As a freelance designer, I find I often have questions about how best to manage my business when it comes to client interactions and services. How best should I set my payment terms? What ownership rights do I have on original works? Should I do that spec job even though it means practically working for free?
Below are some tips for those most common situations all freelancers will face at some point in their careers.
1. Get it in writing
Get project scopes explained fully and make sure both sides understand exactly what’s being done (specific constraints, milestones, revisions, changes, pricing, timeframe, etc.).
Use a contract if possible, or at least get it all in email.
Smashing Magazine had a useful list of contract templates and other legal documents designers will find invaluable. You can also visit docracy the webs only collection of free open source legal documents.
2. No spec work
Do you remember the time when you were just starting out as a designer and would have gnawed off your left foot for a job?? Yeah well, turns out there are plenty of not so ethically inclined businesses out there that know just of your predicament. If you ever see something like “We’re asking for examples from different firms/people” or “We’d like to see what ideas you have first,” politely explain to the client that you don’t work for free. You’ll run the risk of not getting paid and–worse–the possibility that the client uses your work anyway. You don’t get to sample the steak before you eat it.
Check out NO!SPEC for more.
3. Upfront payments
Those who argue to pay upfront won’t pay after anyway. 50% upfront, 50% at end (or 1/3, 1/3, 1/3) is standard practice; anyone who doesn’t think that’s fair is going to treat you poorly with money.
4. Never send final work before final money
“End of project” means “once the client gives the okay, but before final work is sent.” Don’t send a website live before you have the money, and don’t send vector/hi-res graphics files for print. Use your own hosting (mywebsite.com/projects/project_name), and send low-res/raster files.
5. Have a good understanding of Ownership of Artwork
One of the most valuable rules as a designer is understanding that you own copyright in your work. It’s a good idea as early as possible in your career to determine what ownership rights you want to retain as a designer when it comes to original artwork and digital files and put that in your contract.
First, it is important to know that under copyright law, when you work as a freelancer (or “independent contractor”), you are the “author” and copyright owner of your work, even though your client is paying you to do it. The Designer has the right to retain ownership of all original artwork or digital files, whether preliminary or final. If the client would like transfer of ownership of all rights, then this needs to be reflected in your rates.
6. What Logo files are common to supply to clients
With the last tip in mind, this leads us straight into our next tip and common question new designers might have. What logo files should I supply to my client?
More often than not when asking a client for their current logo, I am provided with a file format that is less than desirable for the project or situation.
Although this can be argued both ways, I’ve seen both instances where it was logo designers responsibility to provide the proper deliverables or the client was using an improper method of creating their logo.
Below is a list of deliverables you should be giving your clients.
File formats
EPS- A versatile vector format of the logo
jpg and gif- Although it can’t be scaled these formats are most convenient for web and internet use.
TIFF- A TIFF is a widely supported file format that works in just about any program. A TIFF is of higher quality than JPG or GIF, but not vector-formatted like an EPS.
Versions
Full Color
This should need no explanation, but provide your clients with a full colored, CMYK file for the printed file formats (EPS, TIFF) and RGB for the web formats (JPG, GIF). This way they don’t experience strange color issues when printing and will save them money with their printers.
Black and Reversed Logos
A well designed logo should not only work in color but also in black and white (reversed-out) versions.
Make certain to convert your in-color logos to both black and reversed-out so your clients logo can work in ANY situation.
7. Look for red flags. Run for the hills
As you become more experienced as a designer you will be able to look out for warning signals. A client who tells you they have design skills or experience or an “eye” can be trouble because he or she will likely not respect your ideas. Design by committee–that is, a group of people who must approve your work, rather than a single point person–is trouble because it invites the too many cooks to the kitchen. Watch out for things like “this will look great in your portfolio.” That generally means “we don’t want to pay you.” Also, in job listings, “Code ninja,” “Design warrior,” or other meaningless phrases tend to signal the person who wrote the listing doesn’t understand much about the topic and wants the reader to feel like their firm is hip and trendy. Other notables, and their translations:
This will lead to paid work.
I don’t want to pay you, and I will have an excuse later as to why it didn’t lead to paid work.
It won’t take long.
I have no idea how long it should take, nor do I care; I just know that I want to pay for 10 minutes of work.
Feel free to just be creative.
I’m not sure what I want, but I’ll know it when I see it.
Let your creative juices flow.
I have no direction for you and want to see a billion styles for the price of one.
Think outside the box.
I’m under the illusion that “different” automatically means “better.” Also, I was born in 1937 and haven’t updated my idioms.
Frankly, there are a huge number of things that could fall under the “red flag” heading, and an entire list could be dedicated solely to it. Just be aware. Don’t turn away clients automatically, but also be aware of things that will cause you headaches and be more trouble than they’re worth.
8. Avoid working for friends and family
As good of an idea it can seem at the beginning of the project, working for friends or family isn’t always advisable. This is because money can be a touchy subject with some people, and it isn’t worth ruining a relationship over work. If you’re going to work for friends or family, make the constraints of your terms and particularly your fees all the more clear. If you give friends a great price because you know them, you might get bitten in the ass later and be asked to do more work than you than you expected.
9. Take every opportunity to learn new things
Don’t be nervous about taking on things that you aren’t sure you can do, because you’ll figure it out–necessity is the mother of invention. Even though at first you may not think the job brief suits your skill set, if it still falls under design you should probably attempt it. From your master skill–design–you should at least know a bit about all the skills that touch it. It will make your work better.
10. Reputation is everything
Get good clients early on, and you can choose your work down the road. Think of the kind of designer/worker you want people to think of you as. Be that.
There are so many other situations and questions you will come across as a freelance designer, but always keep these tips in mind for an easier path as you go along.
