Blink Design Studios

How to ensure projects go smoothly as a freelance designer or small design agency owner

For both the client and the design provider, ensuring a project goes smoothly is extremely important. I see many forums and tweets talking about design projects where a designer or client has received a service different to their expectations or the process has gone less than smoothly and for one simple reason: Communicating expectation.

There is sometimes a thinking that there is a ‘right’ way to manage a project, and maybe there is… However, until any particular way is carved into stone and hung over every client and designers desk, we will just have to keep muddling through with our own ideas and working methods. This means one simple thing though, we need have to communicate what those methods and ideas are between us.

You can ensure that a project goes as smoothly as possible by setting out the expectations from the start and ensuring that everything is discussed and decided and assumptions are a thing of the past. This is done by simply stating all assumptions at the start of the process, then reiterating and updating them if need be. In a way, these are min-project plans, they can be used for any project from a ten minute job through to a large website project. 

When I pitch for a project,  I would lay out some basics in my initial quote. For this example let’s say a new logo design for a new local fashion company:

Stages and milestones in the process
- Initial consultation and brainstorming discussions in person by XX/XX
- Formalisation of brief as a signed of document and any required assets based on consultation by XX/XX
- Research into competitors and similar companies by XX/XX
- Drafting of rough scamp ideas on paper by XX/XX
- Review by client of ideas and direction chosen by XX/XX
- Fully artworked up of 3 logos in full colour, one colour and B/W  by XX/XX
- Up to 3 rounds of amends to chosen design by XX/XX
- Final design sign off by XX/XX
- Final files supplied as vector files, fully editable Ai files and high resolution Jpegs by XX/XX
- Invoice sent by XX/XX
- Copyright of all work passed to client upon receipt of full payment by XX/XX

I also add the following caveats:

Any work additional to the agreed specification above will be negotiated at the time and added to the final invoice amount. Quotes for extra will always be discussed before that work undertaken or billed.

If deadlines are adhered to the project is guaranteed to be complete on time. Please ensure the dates work with you and your team with regards to reviewing and signing off work so we can have the logo completed on schedule.

After the initial consultation the stages might be revised or items adjusted and a new quote agreed. The main idea is that here everything is clear for both parties. I am always surprised at the number of freelance designers who quote with only vague information and who then are surprised that the client believes they have unlimited amends and caps them. Equally the client is upset that their unlimited amends are being reprimanded and they now feel they might have been more satisfied with another designer. The question is, did they need another designer? Actually they just needed a designer who managed their expectations and helped them understand the process.

A savvy client will ask the right questions. However, most people hire design resource because they need help with design, assuming they need help also understanding design processes and practice would make the lives of both designer and client alike better.

And this process continues long after the initial quote. There is every reason to treat changes to the schedule (say the client’s boss is off sick and a sign-off deadline is missed) to restate the new deadlines based on the missed milestone. Extra work is required and scoped – encorporate this into the outline and ensure the client knows the new milestone deadlines, work involved and updated quote. Whatever the change, keep everyone who needs to know in the loop and up to date. Be realistic and honest with the client from the start and let them make informed decisions and understand how you work – transparency is essential for good communication and effective project management with a client. If a client understands that missing a certain milestone effects the next stage, they can take this into account or discuss the dates at the start or the project. Equally with costs they have a full understanding of what they are paying for and what they will receive. This leads to a good working relationship and open honest communication – usually leading to happy clients and repeat business.

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