Posts Tagged ‘Graphic Design’

The Art of Creating Proposals your Clients will not Refuse

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The most successful and important proposal in my life was a quick win. With the ring decision aside, it was based on three fundamentally important ingredients: clarity, timeliness and problem-solving power. My intentions were clear and unambiguous, the offer was made in due time and solved a relationship evolution dilemma that all couples inevitably face, sooner or later.

Simply put, it was a win-win that both of us have been enjoying ever since. But can this personal success tactic be easily copied and applied to an online business, where mutual interest is short-lived, where opportunities may suddenly come in plenty and vanish just as fast, and where competitors line up to pick your client an instance after you make a mistake?


Proposal and Contract image from Shutterstock

Turns out it can – given that you have the right attitude and tools.

Imagine that you have been building up a pre-sale relationship with a client for some time (it doesn’t matter whether it’s been hours or months) and you need to make the final move and present your proposal. Although few of us actually manage to roll a perfect strike with the first ball and meet all of the customer’s expectations to the last point, the goal is that you do, or at least come close. Having a well-structured and detailed proposal submitted which leaves no room for ambiguous interpretation of its clauses usually gets the first prize or unlocks the door to further negotiation, leaving your competitors behind.

This is exactly why your proposals should be prompt and well rounded, and every person on your sales team should follow this rule. Your guys can achieve this goal with efficient communications, thorough analysis of requirements and also with an impeccable presentation of your ideas. If you think you score high on these requirements, ask yourself a question:

Do I send prospective customers proposals that really stand out from the crowd of similar quotes?

If you paused for more than a couple of seconds, the answer is most likely no.

Solution

Follow these recommendations to create great looking and easy to interpret business proposals:

Address the problems identified by the client (or deduced by you from the client’s RFP) in your document and describe how the proposed solution will solve them. Any project or effort must solve a problem or even several problems at once– otherwise, it not worth starting altogether. The value of your proposal lies in its problem solving power and transparency, not in a perfect description of a complex system with a vague purpose. For example, if you are a fruit wholesaler or an owner of a small deli shop supplying premium bratwurst to local sport pubs, this principle applies to your business just as much as a web design outfit. Smaller daily shipments of fresh oranges can help a juice factory optimize its work flow, while a steady supply of top-notch sausage can easily increase customer loyalty at your client’s pub. These are two problems solved – and all of these seemingly minor details can and should be reflected in your proposal.

Be very clear about the items you are quoting on. Don’t let vague definitions appear on your list. The fewer questions the client has about your initial cost breakdown, the better. If you can’t explain the scope or meaning of a proposal item on the spot, you may lose what little credibility and trust you’ve managed to win so far. Avoid terms like “miscellaneous”, “other” and – God forbid! – “etc”. Lack of clarity creates understandable suspicion and can also be used against you later on with references to these vaguely described items.

Be sufficiently detailed. A very general quote always incites customers to ask for more details. However, an extremely detailed breakdown may also raise questions (e.g “How come this will take you 2 hours? I can easily do it on my own in half this time!”) and leave no room for a risk buffer. So the rule of thumb here is to provide customers with just enough information for them to be happy and ask a minimum amount of questions (if at all). So unless your lead is a deeply technical person (and you are OK dealing with such an inquisitive and all-doubting client-to-be), try keeping things on a layman’s level to prevent unnecessary and time-consuming negotiations.

Do your math homework. Always check and double-check numbers. Miscalculations tend to create a bad impression with customers who look for perfect accuracy from day one. Utilize an Excel spread sheet to eliminate errors, or you can resort to specialized online proposal management services to create mathematically sound proposals.

Keep the timing right. Being the first one to submit a proposal does not necessarily mean you are going to win the bid. Sending your proposal too soon is risky if it is not yet a quality contract, so take your time and do your best work possible – but keep in mind that time is of the essence.

Be creative. Customize your proposals. A document with a nice header, footer, proper formatting and a click-able table of contents will definitely score higher than a lackluster list of items that is hard to navigate, so do your best to make your proposal aesthetically pleasing. If you are a design company, make this proposal a demonstration of your skills. If you are quoting for business analysis and application modeling services, make sure that the client sees how good you are at interpreting high-level business requirements into specific tasks and pieces of functionality. Be professional and creative – and rest assured that your client will notice your efforts.

Here is one BIG tip that will really aid you in this process. To make things easier on yourself, you can use specialized tools for proposal creation and editing, one great example being QuoteRoller.

But the bottom line is this: don’t rush and don’t be late with your proposals, suggest possible solutions of the client’s problems and be creative. If you did everything right, there is a pretty good chance that your client will give your proposal the green light and your pre-sale relationship will finally turn into a successful commercial marriage.

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Designers’ Guide to Float through the Invoicing Process Successfully

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Designers are one of the most interesting professionals of the world. They love their work and do it at their best; however, most of them absolutely freak out when the project comes down to the invoicing process. Basically, all creative professionals find it difficult to handle the money matters, however, money is what they work for and money is what runs all the business. Therefore, it is absolutely crucial for designers to deal with this nightmare in order to run a thriving business.

The efficiency of the invoicing process is integral in maintaining a healthy cash flow of your business. Smart invoicing enables you to streamline the payments from multiple clients and enables you to get paid in time and according to your desire. No matter what your current invoice process is, you can take steps to help improve both timely payments and customer relations.

Automated Invoicing vs. Manual Invoicing

If you are a salaried designer, your invoicing and billing is taken care of by your employee, however, invoicing is actually a menace for freelance designers who constantly have to generate invoices for their projects. Since, sending quotations and invoices is an important part of your work; it is important for you to decide whether you want to go for automated invoicing or just do it manually.

According to the data management company Formscan as per their recent survey, 48% of UK’s businesses still use entirely manual invoice processing systems. This is very typical of orthodox organizations to have strange hesitation towards automated processes, however, these days a lot of software and online tools are available to make things easier for the people (like freelance designers) who handle multiple responsibilities at work. No matter you opt for a server-based invoicing or a computer-based online invoicing, finding the right one is your task and with some good research it is not really that hard.

Automated Invoicing vs. Manual Invoicing

First Thing First, a Background Check

In order to conduct a smooth invoicing process, you should be careful in the very first place. Before getting into a legal contract with a certain client, it is suggested that you conduct a background check of the client’s payment habits. You can do so by doing a little research about the client’s reputation in the market regarding payments.

Moreover, (though companies don’t usually share their financial information with outsiders) if possible, you can ask your client to provide you with information regarding their outstanding bills and payments. A background check will enable you to figure out how seriously this client is going to take you billings.

First Thing First, a Background Check

Map out Your Invoicing Terms

When you are dealing with different clients at the same time, chances are that you may easily get dodged when it comes down to the financial matters. Most of this dodging happens when certain confusion arises between the two parties. Therefore, in order to minimize any confusion what so ever, it is good to map out some invoicing terms and present them to the clients beforehand. Some of the most important things to highlight can be:

  • • Determine your advance fee
  • • Number of days you would need to complete the task
  • • What is going to be the fee which you will charge in case of late payments
  • • Whether you will deliver the completed project before or after the complete payment
  • • What will you charge in case of re-do
  • • What should be the mode of payment

Although there will be situations when you will have to bend a few laws, however, try to stick to these principals as much as possible.

Map out Your Invoicing Terms

Detail of Charges

It is always a good idea to avoid any surprises in your bills. Therefore, provide a comprehensive detail of charges in your invoice i.e. you have charged the X amount for the XYZ service etc. If you don’t give the details and roll out a lump sum invoice, there are chances that the client gets confused and resulting in an unwanted payment delay. Although you can do it in the manual invoice as well, however, almost all invoicing systems have this feature by default or allow you to customize your bills accordingly. Remember, that the clients have all the rights to know what services they are being charged for.

Detail of Charges

Provide Multiple Modes of Payment

In the world of cut-throat competition, the standout factor is what vouches your success. Especially, if you have plans to convert part-time freelancing into a full-time freelance career, it is important for you to discover and develop your standout factor that will enable you to survive in the freelance world of growing competition. This standout factor may be your client dealing, special discounts, a unique way for marketing or some value added service (on-spot delivery, professional copywriting or printing services etc).

Moreover, as mentioned earlier, your clients should be aware of all the modes though with you can accept the payments. Making transaction easier for them and communicating clearly is always a good thing for increasing the likelihood that you will be paid on time.

Provide Multiple Modes of Payment

Follow-up your Outstanding Bills

There are only a bunch of clients in the world who pays their vendors immediately after receiving an invoice from them. A follow-up is thus an integral part of the invoicing process. As your invoices reach their due dates, take out some time to follow-up with the client regarding its status.

As suggested earlier, if you have already mentioned the due date of payment in the invoice, start a gentle follow-up a day before the due date. Once the due date passed, start a rigorous (but not annoying) follow-up till you get paid. Also, keep reminding them that they will owe you some extra bucks for late payment.

Follow-up your Outstanding Bills

Send It to the Concerned Person, Only!

Many designers face the issue to late payment merely due to sending the invoice to the wrong person. This is particularly the case when you are dealing with a large organization where your invoice mostly ends up generating no response when it’s not sent to the concerned person. Therefore, before initiating the invoicing, be sure to know the name and other contact details of its right recipient. This will result in a smoother and faster invoicing process at your client’s end.

Send It to the Concerned Person

Final Thoughts

Although invoicing is a bit difficult and problematic process, nevertheless; as a designer who is making a livelihood through his freelance business, it is absolutely unavoidable. Make sure to be clear in your communication and avoid all kinds of confusions as much as possible. Always remember that invoicing process doesn’t involve sending the invoice only; you need to take different careful steps to ensure its seamlessness.

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Our Top 20 Posts from 2011

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2011 has been Speckyboy’s best year yet in terms of growth. More great readers and followers, more great authors, more great sponsors. However, at the core is (hopefully) great content here on Speckyboy. And just to recap some of our best content, here are our top 20 Speckyboy posts of 2011.

45 Free eBooks for Developers and Designers


This post covers visual design, accessibility, CSS, JavaScript/jQuery, mobile, optimization, UX, and much more. All of the 45 books in this post are completely FREE and can be either downloaded in digital format (PDF) or viewed in HTML format.
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50 Free Tools and Apps for Web Designers and Developers


Here you will find free web design and development tools and apps that will improve your work-flow, resources that will clean and validate code, apps that will allow you to collaborate with any number of colleagues, bookmarklets that let you create mockups within your browser, productivity checklists, sites that will track and keep a watchful eye on your sites, and so much more.
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25 jQuery Plugins to Help with Responsive Layouts


A responsive layout allows you to offer a specific and optimised screen size based on whatever device (mobile, tablet…) the visitor uses. You would typically use Media Queries to resize the overall layout, but what about all of those individual elements and features that make your page unique? Navigation, forms, images, sliders, carousels… they all need to be optimised as well. This post highlights 25 jQuery plugins that will help you optimise and resize those trickier web elements.
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The wireframing process is the straight-to-the-point and completely non-tech stage of any web project. It only requires that you define a skeletal outline of essential page elements such as headers, footers, navigation and content area and should illustrate how to cater and respond to any possible interaction from a user. It is the most important, yet underused, stage of any web or apps development. And this post showcases wireframing and mockup apps that are not only highly effective and easy to use, they are also completely free.
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20 New Frameworks for Web and Mobile App Developers


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30 Fantastic New jQuery Plugins


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40 New Web, Mobile and Application GUI Kits


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40 New jQuery Plugins


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How many colours are there?

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Colour. It’s something that we all use in our web or print work and finding the right colour to highlight, emphasise and stand out from the crowd can be easier said than done. Trying to make a decision about which hex code to use got me thinking, how many colours are there?

3 or 4?

Depending on whether you work predominantly in web or print your answer might be 3 or 4. Red, green and blue or Cyan, Magenta, Yellow and Black.

Why 3 or 4?

Well you might have said 3 colours because Red, green and blue are the (additive) primary colours that are output through your TV, mobile and computer monitor. When added and mixed together these primary colours can produce a whole sub-set of different colours, including white in the right intensity.


Printing Press Inks image from Shutterstock.

But then again, you might have gone for 4 colours, particularly if you are a graphic designer primarily producing print work. Colour printers use cyan, magenta, yellow and black to produce countless secondary colours through a range of different printing techniques: halftone, pantone etc.


CMYK Gift Bag on White image from Shutterstock.

RGB or CMYK both produce a sub-set of colours but at their core are made up from 3 or 4 colours.

216 or 256?

If you’re saving as a GIF or a PNG or creating something for screen you might say 216 or 256 web-safe colours.

Why 216 or 256?

You might have started off saying 256 as this is the number of colours in monitors of the time. A 256 colour display. When saving as a GIF you have the option to save with 256 colours, as a GIF is palette based. If you wanted to reduce your file size of your GIF further you might start to reduce the colours used in the palette while trying to retain the quality of the final image. As the web continues to evolve and Internet speeds keep increasing, file sizes of images will become less of an issue, meaning that you can keep your 256 colours in your GIF.

You might also say 216 as while there are 256 colours in the web-safe palette, operating systems reserved some of the colours for their own use resulting in 216. This number is also easily divisible by 6 and so allows for 6 different shades of red, green and blue to create one colour. These 6 different shades, or hexadecimal, can be used in HTML either through the hex code or through the different RGB values.


Open Pantone Sample Colors image from Shutterstock.

Too many to count?

With all the advances in technology we’re moved on from the initial ‘web-safe’ colours and we’re now enjoying far more colourful days in front of our screens, 16 million colours to be precise. 16384 of which most modern monitors are capable of displaying according to the w3c: www.w3schools.com/html/html_colors

Lynda.com summaries the issue of why web-safe colours were first introduced succiently and is credited as creating the web-safe palette. It’s still an interesting and useful read today: www.lynda.com/resources/webpalette

Does it matter?

Well in a nutshell, yes. With some caveats of course!

If you’re designing for screen, colour, and more specifically colour contrast, can play a huge part in making text accessible to people with visual impairments. Your audience might also be based somewhere without our technological advances and be using a basic monitor and browser and using a colour outside of the web-safe 256 might affect your content/design.

If you’re designing for print using black, how do you make sure that you are using black? While all blacks look the same on screen there can be noticeable differences when printing resulting in a different result than expected: www.printernational.org/rich-black-plain-black.

Interestingly while the number of web colours have increased from the initial web-safe palette, the number of print colours have remained the same since the introduction of the modern process. Although Pantone introduced their Hexachrome system, within recent years, adding orange and green to turn CMYK into CMYKOG.

It’s a colourful life


Color Pencils image from Shutterstock.

At the end of the day it’s a colourful life and there are plenty of resources out there to make life easier for us such as: www.colorsontheweb.com. But it’s important to use colour wisely, it’s easy to get carried away with an entire rainbow at the end of your mouse but keeping it simple will help focus a user’s attention and not overwhelm or distract from what you really want them to focus on, whether it’s a link, email address or text.

How many colours would you say there are? Is it possible to provide a definite answer? Or does it depend on how, or what, you are creating?

You might also like…

25 Free Color Tools, Apps and Palette Generators »
Beginners Guide to Using the Power of Color in Web Design »
Understanding and the Meaning of Color Within Design »
The Complete Web Design Style Series (700 Designs in 14 Categories) »


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