Still Feeling Disorganized with Canva? You’re Not Alone (Here’s the Fix)

You’ve got Canva Teams or Enterprise. Your team is using it. Even with the tool in place, the workflow still feels a bit chaotic.

It’s a familiar feeling for a lot of growing teams:

"We have Canva, but we’re not sure if it’s set up in the best way for us."

It’s not that the tool isn’t powerful. It’s that without the right structure, even the best tools can turn into just another place where things get lost, duplicated, or done off-brand.

Real Talk: What Teams Are Struggling With

Here’s what we’ve heard from real teams using Canva Teams and Enterprise:

• "We need help rolling out Canva across our Sales and Marketing teams so everyone’s using it effectively."
• "Our Brand Kit is there… but we’re not confident it’s set up right or being used the way it should be."
• "Our admins need training—and so do the sales team members and other non-designers."
• "We don’t have a clear file system, so assets are all over the place and it’s hard to find anything."
• "Our team doesn’t have clear guidelines on how to use, save, and share Canva files."
• "Permissions and groups? Pretty sure they’re not set up properly—and we’re feeling it."

Why This Matters

Without systems in place, your Canva setup can actually add to the overwhelm:

• Designers waste time chasing down brand assets.
• Sales teams end up creating off-brand decks.
• Admins are constantly reorganizing files and fixing permission.
• Everyone’s workflow slows down.

And worst of all? The team starts to feel like Canva is just one more platform to manage—rather than the solution it was meant to be.

5 Practical Tips to Clean Up Your Canva Setup

1. Brand Kit Optimization

   Include every asset your team needs (logos, fonts, colors, icons, brand images, brand voice). If your organization supports multiple brands or sub-brands, create separate Brand Kits to avoid confusion or cross-branding mistakes.

2. Filing System Structure

   Audit your current files, then build a top-down folder system with clear naming conventions. Use dates, categories, and concise labels for easy searchability. Consider naming templates like: 2024_Q2_SocialGraphics_Template.

3. Departmental Brand Templates

   Design on-brand templates for each team’s needs (Sales, HR, Marketing) and lock elements where needed. This helps non-designers stay on-brand and use assets confidently without needing to start from scratch.

4. Permission & Access Tracker

   Create a central list of all users with their roles, departments, and Canva permission levels. Keep it updated as your team grows. This minimizes mistakes and helps admins manage access seamlessly.

5. Live and On-Demand Training

   Host virtual training sessions for each group and answer questions, then create recorded training sessions. Save these training videos inside your Canva folders so new team members can access them during onboarding or when they need a refresher.

Want help making this easier to implement across your team? That’s exactly what we do.

What an Aligned Canva Workflow Feels Like

A proper Canva setup doesn’t just check a box—it changes how your team works, collaborates, and creates. Imagine this:

• Your Brand Kit is locked, loaded, and easy to use—no more off-brand colors or missing logos.
• Your sales team can grab ready-made, on-brand templates without pinging a designer every time.
• Admins know exactly how to manage access and organize assets without confusion.
• Your folders make sense, your team follows the same process, and nothing gets lost in the shuffle.

This is what it feels like when Canva works with your team—not against it.

If that vision sounds like what your team needs, but you’re not sure how to get there—we’ve got you.

What We Help With: 

At KLC, we help organizations:

• Audit and optimize their Canva Teams or Canva Enterprise setup
• Establish user groups, permissions, and access rules
• Build out an actionable, customized Brand Kit
• Create file management systems that actually work
• Deliver admin and team training—especially for non-designers
• Develop easy-to-follow guidelines for saving, sharing, and creating assets

As a certified Canva Agency Partner, we’ve helped teams like yours streamline their setup, align their assets, and finally feel confident in how they use Canva.

You Don’t Need a New Tool. You Need a System. Canva has the potential to be your brand’s best friend—but only if your team knows how to use it, and your systems support it.

We help bridge the gap.

Ready to clean up your Canva chaos? Book a free interest call here: keenelaneco.com/canva-call

Or learn more about our Canva support services at keenelaneco.com/canva