Prepared by Ben Dunkle, Assistant Professor, Canisius College (4/11/03)
Students who agree to be paid to do work for businesses, organizations, or other parties with digital media needs should keep the following guidelines in mind:
THE LONG LIST
Insist on an initial planning meeting-don’t just dive into a project without it. During the meeting, make sure the following items are made as clear as possible:
Identify the needs of the client, and how/what you will be providing to fulfill those needs. If the client has a budget, it is essential to know this ASAP, and in the event it is obviously too low, terminate any progress immediately. It is unlikely that you will be providing every service necessary to complete the project. Other vendors might include writers, printers, hosting companies, service bureaus, etc. Make sure the client is aware of these other costs, and determine whether you will provide estimates or if client will handle this independently (most often they will want you to, and that is billable time). Inform the client that proofing and edits are a necessary component in the development of their product, and that you will provide a number of opportunities for the client to make changes-that number being based on the budget. Most importantly, determine who will be responsible for proofreading. In most cases, YOU ARE NOT RESPONSIBLE unless it is agreed upon as one of the services you will be providing.
Determine a timeline for delivery of services. The timeline should include calendar dates for estimate, initial concept review, progress/proofing meetings, and final delivery of work. This timeline will help you get an idea of how many hours you will spend on the project. Once you get an idea, double it-that’s a law of physics. As a full-time student, 10 hours a week is probably the maximum you’ll have to spend on a project.
Work out delivery details for services. If delivery will be electronic (email attachments, web downloads), there will probably be no extra costs. If hand delivered (delivery services, postal, you, etc.), inform the client of these costs.
Prepare a contract/estimate that contains the date of planning meeting, the proposed timeline, itemized description of work, and line for client signature.
Timeline: Reconstruct from notes taken during planning meeting
Work Description: Consider that different services demand different rates. The following are typical services that may be provided:
- Programming
- Graphic Design
- Pre-press Production
- Illustration
- Proofreading
- Account Service (meetings/phone calls with client, managing service bureau involvement, etc.)
- Out-of-pocket expenses (writers, couriers, illustration, stock imagery, etc.)
Indicate on the document that by signing, the client agrees to pay the amount listed on the contract within 30 days of final delivery. Indicate actions which will be taken if payment is late or not received (penalty fee, etc.) Also spell out that the estimate is just that, and unforeseen incidents (extended progress meetings, additional services not agreed upon in initial planning meeting, inconsistent proofreading, etc.) may drive the final bill up (or down). Deliver two copies to client and instruct them that work will not begin until one signed copy is returned.
When signed contract is received, contact any service providers to obtain estimates. It is customary to obtain 3 estimates from separate parties to provide choices. Have estimates faxed/emailed to you and the client, unless you have enough money in hand to up-front these costs and then mark them up (which you won’t). Once the client has decided on a business, let the other businesses know that their services won’t be needed (don’t leave ‘em hanging or it may haunt you later).
While working on the project, return phone calls and emails ASAP. Not doing this is the number-one complaint from clients. In doing this, you will avoid most conflicts that may arise.
Send an invoice with delivery of work. If your files are going directly to a service provider, send the invoice at the same time as the materials are sent.
If a check has not been obtained within 30 days of date on invoice, send another, reminding the client of the conditions described in the estimate/contract.
THE SHORT LIST:
At the very least, provide an estimate, which includes
- the current date
- the name of the client organization
- the name of the contact person from the organization
- a project description
- the work you will be doing
- estimated hours for completing the project
- an hourly rate
- an estimated total monetary amount for work.
Remember the "Good, Fast, Cheap-pick two" rule. By using a student, clients are sacrificing either Good or Fast. So give yourself plenty of time to produce something Good.