Organizing Your Figma Projects

Introduction

Designing with Figma is easy. But managing dozens—or even hundreds—of files across multiple clients, teams, and projects? That’s where things often get messy.

Without a proper structure, designers can waste valuable time searching for files, duplicating work, or struggling to onboard new collaborators. That’s why organizing your Figma projects is as important as the designs themselves.

This guide will walk you through how to organize your Figma workspace efficiently, so you can spend less time hunting for files and more time designing.

Why Organization Matters in Figma

Improves Productivity

A well-structured workspace means you know exactly where everything is.

Ensures Consistency

Shared libraries and standardized file structures maintain design consistency across projects.

Reduces Confusion

Clear organization helps teammates and stakeholders find the right files without asking.

Simplifies Collaboration

New collaborators can onboard quickly with an organized file and project structure.

Understanding Figma’s Structure

Before we dive into tips, let’s break down how Figma organizes work:

1. Teams – The highest-level container (e.g., Agency Clients, Product Team).
2. Projects – Group files within a team (e.g., Website Redesign, Mobile App).
3. Files – Individual Figma or FigJam files (e.g., Homepage Design, Wireframes).
4. Pages (inside a file) – Sections within a file (e.g., Wireframes, Prototypes, Final Designs).
5. Frames (inside a page) – Actual design screens or layouts.

Understanding this hierarchy is the foundation of good organization.

Step 1: Organize by Teams and Projects

Use Teams for Broad Categories

• Example: Agency with teams like Client A, Client B, Internal.
• Example: Startup with teams like Marketing, Product Design, Branding.

Create Projects Within Teams

Projects keep files grouped logically. For instance, within Client A:

• Website Project
• Mobile App Project
• Brand Guidelines

Step 2: Name Files Clearly

File names should be descriptive and consistent. Avoid vague names like “New Design v2 FINAL.”

Naming Conventions Examples

• [Client/Brand] – [Platform] – [Stage]
  • Example: Nike – Website – Wireframes
• [Project] – [Date or Version]
  • Example: App Redesign – 2025 Q1

Using consistent naming conventions prevents confusion and improves searchability.

Step 3: Structure Pages Inside Files

Each Figma file can have multiple pages. Use them to separate different stages of design:

• 01 – Research & Moodboards
• 02 – Wireframes
• 03 – UI Designs
• 04 – Prototypes
• 05 – Handoff (Dev Ready)

Tip: Use numbers in page titles so they appear in order.

Step 4: Organize Frames and Layers

Inside each page, frames and layers can quickly become overwhelming. Keep them tidy by:

1. Grouping Related Frames
   • Example: Group Homepage, About Us, Contact Us in one section.
2. Using Consistent Naming
   • Example: Button / Primary / Default instead of Rectangle 17.
3. Adding Section Titles
   • Use large text blocks to label sections (e.g., “Dashboard Screens”).
4. Color-Coding with Backgrounds
   • Apply light background fills behind frames to visually separate sections.

Step 5: Use Components and Libraries

Why Components Matter

Instead of recreating elements (like buttons) in multiple files, use components.

Shared Libraries

• Publish components to a team library (e.g., Design System).
• Share colors, typography, and icons across all projects.

This not only improves consistency but also speeds up design iterations.

Step 6: Manage Versions

Figma auto-saves everything, but versioning still helps for major milestones.

• Use File → Save Version History with a descriptive name (e.g., Homepage Ready for Review – Aug 2025).
• Create versions for client approvals, developer handoffs, or testing checkpoints.

Step 7: Set Permissions Wisely

Organized files are useless if the wrong people can’t access them.

• Editors: Designers who actively work on files.
• Viewers: Clients or stakeholders who only review.
• Commenters: Team members giving feedback.

Keep permissions updated as team members change.

Step 8: Use Figma’s Built-In Tools for Organization

Projects & Favorites

Mark frequently used projects as Favorites for quick access.

Search and Filters

Use Figma’s search bar with keywords to find files instantly.

Tags & Emojis

Add emojis to project names for visual cues (e.g., 📱 Mobile App, 🌐 Website).

FigJam for Documentation

Use FigJam files to document workflows, guidelines, or client feedback within the project.

Step 9: Regular Cleanups

Even with good organization, clutter builds up. Schedule monthly or quarterly cleanups:

• Archive old projects.
• Delete unused components.
• Merge duplicate files.
• Update outdated naming conventions.

Example: Figma Organization System for a Design Agency

Team: Client A

• Project: Website Redesign
  • File: Wireframes
  • File: UI Designs
  • File: Prototypes
• Project: Mobile App
  • File: iOS Screens
  • File: Android Screens
• Project: Branding
  • File: Logo Assets
  • File: Design System

This structure makes it easy for both designers and clients to navigate.

Best Practices for Organizing Figma Projects

1. Document Your System – Create a “How We Organize Files” page in FigJam.
2. Onboard New Designers – Walk them through your naming conventions and folder structure.
3. Keep It Simple – Don’t overcomplicate with too many levels.
4. Standardize Across Teams – Everyone should follow the same rules.
5. Review Periodically – Update systems as your team grows.

Common Mistakes to Avoid

• Random File Naming (e.g., “Design Copy New 2 FINAL”).
• Cluttering One File with wireframes, final UI, and prototypes all mixed.
• Ignoring Permissions – Clients editing files accidentally.
• Not Using Libraries – Redundant designs across projects.
• Skipping Cleanups – Old, outdated files confuse teams.

Conclusion

Figma is more than just a design tool—it’s a collaborative workspace. But without proper structure, even the best designs can get lost in chaos.

By organizing your projects with clear naming conventions, structured pages, reusable components, and regular cleanups, you can build a workflow that’s not only efficient but also scalable as your team and portfolio grow.

Remember: a well-organized design system saves time, reduces stress, and makes collaboration seamless.

Take control of your design workflow today—start organizing your Figma Projects and build a system that scales with your creativity!