| If you're a great designer,
but you haven't yet had much exposure to the actual business
side of web design and the procedures involved, then this
article may help you to understand each particular stage of
the overall process. Right from organising the initial client
meeting to having the project signed off, and establishing
a service level agreement. I've done my best to keep this
as short as possible, whilst still providing you with something
to think about, and how it all pieces together.
Remember, if you haven't purchased already, all of the following
contract templates, mentioned below are included in this startup
kit, which you can buy
directly from this site.
Okay then, so which document templates should I use, and at
what stage of the project?
1. The initial stages of interaction begin, including
organizing the meeting with the client.
When you're first interacting with the client you
want to ensure that you keep the details light. By this I
mean, you don't want to delve straight into heavy acronyms
and technical jargon such as AJAX and Javascript. You certainly
don't want to talk about your fees straight away either. Organise
to meet the client and schedule a place and time. Keep the
intitial conversation short, to the point, friendly and professional.
Remember - always prequalify
the client!
Documents to consider using at this stage...
Meeting Confirmation Letter.doc
Client Needs Analysis Form.doc
New Client Profile Form.doc
2. Client meeting completed, information gathered,
now what?
Okay so you've met with the client and they have
submitted their requirements to you. From here, you should
have gathered enough information, from both the meeting itself,
and from the details as completed within the client needs
analysis form (this should have been sent to the client BEFORE
you met with them). Its now time to start evaluating the project
and compiling the next stage of documentation.
Documents to consider using at this stage...
Thanks for Choosing to Work with Us.doc
Basic Proposal Cover Letter to Prospect Sample.doc
Web Design Proposal.doc
Confidentiality Agreement.doc
Credit Card Authorisation Form.doc
Web Development Contract.doc
3. Client accepts your proposal, quote, and signs
off on the necessary documentation, and returns it to you,
what's next?
Alright, now you have the green light to proceed,
Its important that before you do anything you get the first
deposit from the client. I typically set my expected deposit
at 30%, then collect installments throughout the duration
of the project. You may if you wish simply collect the remaining
70% upon project completion - its up to you. But be sure to
get something ahead of starting! You also want to ensure that
you begin collecting site content, as early as possible as
this is usually one of the most common delays.
Documents to consider using at this stage...
Thanks for Choosing to Work with Us with First Invoice.doc
Invoice.doc
Domain Name Registration Form.doc
Copyright Authorization.doc
4. Development of site begins.
This is where it gets hands on. You need to ensure
you work closely with the client and that you are both on
the same page. If at any point, the client begins wanting
to work outside the scope of agreement, you need to either
remind them of it, or charge them accordingly. In all cases,
try to eliminate change requests and work to a scheduled timeframe.
If you intend on outsourcing some of the work, or you need
access to a third party web server, you may require the additional
contracts mentioned below.
Documents to consider using at this stage...
Thanks for Payment Letter.doc
Outsource Request For Quote Project Brief.doc
Employee Confidentiality Agreement.doc
Website Access Authorization Form.doc
Change-Request.doc
(FREE CONTRACT)
Request For Content.doc
5. Completion of site, testing phase and related documentation
commences.
Okay so the website itself has been completed. Now
its time to perform testing and complete the necessary documentation.
Some of this will be used specifically for reference purposes.
It is important that both yourself and the client have copies.
Documents to consider using at this stage...
Web Site Style Guide.doc
Website Quality Assurance Checklist.doc
Invoice.doc
6. Official handover, project acceptance and launch
of website.
Once the testing has been completed and the client
is satisfied with the work performed, its time to begin compiling
the last of the documentation. Its important to note that
none of this documentation should be submitted to the client
unless payment in full has been made, especially the technical
specifications document, as that contains usernames and passwords
which can be used to gain direct access to the site files.
Documents to consider using at this stage...
Thanks for Final Payment Letter.doc
Technical Specifications.doc
Website Maintenance Agreement.doc
Completed Site Seperate Hosting.doc
Official Handover and Project Acceptance.doc
I hope this brief summary of each stage has given you a small
insight into how the overall web design process works. Remember,
always use proper documentation!
Best of luck to you.
John
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