step is to create a container for each client or project. For example: 'Client A - Website Redesign', 'Client B - Social Media Campaign', or 'Internal Project - Branding'. Each container has a unique name and color (blue for Client A, green for the internal project, etc.). This way, when you see tasks on the dashboard, you’ll instantly recognize which job they belong to.

2. Add tasks with real context

• Clear title: 'Review mobile wireframes' or 'Deliver logo in vectors'.
• Due date: the actual deadline (e.g., '10/25'), which will appear in the calendar and the 'Today' view.
• Duration: estimated minutes (e.g., 120) to plan your day.
• Priority: 'Urgent' for tasks that block others, 'Important' for key but flexible tasks.
• Tags: add terms like '#feedback', '#delivery', or '#meeting' to filter later.
• Notes: attach references (inspiration photos, meeting audios, or transcriptions from Listen Mode).

If you dictate a task using voice capture (e.g., 'Meeting with Client A on Thursday at 10 to review the color palette, urgent'), Foco automatically detects the date, time, priority, and recurrence, and creates the task already filled out with the audio attached.

3. Use Panorama mode to see everything (and Foco mode to focus)

In Panorama mode, Foco shows tasks from ALL jobs at once, each with the color of its container. This is useful for planning the week or spotting overlaps. When you need to focus on a single client, enter their container (Foco mode): the dashboard will filter and show only their tasks, hiding the rest.

4. Coordinate with the team without losing information

• Invite teammates or clients to a project’s container via email. Only accepted members can view and edit tasks.
• Assign tasks to others (e.g., 'Juan - Create Figma prototype') and use the Kanban view to see who’s working on what.
• Share a specific task via a public link (e.g., to send a deliverable for review) without granting access to the rest of Foco.

5. Capture meetings and feedback without losing details

During a call with a client, activate Listen Mode: Foco records, transcribes, and saves the audio with timestamps. Later, attach the transcription as a note to the corresponding task (e.g., 'Client A Feedback - Logo'). This way, the team will always have the real context of what was agreed upon, without relying on manual summaries.

6. Comparison: Foco vs. alternatives for design teams

Many teams use note-taking apps (like Notion or Google Keep) or spreadsheets to organize tasks. The issue is that these tools aren’t designed to manage multiple jobs at once:

• In a note-taking app, tasks from different clients get mixed in the same list, without colors or project filters. Foco separates each job into its container and lets you view them together or individually.
• In a spreadsheet, there are no reminders, priorities, or integrated due dates. Foco groups pending tasks by deadline (Today, This Week) and syncs them with your calendar.
• Generic apps don’t allow assigning tasks to others or sharing public links for single tasks. Foco does, while keeping control over who accesses what.

For design teams working with multiple clients, Foco prevents scattering and centralizes everything in one place, with tools specifically for coordination, deadlines, and real context.

7. Recommended plans for design teams

• Free Plan: ideal for trying Foco. Includes unlimited containers and tasks, List and Kanban views, voice capture (5 uses/month), and tags.
• Foco Plan (4 €/month): adds the Calendar view (to see deadlines alongside meetings), sync with Google Calendar or Outlook, and collaboration to assign tasks to others.
• Plus Plan (20 €/month): includes unlimited Burst (to dictate multiple tasks in a row and have Foco separate them automatically) and AI features with monthly credits.