From Concept To Commission: How To Minimize Revision Limbo And Get Your Project Deposits Earlier In The Process

A designer gives an initial design (concept) to a client on Tuesday, and the client responds quickly: “I like it, I’d like a couple of small changes.” On Thursday, the designer receives another message with some additional notes. Then there is no further communication. One week later, the client returns with additional changes and a completely new idea, which takes the project in a different direction. The project is always in flux, but never really progresses.

Many designers know what we are talking about. The cycle of revisions is much longer than anticipated, project deposits are delayed, and many project ideas are stuck in a state of perpetual feedback and ambiguity. There are a few easy-to-implement structural processes that can reduce the amount of revision limbo and help you get your project deposits sooner.

Working on Projects Without Establishing a Structure to Manage Revisions

The most common way revision limbo starts is before you have ever opened the first Design file. The client and designer reach an agreement on a project, but never specify how revisions will be handled.

A potential solution is to clearly outline the number of revisions allowed in your proposal. Some designers use a format such as three initial concepts with two rounds of revisions. If all revisions are exhausted before completion, the client must then engage in a paid hourly phase of the project.

Sharing Concepts Before Securing a Client Deposit

Some designers present their design concepts before receiving a deposit to foster trust and/or keep the project moving forward. Presenting concepts before receiving a deposit can create problems. The client may not make timely payment for the completed work or may cease to communicate altogether.

A better way to proceed is very clear. Send the client the deposit invoice before presenting the first design concept(s). Many freelance designers use online payment processing services that allow clients to make direct payments from the invoice page upon receipt.

Explaining the Design Process During the Initial Presentation of Concepts

Designers often send the artwork alone. The client’s primary concern is generally with the artwork’s surface aspects. For example, a logo color may be changed solely because it “doesn’t feel right,” even though it was chosen to support the overall branding strategy.

Waiting Until the Final Deliverable to Request Payment

In many cases, projects are nearly completed before the last payment is requested from the client. Often, the urgency to pay decreases as the client has had possession of the designs for some time.

One way to stabilize the payment process is to divide the project into discrete phases. Typically, a payment schedule would include a deposit, a payment for the concept approval phase, and a final payment before delivery of the production files.

Creating a Bridge Between Work and Payment

Revision limbo generally occurs when a project’s structure is too flexible. The lack of defined revision processes, the delay in securing deposits, and the ambiguity in decision-making create conditions in which work will continue to be performed without meaningful progress. Making minor changes to a project’s structure can increase stability.

Establishing limits on revisions, collecting deposits before beginning work, routing feedback through a single contact person, explaining the reasoning behind concepts, and dividing payments throughout a project’s phases are all solutions that do not create rigidity within the project, but rather provide a framework that protects both the designer’s time and the client’s expectations. As a result, revisions will occur more rapidly, and deposits will be received on time.