Posts Tagged ‘Project Management’

Rules for Successful Client-Freelancer Working Relationships

by Brian Casel  ·  12.9.2009  ·  Business

Here’s an article I wrote for FreelanceSwitch last month.  I was getting increasingly frustrated with the way clients and companies treat the freelancer working relationship.  I felt it was necessary to put together a set of rules if you will, which hopefully some clients out there will read.  Here’s an excerpt:

So you’ve hired a freelancer to help you achieve your business goals. Now what?

It’s vitally important that you, as the client, do your part in fostering a positive working relationship with your contractor. Embarking on a new project can be overwhelming, especially if it involves technical aspects (such as web design). That’s why you’ve hired an expert!

But in order to make your project a success, you need to develop a solid working relationship, and be aware of some basic “rules” when working with a freelancer.

via Rules for Successful Client-Freelancer Working Relationships – FreelanceSwitch.

Project Quoting Ups and Downs

by Brian Casel  ·  11.18.2009  ·  Business

How much should I quote this project?

This question plagues us freelancers time and time again.  How do we really come up with that $[number] we put at the bottom of the proposal?  I’d be willing to bet that no freelancer quotes the same price for the same project consistently.  There are always other factors that play into it.

It starts by assessing the project scope, deliverables, and time frame.  Just plug the potential client’s request into the formula:

X features  x  Y number of pages  +  Z deadline date = PROJECT FEE

Wouldn’t it be great if it were that easy?

Here are the other variables that you can’t calculate:

  • The guess the number game. The number that the client has in their mind, which they have pre-decided they’re willing pay.  Everyone has this number, whether they come out and say it or not.  Will you meet this number?  Will you push it?  Are you bidding too low?
  • The client from hell factor. Will this client be your next regret?  I’ve had a few bad ones.  Looking back, it’s always hard to tell which signals I should have noticed before taking them on.  If you do detect these warning signs, should you add to your quote?  Or turn down the project altogether?
  • Your current workload. How busy are you?  If you’re (a little too) available this month, maybe you consider knocking a bit off your quote to make sure you secure the contract.  If you already have a lot on your plate, maybe you raise the quote and let the new project compete for your time.

I admit it.  Sometimes I end up with some form of regret.  After giving my proposal, if doesn’t respond (despite a follow up contact), I can safely assume my quote was too high.  Most of the time, this is fine.  It means my number was so high it wouldn’t be worth negotiating.  Not the right client for me.  But sometimes, My quote may have been pushing it and I lost out on work that I could have done for a bit less.  Oh well.

Sometimes the new client instantly accepts my proposal.  Great, new work.  But I can’t help but think, did I quote too low?  No sense in killing yourself over this one.  Even if they are getting a bargain (in their mind), I know I’m personally comfortable with the number, otherwise I would have never sent off that proposal.

Every now and then, I hit the sweet spot.  The proposal keeps the potential new client interested, asking questions.  Perhaps there’s a bit of a negotiation (in price, scope, or time), and we settle on a comfortable deal for both parties.  This leaves me with no regrets or second guessing.

Finding the Perfect App for That

by Brian Casel  ·  10.27.2009  ·  Bits

Among web workers, we’ve seen a rising obsession with “apps”, particularly “Getting Things Done”, a.k.a. GTD apps.  Web apps, desktop apps, iPhone apps… They’re guided by the idea of being useful but simple and focused on a targeted need, or problem.

Our choices in apps are often very personal, and sometimes the tiniest detail can make or break our decision to download or purchase it.  The more apps we consume, the more we continue to search that perfect app for our need, our style, our work flow.

Here are some apps I use regularly and why I’m only 99% satisfied with each:

Things for mac + iPhone

Picture 1

Things for Mac & iPhone

It’s a great to-do list app.  I love the simple and clean design.  It’s not overloaded with features and buttons, leaving only the ones that I find useful.  I use this app to keep track of all my upcoming tasks for various projects.  I use their ‘projects’ feature to sort by client (projects = clients).  This way it separates my lists nicely by client.

Why it’s not perfect

Syncing is a pain.  I have the Things iPhone app, but the only way to sync it to my Things desktop app is to physically bring my iPhone into the same wi-fi network as my computer, then open both the iPhone app and Desktop app simultaneously.  Not ideal.  Why can’t I just enter tasks on my iPhone when I’m out, and know that they will show up as soon as I launch Things on my computer?  Or let me email tasks to my Things app when I’m out.  Or have a web-based counterpart to sync it.  Something!

Basecamp

Basecamp from 37 Signals

Basecamp from 37 Signals

Basecamp is the most popular project / team management web-app out there.  I recently signed up for an account (did you know that if you start with the free account, then click upgrade from within basecamp, they offer you a $12/month option, which is not listed on their website? Makes pricing a bit more reasonable).

It’s really a fantastic web-app with a super-simple interface.  It’s so easy to pick up right from your first log in, which makes it great when I need to give a colleague access and they’ve never used it before.  I love the hover over link color and nice CSS padding set on every link and button.  Makes everything have a fun and workable feel to it.

Why it’s not perfect

Some people love it, but I’m not a fan of Textile formatting.  That is the method of input for all messages, comments, textarea inputs.  I’m slowly getting used to it, but I’d love to see more formatting options (I found this Firefox plugin, which adds formatting options to basecamp, but it doesn’t work 100% of the time).  When writing long messages (such as detailed task instructions for contractors), better formatting options would make for a more legible message.  Then, tasks are easier to follow and work flow is improved.  And speaking of writing long messages in basecamp…

How about saving drafts?  I’m surprised this is not a feature.  Right now, as I type out messages I keep open a TextEdit doc to constantly paste what I’ve got so far, save it and keep going.  Otherwise, with one wrong click in the browser, everything I’ve got can be lost (Frustrating!  I know from experience.  Several times.)  Autosave drafts please.

Google Reader + Byline for iPhone

Byline iPhone

Byline iPhone

Google Reader is pretty damn near perfect in my opinion.  It’s a fantastic RSS Reader, with nice folder features, starring, sharing, etc.  I love GReader and RSS feeds in general so much that I need to have constant access on iPhone.  The mobile Google reader is OK (a little slow), but as a New Yorker, I have a unique but very important requirement:  I need access to my feeds when I’m in the subway, underground.  In fact, this is when I most need my feeds.

Enter, Byline.  An iPhone app that syncs my Google Reader feeds to my iPhone and downloads the article content to the phone so I can read it later when I’m not connected.  It’s a great app, and in my opinion worth the $10 price tag.  I like how it separates feeds by folder, and starring articles syncs both ways.

Why it’s not perfect

Downloading articles is too slow and unreliable.  The only way I can have a full batch of new articles to read when I’m underground is if I start my iPhone sync hours before I leave the house.  The ideal solution would be to sync articles in the background, all the time.  Keep the most recent 50 articles, delete the rest.  I’m sure this limitation is caused more by the iPhone and crappy 3G service from AT&T.  but that doesn’t make me crave recent RSS feeds any less when I’m stuck underground between subway stops.

iTrans NYC

iTrans iPhone

iTrans iPhone

Here’s another crucial app for New Yorkers.  It has changed my subway navigation experience for ever.  One of the most mind-numbingly boring things about living in New York is waiting for subways to arrive.  As far as subway systems go, NYC metro is still in the stone age.  We show up on the train platform and hope that a train is only minutes away (which too often is not the case).

iTrans solves this problem perfectly.  The app has the entire NYC subway schedule programmed in, so you can simply click on the station (from the map) and view when the next 5 trains are scheduled to arrive.  It covers every single subway line.  It works completely without internet connection.  Now I walk down to a platform, and know if the next train is 2 minutes or 20 minutes away.  Now I know whether to go for the local train or choose to wait for the express train.  Now I can plan my next subway transfer perfectly.  This app is a gem.

Why it’s not perfect

Honestly, this app is perfect.  There.  I said it.  What’s not perfect is the NYC subway system.  Delays and train traffic cause trains to go off schedule sometimes, making the iTrans app ineffective.  But I’ve been truly surprised at how accurate it is for the most part, or how close it comes.

The Secret to Finding & Keeping Clients

by Brian Casel  ·  10.8.2009  ·  Business

“How do you get clients?”

I get asked that a lot.  Usually from other web designers who are considering but afraid to make the plunge into self-employment.  Signing clients and keeping a steady flow of business may seem like the it’s the hardest part about freelancing.

It’s not.

Client acquisition is not as hard as it seems.  It’s important.  It’s crucial to your success.  But it’s not something to deter you in your quest to professional freedom.  It’s actually a lot easier than you think.

Want to know the answer?

Reliability

Potential clients might say (or imply) that they’re looking for the best portfolio out there.  Or they’re only willing to pay a certain price.  Or they want someone who specializes in flash-based websites.

What they’re really looking for, whether they know it themselves or not, is reliability.  They want to know you’re up to the task, that you communicate clearly, and that their project is in good hands.  They will hire you because you convey that you’re reliable right from day 1.  They will stick with you because you prove a track record of delivering A+ results on time, every time.

Where to find clients?

The best answer is to let clients find you.  Referrals.  It’s the name of the game in web design (and almost any other freelance field).  These days, just about all of my clients come to me through referrals.  Here’s how it happens:

Word of Mouth

Most referrals come to me without much work on my part at all (other than being known as a reliable web designer).  My current and past clients can confidently pass my name along to their colleagues who say they’re in search for a web designer.  My former co-workers and fellow contractors refer work to me because we’ve had a good working relationship.  Even my former boss from my old 9-5 consistently refers clients to me because I left on good terms, and I have delivered for him and each of those referrals.

Email Marketing

I recently began sending out a monthly email newsletter to keep in touch with my network.  It’s not for drumming up business with hot promotional offers.  It’s not for showing off my portfolio of work.  The purpose of my newsletter is to:

  • Demonstrate my expertise through written articles and tips.
  • Stay in touch with (but not annoy) my network so that I remain at the front of their mind if/when someone they know is looking for a web designer.
  • Inform them of new developments and new services / capabilities I offer to my clients.
  • Demonstrate that I go the extra mile with personal effort and attention.

Web Design Credit

This is something I do less often now than I used to.  For my smaller clients, I put a small link at the bottom of their site that says “Web Design by CasJam Media“.  Of course, this is only done with the consent of the client.  I’ve had new business come in through people visiting my website via these links.  They’re impressed with my client’s site or their business and decide to check me out.

But in the end, it’s not the quality of my client’s website or even my own website that sells them.  It’s when they come in contact with me and see that I give it to them strait and demonstrate my reliability.

Just starting out

Obviously, you can’t expect to have a steady stream of referral business when you’re just starting out.  I recommend finding work on job boards to build up a portfolio.  Check out a guest post I wrote at FreelanceSwitch, 10 simple steps to landing more gigs.  In it, I gave specific tips for effectively working the job boards plus other ideas.

However, if you rely solely on job boards and craigslist (not recommended) you’ll end up dealing with mostly bottom feeders – those looking for the cheapest web design solution possible.  You need to leverage your first few jobs to develop a strong network of referral business.  The sooner that happens, the more successful your freelance business will be.

Hope this helps.  Got any tips to add?

Converting Clients to Customers

by Brian Casel  ·  10.1.2009  ·  Business

How do you change from selling services to selling products?  How do you go from serving clients to serving customers?

This freelance web design business has so many twists and turns.  First you’re filled with fresh enthusiasm about quitting your job and landing your own clients.  But as time goes by, satisfying all of your clients (often rediculous) requests becomes draining.  You (I) start to reconsider your business model.

Working in a service industry such as custom web design doesn’t exactly fit into the “set it and forget it” business model advocated by Tim Ferriss in his (awesome) book, The 4-hour workweek (read my reactions to it here).  Serving clients requires constant interaction and personal involvement every day.

As a freelance web designer, you’re not left with many options if you’re hoping to embark on a mini-retirement.  But I’ve been kicking around some ideas that may help to relieve some of the of stress of being overworked and bogged down with mundane website maintenance requests.

I’ve only actually tried and tested some of these.  I’d love to get feedback from those of you who found yourself in a similar situation.

Product-ize your services

Find your most common form of service you do for clients.  For me, the most common jobs are web portfolios and E-Commerce websites.  The idea is to formulate a “Web Portfolio Package” and an “E-Commerce Package”.  When a potential client inquires about either of these, I simply point them to the web page detailing that package.

The E-Commerce Package would consist of a “base” project scope with a set price.  That would include Magento design/development, payment gateway installation, and populating 10 products.  Then they can opt for other popular add-ons with set price additions.  These would include things like email marketing, WordPress blog, Logo Design, etc.

Standardizing the services offering can speed up the discovery / proposal phase.  Your Packages pages might also work well as landing pages for targeted marketing campaigns.

Package your maintenance hours

Offer pre-paid bundles of hours at a slight discount from your normal hourly rate.  This can help to plug up the holes in your maintenance billing.  All of those 5 minute emails and quick tweaks from clients can easily go un-billed if they take less than 10 minutes to complete.  But if they work against a pre-paid plan, then that work is accounted for.

Power to the CMS!

The answer to keeping clients off your back after their site is launched?  Content Management Systems (CMS).  WordPress is my CMS of choice.

But lets face it.  Despite having the CMS, most clients still require lots of hand-holding.  You have to provide thorough training, plus documentation for them to hold on to.  Even better- video screencasts for how to manage their content.

I’d suggest preparing and perfecting these materials once and re-using them for all of your CMS clients.

Be selective

Coming back to my first point about productizing your most popular services, how about focusing on only those services?  Taking on all of those smaller, more specialized and unique projects can often prove to be more time consuming than expected, taking away from your bread and butter projects.

Once you have a good thing going (your freelance web design business), stick to what’s working!  Push your most popular services and market directly to those clients (or should we call them customers?).

Over to you…

How do you structure your business?  Do you do it all or specialize in one thing?  How do you shift your offering as time goes on?  Please share…

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