After a potential client  initial call or email, I send them the Pre-Project Questionnaire. For the dotp redesign, I’ve filled one out and included it here>.

Design Options

If a potential client sends the Questionnaire back, which often times they won’t because it’s pretty extensive, then I offer them some design options in an email. Usually these design options provide a range of solutions based on their requirements and budget.  I don’t flesh all the solutions out, I just give them a general idea of what they can expect and what a ballpark cost will be. It looks something like this:

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DESIGN ON A DIME OPTION
MINIMUM FUNCTIONALITY | NO SOCIAL NETWORKING | LOW RISK | LEAST DEVELOPMENT TIME
LOW COST $###
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If you don’t want to commit a lot of time, energy and money, then this is the way to go. It is the equivalent of redecorating an existing home on a limited budget. The goal of the redesign will be to generate enough ad revenue and user interest with the redesigned site to fund a complete makeover in the future. We will redesign the look and feel of your current website with the xxx management to include the following:

• Current xyz Layout Theme Redesign: Not an extensive redesign like xyz.com, but a redesign similar to the level of xyz.com. One design concept will be presented and we can make as many revisions as you like to the concept at our standard creative rate of $/hr.
• Add advertising in the form of text links/banner ads from Google
• Quick logo design. One concept presented. As many revisions as you like at our $/hr creative rate.
• Point xyz.com to the site and resolve the domain name

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PHASE 1 > CLEAN SLATE DESIGN
STANDARD FUNCTIONALITY | SOME SOCIAL NETWORKING | MEDIUM RISK | NORMAL DEVELOPMENT TIME
MEDIUM COST:
Discovery $ ####
Design $ #### + revisions Produce & Deploy $####-$#### estimated (final estimate provided during Discovery Stage )
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If you have the budget, time, energy and commitment to start a full on web based business, then you’ll want to start from scratch. This is how we built xxx.com. We’ll build the website from the ground up and lay the foundation for future site functionality during this phase. If you look at the chart above, we’ve moved some of the more complicated, social network items to Phase 2 like blogs for xyz, forums, ability to upload photos for xyz. We’ve left the Professional Designer’s directory and their functionality in Phase 1 since this will be the “meat and potatoes” of the site.

We will also likely build a custom photo management application based on Ruby on Rails and AJAX technology. Xyz won’t adapt very well to the interactivity and extensiveness of your requirements. Importing your current  photos and data into a system specifically designed for your requirements will save both time and money over the long run versus adapting Xyz.

OUR PROCESS: We start with a Discovery stage that includes Hosting Setup (you’ll need a new host like MediaTemple.com, Temporary Page, Domain Name Transfer, Email Account Setup, Secondary Research, Competitive Analysis, Target Identification Plan, Requirements Definition Map, Creative Springboard, Information Architecture and Wireframe Diagrams. After Discovery stage we develop a design concept and refine it until you are happy.

During Production Integration Deployment stage we create the design elements (graphics, copy, photography, etc.) from the concepts. We also create the back end databases that drive the website’s features and content management systems. This includes site coding, content management system integration, site testing and deployment to a live environment. We can provide extended training and documentation to you as requested for an additional fee. Maintenance for the site will be handled in a separate proposal.

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PHASE 2 > XYZ SHOWCASE
FULL FUNCTIONALITY | FULL SOCIAL NETWORKING | HIGH RISK | LONG DEVELOPMENT TIME
ADDITIONAL COST TO PHASE 1:
$####-$#### estimated (final estimate provided during Discovery Stage)
> Blogs for everyone
> User photo pages > Forums
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During Phase 2 we add full social interactivity to include blogs for everyone, user photo pages and forums. At this point you have a top notch social web application that is both generating income and sellable in the future.

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INITIAL RECOMMENDATIONS

DESIGN ON A DIME FIRST. CLEAN THE SLATE. BUILD YOUR SHOWCASE.
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I would recommend starting with a small redesign based on a set budget. We can take the current website to a higher level of design and add advertising that could help you recoup your initial investment. Plus, you’ll be building up name recognition and a solid user base without much risk. In another year or so, assess where the business is and where you are. If things are going well and you want to commit to a large scale web application, then begin the Discovery stage of Phase 1. We’ll give you solid cost estimates for Phase 1 and 2 along with all the other items mentioned before. If things look reasonable to you, you can move on to Design, Production and Deployment stages.

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I follow up the Options email with a phone call question and answer.  I’ve found that giving general options in the beginning to a client via email saves us both time and energy. They judge whether or not the budget range is something they can stomach, and I save myself the time of writing a full proposal only to have it rejected due to cost or schedule.

The Formal Proposal

After the Options email, if the client provides verbal commitment to an option that involves a lengthy, complex design and development, I’ll follow up with a formal proposal that is more detailed. The level of detail I provide in the proposal depends on the requirements. I combine the Proposal and Statement of Work into one document to cut down on the number of documents I’m sending to the client.  Here’s an entry level proposal for a site I did that initially required only design work. Later the client needed me to do the coding as well: Sample Proposal and Statement of Work.

The Detailed Estimate

There are plenty of times with simple websites with clearly defined requirements, a limited budget and a short timeline,  that I’ll skip the formal, lengthy proposal all together and just send a detailed estimate. Here’s an example of a fictitious site: Sample Website Estimate.

The Terms and Conditions

Regardless of which route I go, formal proposal or detailed estimate, I always ask the client to sign a Terms and Conditions Agreement. This agreement forms the basis for client-designer rights for the current and all future projects unless otherwise specified. And it’s modifiable to meet each client’s specific needs. I’ve included a template version here: Sample Terms and Conditions.

Inking the Deal

Before I begin work, I require the client to send me a signed Statement of Work or an email in writing accepting the detailed estimate. They are also required to send me a deposit specified in the estimate/proposal and a signed Terms and Conditions. With these all in hand and deposit check cleared, we’re ready to let the fun begin.