Design project management step by step

Taming design to avoid confusion

Most designers should have a process they follow to get the best results for their clients. I love a good workflow and if you’ve worked with me, then you’ll appreciate my nerdy love of a schedule. I wrote a while ago about apps I use and I still really love them all; writing this blog post is useful to set the scene and remind me too!

First, why should a designer have a system, it’s just design isn’t it?

Good question. Here’s what might happen without a workflow.

• clients can be confused about what is needed by the designer and the next steps

• this leads to frustration and a poor collaborative experience, you both dread the emails and boundaries aren’t set

• the project can carry on for ages and it becomes a painful experience, as there isn’t a schedule, when does the money exchange hands and who signs off what

• there is the twitch of chaos (that bit when we get the feels but one can’t really get a grip on why).

If there is a workflow, then it can be a different experience

• both client and designer are clear on what is needed, when by, and the next steps

• clients can enjoy the process and not feel like they’ve been nagged

• information is laid out in in a clear and informative way

• it’s simply more professional

• good systems can help us to be more time and cost-effective.

The Hello Lovely process

Steps 1-5 and 7 are the same for any print design project be that marketing materials, books, logos, newsletters… the list is endless! Each one also has a concept stage, it’ll just be a different set of deliverables to a branding project!

Step 1: free consultation

You may have looked at this very website and discovered all the amazing things I could do for your project but you have questions. Maybe you’d like a little more detail and a bespoke cost? I can schedule a free consultation call lasting 15 minutes. This will give us the opportunity to get to know each other and chat about your project. You’re welcome to ask me anything. We can decide what package works for you, is it a VIP Day or longer?

Step 2: proposal, contract and a deposit

If we’ve decided that we’d like to work together, I really hope that’s the case, then I need your contact details so I can add you to Dubsado which is my new(ish) project management system. I will send over a proposal to you that outlines the packages and fees that I think best suit you. There may be several options so you can pick and choose. You’ll have a private portal with a password that only you and I know. In this will be the contract for us both to sign, code of conduct as an FYI and an invoice for the deposit.

Step 3: a formal brief

After the deposit is paid and the contract is signed, we are ready to get down to the creating! It’s important that I don’t crack open the crayons and fire up the appropriate Adobe software, I’d like to get to understand what you need so there will be a brief for you to complete. This will appear in your portal and you’ll get an email to tell you.

Step 4: project management

I’ll set up a Google Drive or Dropbox folder where you can share the edited copy and/or images. I’ll create a schedule based on the delivery date. This is also where I’ll share proofs. We can also share a Trello board if that helps you.

Step 5: creating

At this stage, I will refer back to the brief and start bringing your project to life. Unless the project contract says otherwise there will be a sample design using your draft text, then a production stage where I’ll use your final text to set the document, then up to three proofs with all corrections taken in

Step 6: other elements

Depending on what package you’ve chosen you may have other things to design such as website or marketing material. If it’s a website then you’ll be asked to provide copy as per step 4 above. My website process follows a similar process, I’ll take your brief and the domain name that you’ve registered and create a new website for you and we’ll have two stages to review before launching.

Step 7: project wrap-up

Once all the proof stages are completed and the document is approved for press, I will supply the files to you or your supplier. The final invoice will be issued and on final payment, and I’ll send over the source files, they’re all yours if you want them.

If it’s a website, you’ll become the administrator, but don’t worry, I won’t leave you hanging to figure out how to use your website all by yourself. We’ll set up a training call where I will walk you through how to use and update your website. I will be available for any tech support needed the week after the project has been handed over as you are getting used to managing your new site. For those wanting to be more “hands-off”, an optional web maintenance package is available. 

Takeaway

Designers need to run a business, and workflow is at the heart of it. It may vary, and there does need to be flex as every project is unique but the framework is a useful place to start to build clarity and structure.