By this point, you should be prepared for working with your designer, and you have probably contacted your chosen designer and are ready to get started on your project. In case you didn’t realize, those links are hints that you should read those two posts before reading this one!

This third post in the Everything You Need to Know About Working with a Web Designer series will go over the basics of getting started with the designer you chose, what to expect, and what not to expect. Trust me, you’ll be glad you read this post!

What the Designer will Expect from You

These items may not be expected by every designer, but these are things you should be prepared for. After you’ve received and accepted the estimate from your designer, the designer might require any or all of the following (and maybe some things I don’t cover here):

1. A contract – Most designers will require a signed (or acknowledged in some form) contract before work begins. The contract will most likely outline the project details, estimated costs, timeline, terms and conditions for work, information on kill fees (I’ll discuss this a bit later), and any other information the designer needs you to know. Don’t be scared of signing a contract, but make sure you read it thoroughly and you understand the points. Don’t sign or acknowledge anything you aren’t comfortable with, and be sure to talk to your designer if there’s anything you’re unsure about. A good designer will explain and help you understand.

2. A deposit - Pretty much every designer I know requires some type of money upfront. This is a protection for the designer, but it also ensures that your project gets a place on their calendar. Some designers require payment in full upfront (which I do for projects under a certain dollar amount). If you aren’t comfortable with that, talk to your designer about it. They may be willing to be flexible, or you may need to find a designer that can meet your financial needs. Just be sure to communicate with the designer if you aren’t able to make a payment. There’s nothing that turns a relationship sour faster than bad communication – and that goes for both sides of the relationship.

Some designers like checks, others prefer PayPal, some even take credit cards. Just ask what the preferred method of payment is and pay on time! You don’t want your project to be delayed.

(Please note, some designers and developers charge for the discussion phase and some do not. Be sure to ask your designer upfront if they charge for consultation and planning.)

3. Direction – The designer probably got a lot of direction during your brief, but they may require a bit more. Please do not expect your designer to pull ideas out of thin air. They are creative, but that doesn’t mean they can slap something online and call it good. You will need to explain what you want clearly and concisely, and it may help to show the designer examples of what you like. But, if you’ve completed the proper preparation steps, this should not be an issue!

4. Time - Yep. It takes time to create wonderful things. If your project was quoted that it would take 5 hours, don’t expect that 5 hours to be completed in one day. To help maintain sanity, designers spread their projects out over a period of days, weeks, or even months, for larger projects. Your designer may work 30 minutes per day, or 3 hours per day. It really depends on the designer and the project.

It’s ok to check in with the designer if you feel adequate time has passed, but don’t be pushy. The designer has just as much right to kill a project as you do, contract allowing. A good designer will communicate and keep you informed about the project. If you’ve chosen a good one, you shouldn’t have to worry.

Keep in mind, though, that most designers are very busy and are, at any given time, working on several projects at once. They may forget to do a task or forget to communicate about something once in a while. It doesn’t mean they’re a bad designer. Everyone makes mistakes.

5. Feedback – Once your designer has completed part of a project, they will probably ask for your feedback. Well, they should, at least! Be honest. Most designers do not take negative feedback personally if it isn’t presented to them in an offensive way. Good designers take negative feedback as an opportunity to improve upon their work and elevate your customer service experience. Don’t be afraid to tell them what you really want. If they can’t do it, they’ll tell you. If they can do it, they will. Being honest and thorough in your feedback can save you time and money – and can foster a healthier relationship between you and your designer.

What You Should Expect from Your Designer

1. Honesty – If a designer is going to outsource part of your project to another firm or individual (such as shopping cart development), the designer should inform you of this. Some designers don’t, but I think it’s a good idea because if the sub-contractor relationship goes bad, you need to know that there might be a delay on your project. Besides, I would want to know who has access to my web space and branding information. I think it’s good practice. Ask your designer if they will be outsourcing. Don’t be alarmed if they are because this just means they are able to offer more services to you, but it’s a good think to be aware of.

(As a side note, do not try to go behind the designer’s back to hire someone they outsourced. This is bad practice and can often cause drama and bad feelings. Even if you aren’t happy with your designer, wait until the project is complete to hire anyone else to work on it – unless, of course, you and the designer agree about hiring someone.)

2. Timely work – The designer should do their best to complete things in a timely fashion. If this isn’t happening, you may need to discuss this with the designer. Don’t be afraid; just be honest.

3. Communication – Because of the nature of the design business, and because many freelancers and small firm owners work from home, some designers are not available by phone. Please respect this. As someone who works from home, I find it difficult to take calls when my my 8-month-old is screaming in the background. It’s not professional and I don’t like doing it. Email communication should be wide open, though. Email leaves a great virtual paper trail, and I use it to keep track of requested changes, additions, feedback and comments. It’s the year 2010. Get on the email bandwagon.

Chatting online is also great, and I often use Skype to discuss project details or to have an initial consultation. Ask your designer if they are available by chat, email, or phone, and ask what hours are acceptable to contact them. Some designers do not work normal business hours. For example, I work from 5 am until 7 am, get my kids fed, clothed, and ready for school, then work from 10 am until 2pm. Sometimes I work evenings. Sometimes I get up and work at 4 am. Every designer is different. Just remember that 8-5 is not the norm for some designers.

What if You’re Not Happy?

Not every designer-client relationship works out, and sometimes projects need to be “killed.” This simple means that work on the project ceases. Every designer has a slightly different policy, but most require a percentage of the project total to be paid, based on the amount of work already completed. Very few designers offer refunds, as they have already put in the work. If you are unhappy, some designers will offer you a free project of some sort – like a business card design or a web advertisement – but very few will actually refund your money. Keep this in mind as you weigh the pros and cons of killing your project. It may be worth it to just push through and be done.

I hope this article gives you a good idea of what to expect when you begin working with a designer. Please keep in mind that not all designers have the same work process. This is meant to be an overview of how some designers work.

Next in the series – That’s a Wrap! Finishing Your Project.

For my next installment in the series of working with a web designer, I will decode the mysteries of actually choosing your designer. It’s not as simple and easy as it sounds – especially if you are unprepared.

Before you choose a designer to work on your project, you should complete the steps outlined in the first installment of this series – In the Beginning. In that post, I talk about some things you can do to prepare yourself for working with a designer. You’ll be much better off if you’re prepared when you start looking for someone to work on your project.

So, now that you’re prepared, how do you start looking for the perfect designer? Here are a few ways to get started:

1. Referrals. Did someone you know just have a killer website designed? Do you like the site and the style it uses? Ask your friend about the designer. (See “Questions You Should Ask References,” below.) If the designer gets a good recommendation, get their contact information.

2. Google. Search engines are your friend! If you prefer to look for someone local, search for “Tulsa web designer” or whatever your town or state may be. If you have a specialized project, like a non-profit website or eCommerce, search specifically for designers and developers that specialize in that area. See what comes up. Go through the results, look at portfolios, read blogs, check out their styles. If something catches your eye, put them on a list to contact.

3. Twitter and Facebook. Send out a Tweet to ask for recommendations. It never hurts, and you may get a few designers to respond directly. Just check out their work before you ask for a quote.

4. Freelance websites like Elance. If you can’t find anyone using the above methods, you can post a job on Elance and see what you fetch. Many freelance designers hang out there and you’re likely to get good work for a decent rate. Just be careful, read reviews, and don’t work with anyone who can’t communicate well in your language.

How to Decide if the Designer is the Right One for You

Once you make contact and outline your project (don’t forget to give details and budget information), you may have a few potential designers to choose from. If the estimates you get from the various designers are close in cost, you may have to use factors such as communication style, art style, friendliness, or experience to help you determine who to choose.

A good place to start is your gut feeling. If the designer is easy to communicate with, helpful, knowledgeable, and highly recommended, you may have your person. If you feel “iffy” about the designer, it may be best to keep looking.

You can always ask for references, if you feel comfortable calling them. And all designers should be willing to give you  at least one or two people to call or email about their work.

Questions You Should Ask References

1. Does the designer communicate well? This is key to the success of working with your designer. If they don’t communicate well, you may feel “in the dark” about your project. This can lead to sour feelings and bad experiences. Make sure they are available by email during reasonable hours, but don’t expect them to be available by phone. They should be able return all emails within 1-2 business days, but the nature of the business makes it difficult to take calls. This is especially true for designers who work from home and have small children…ahem.

2. Did the designer treat you like a “difficult” client or make you feel like your requests were bothersome? In other words, were they professional? Some designers aren’t the best at customer service, but some are. Even though some clients do ask for things outside the scope of their projects, good designers will gently but firmly explain that a task is not included in the project budget. A good designer will not make a client’s request seem troublesome.

3. Was the project completed within a reasonable time frame? Design work takes a lot of time over the course of several days, weeks, or even months, for larger projects. However, if the designer drags their feet on the project, it could take longer than needed to be finished. Remember that your project is probably different than the person you’re speaking with, so you can’t necessarily expect the same time frame. It also helps to keep in mind that even though you were quoted 6 hours for your project, that 6 hours won’t be done in one day. On any given day, a designer must juggle several projects, emails, invoicing, and all kind of non-billable items that require them to spread their projects out over a period of days or weeks.

General Advice for Choosing a Designer

1. Try to avoid working with a designer who does not have a portfolio. They may say, “Oh, I don’t have time to make one,” but that’s no excuse. You must see examples of their work.

2. If you’re on a tight budget, you might consider working with a student. Don’t expect them to know how to handle some situations, though, and don’t expect to get high-quality work. In this business, you usually get what you pay for.

3. If you don’t have a lot of money to spend, don’t expect a fancy logo and website. Fancy, intricate designs and websites can cost literally thousands of dollars. Don’t expect perfection in user experience and illustration if you don’t have the budget for it. Start small and spend the big bucks later down the line – once you’ve made some money.

That should give you a good start for choosing your designer. Next in the series – Getting Started with Your Designer.

So you want to start a business (or revamp an old one)? Great! You probably want to nail down a solid brand for your new venture. What’s the next logical step? Start shopping for designers. NO! Wrong answer. And you thought you were ready! Not so much.

In the coming weeks, I will write a series of posts that outline the various stages and actions that occur when you are working with a designer. Today’s post is all about the beginning. This is what should happen BEFORE you start looking for a graphic or web designer to develop your brand.

These tips and advice should not be taken as the only way the creative process takes place, but rather as a guide for how it can be made simpler and less expensive for both you and your chosen designer.

1. Decide on a business name. This does not mean you can pull words out of thin air and jumble them together a la “Facebook.” This means you need to do some research. Find out who your competitors are, what their names are, and what their brands are all about. Remember – the goal here is to stand out from the crowd. You do not want anything similar to your competitors for both logical and legal reasons. Pull out the thesaurus and look up words that speak to you. There are tons of articles and websites dedicated to naming a business. Just be as thorough as you can when choosing a name, and be sure to check on the domain name possibilities to make sure you have options for your website domain. Type all your name choices into Google and see what comes up. You’d be surprised.

(As a side note, I included this step because it is important for you to have a clear idea of what you want your business to “look” like. Part of that is choosing a good name that is meaningful to both you and your clientele.)

2. Check out your competitors. This goes hand-in-hand with number one. If you don’t know what your competitors are doing, how will you know what kind of website or logo you want to have for your own business? Do. Your. Research. A designer will also check out your competitors, but it is your responsibility as a small business owner to have some basic ideas for your logo and website. Your designer can’t just pull ideas out of thin air. And, if you require the designer to do all of the research for you, you can bet your last buck that you will be paying more for their services. Time is money, folks.

(Make notes and share them with your chosen designer. Keeping track of links and images you like will help your designer in the creative process.)

3. Know your clients (or potential clients). The designer can’t tell you who to market your services or products to. The designer is NOT the expert in your field. YOU are. Don’t expect them to just know. Write out a detailed and well-researched description of who your customers are. I can guarantee that this will affect the outcome of your design. It will if you’ve hired a good designer, anyway.

4. Know what you want. This should come naturally if you’ve done steps 1-3. There’s nothing that makes the design process more difficult (and expensive!) than an indecisive business owner. Come to your designer prepared, with notes, and with a clear idea of your business goals. The less time the designer and you spend on making revisions to your designs, the less money you will spend.

5. Know your budget. Know exactly what you want to spend on your logo and website. This may require a little research for the going rates for logos and websites, but keep in mind that a good design doesn’t have to cost you your firstborn child. Be sure to share your budget with your designer. Most will ask for one. If you don’t share it, the designer may go overboard and you’re stuck with a bill you can’t afford, or features and services you don’t need or want. If you have $500 to spend, ask the designer what you can get for that. If it’s more than you need, ask what you can get for $400. Don’t be afraid to ask for a quote.

6. Prepare your mind. Remember that you may not get the designer you want because of availability or pricing issues. It may take weeks or months to find the right person for the job. Prepare yourself for weeks of creative development. These things don’t happen in a day. Plan for your business launch to take place when your branding and website are complete, and prepare your mind that this timeframe will probably be a couple of months out, in some cases.

Always remember that the designer can’t read your mind. You must communicate, you must be prepared, and you must be open-minded and flexible on some things. Securing a logo and website for your business does not have to be difficult. Knowing what to expect should help ease your fears about working with a designer and should help you understand where the designer is coming from.

Next in the series – Choosing a Web Designer. Have more tips for preparing to work with a designer? Please share!