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How do you set clear client expectations and scope?

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As a web designer, you know how important it is to set clear client expectations and scope before starting a project. Without them, you risk wasting time, money, and energy on revisions, misunderstandings, and conflicts. But how do you communicate effectively with your clients and define the scope of work in a way that benefits both parties? In this article, we'll share some tips and best practices on how to set clear client expectations and scope for your web design projects.

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Anna Byra

Helping SME to cut through the noise. Digital Marketing Freelancer at AB Design & Marketing Studio.
David Pinilla

SVP Technology & Business Intelligence en Asylum Marketing

1 Know your client's goals and needs

Before you agree to take on a web design project, you need to understand your client's goals and needs. What are they trying to achieve with their website? Who is their target audience? What are their main pain points and challenges? What are their preferences and style? Asking these questions will help you get a clear picture of your client's vision and expectations, as well as their budget and timeline. You can use a questionnaire, an interview, or a discovery session to gather this information.

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Anna Byra

Helping SME to cut through the noise. Digital Marketing Freelancer at AB Design & Marketing Studio.
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Instead of solely focusing on the client's objectives, strive to establish shared goals that align with the client's vision and your expertise as a web designer.

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Virginia F.

Non-Profit Program Director | DE&I Professional | Head Trainer
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I typically like to start with a conversation around site launch. From there, assuming their launch date is reasonable given the size of the site as well as the size of the team contributing, I work backwards with the client to determine due-dates for all deliverables on my end and from them. Don't forget to discuss any vacations or busy times for the client and yourself! For the small non-profit sites that I tend to work on, with 50 or fewer pages, I can typically work with my clients to do a soft launch within 8 weeks.

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Wilfried Jauffret

Freelance Social Media et Community Manager
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Réaliser un cahier des charges, puis une maquette papier, une charte graphique, les liens que l'ont veut , un seo bien défini et un crawling du site pour ne rien oublier. Faire des points régulièrement

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Mikolá? Voborsky

Webové stránky v Apadore | Spoluzakladatel v Nevyhasni
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Don't underestimate this part! Truly understand clients' goals and needs so you can create the perfect strategy and website for them. This will result in delivering exactly what is needed, not what is wanted. Often clients want something that does not make sense from the business perfective and you should based on their goals and needs understand this and aim them in the right direction.

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2 Define the project scope and deliverables

Once you have a good understanding of your client's goals and needs, you need to define the project scope and deliverables. The scope is the extent of the work that you will do for your client, and the deliverables are the tangible outcomes that you will produce. For example, the scope may include the number of pages, features, and functionalities that you will design, and the deliverables may include the wireframes, mockups, and final website. You should document the scope and deliverables in a written agreement or contract that specifies the details, deadlines, and milestones of the project.

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David Pinilla

SVP Technology & Business Intelligence en Asylum Marketing
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Para establecer expectativas y alcance claros del cliente, es fundamental definir el alcance del proyecto y los entregables. Esto implica identificar los objetivos, los requisitos funcionales y no funcionales, y los resultados esperados. También es crucial establecer líneas de base claras para medir el éxito y comunicarlos de manera efectiva al cliente. Al hacerlo, se garantiza que todos estén alineados y que el proyecto tenga un rumbo claro desde el principio.

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Mikolá? Voborsky

Webové stránky v Apadore | Spoluzakladatel v Nevyhasni
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Based on the goal and needs, spend time crafting the solution. Don't be afraid to spend the time here. Think about the number of pages needed, revisions, the animation complexity & other essential parts. Clearly define deliverables and outcomes in the proposal so they know exactly what they are paying for and WHAT for.

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3 Communicate frequently and clearly

Communication is key to setting and managing client expectations and scope. You should communicate frequently and clearly with your client throughout the project, from the initial proposal to the final delivery. You should update your client on the progress, challenges, and feedback of the project, and use tools like email, phone, video call, or project management software to stay in touch. You should also set clear boundaries and expectations for communication, such as the best times and methods to reach you, the response time, and the frequency of updates.

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Anna Byra

Helping SME to cut through the noise. Digital Marketing Freelancer at AB Design & Marketing Studio.
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Regular updates keep the client informed about project progress, challenges, and feedback and demonstrate your commitment to transparency and collaboration.

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Mikolá? Voborsky

Webové stránky v Apadore | Spoluzakladatel v Nevyhasni
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Communicate fast. Always. Reply fast. If you take time to reply, your client will adjust to it, and reply fast as well. Add urgency and the need to always push the project forward.

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4 Manage changes and feedback

Changes and feedback are inevitable in any web design project, but they can also cause scope creep and confusion if not handled properly. You should have a clear process for managing changes and feedback, and communicate it to your client from the start. You should define how many revisions and iterations are included in the scope, how to request and approve changes, and how to handle additional work or requests that are out of scope. You should also be open and honest with your client about the impact of changes on the budget, timeline, and quality of the project.

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Husain Tezabwala

White-label UI Design & Web Development on WordPress and Shopify for Digital Marketing Agencies | Co-founder @ Digital Kalakari
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Changes can be implemented without disrupting the sprint backlog. They can be added to the product backlog, where their priority can be discussed and determined. Subsequently, the backlog can be groomed to accommodate these changes accordingly.

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Wilfried Jauffret

Freelance Social Media et Community Manager
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Comme tous les projets, il existe des logiciels qui permettent de travailler en équipe avec une échelle de temps, commentaires, finances , délai de livraison...

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Mikolá? Voborsky

Webové stránky v Apadore | Spoluzakladatel v Nevyhasni
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This is a big one. You need to communicate this from the beginning. If you do not define this from the beginning, it is more and more challenging when you are in the project. Always be open about it, and do not be afraid to speak about it with the client.

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5 Deliver quality and value

Finally, you should deliver quality and value to your client by meeting or exceeding their expectations and scope. You should follow the agreed-upon scope and deliverables, and ensure that your web design is functional, user-friendly, and aesthetically pleasing. You should also test your web design for errors, bugs, and compatibility issues, and fix them before delivering the final product. You should also provide your client with training, documentation, or support to help them use and maintain their website.

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Arsalan Mithani

Empowering Businesses with WordPress Brilliance | 12+ Years in Crafting, Fixing & Elevating Websites | Pro WordPress & CMS Solutions
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Crystal clear communication is absolute necessary. Understand requirement, set clear scope of work, try to deliver a day before the deadline & most importantly do not overcommit. Don't promise things you cannot do.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you set clear client expectations and scope?

1

2

3

4

5

6

1 Know your client's goals and needs

2 Define the project scope and deliverables

3 Communicate frequently and clearly

4 Manage changes and feedback

5 Deliver quality and value

6 Here’s what else to consider

Web Design

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How do you set clear client expectations and scope?

1

2

3

4

5

6

1 Know your client's goals and needs

2 Define the project scope and deliverables

3 Communicate frequently and clearly

4 Manage changes and feedback

5 Deliver quality and value

6 Here’s what else to consider

Web Design

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