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How can you accurately estimate project duration for graphics projects?

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Estimating project duration is a crucial skill for graphics professionals, as it affects your reputation, income, and client satisfaction. However, it can be challenging to account for all the factors that influence how long a graphics project will take, such as complexity, revisions, feedback, and interruptions. In this article, you will learn some tips and techniques to help you accurately estimate project duration for graphics projects and avoid missing deadlines or undercharging.

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Vance Joseph Alorro

Delivery Team Lead for Advisory | Presentation/Graphic Designer | Deals (Visual, Media and Communication Services)…
Jared Forts

Owner - Forts Studios Graphic Design and Photography

1 Break down the project

The first step to estimate project duration is to break down the project into smaller and manageable tasks, such as research, sketching, design, refinement, and delivery. This will help you to identify the scope and requirements of each task, and to allocate time and resources accordingly. You can use tools like Gantt charts, mind maps, or spreadsheets to visualize and organize your tasks and subtasks.

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2 Estimate time for each task

The next step is to estimate how much time you will need to complete each task, based on your experience, skills, and productivity. You can use different methods to estimate time, such as historical data, analogy, expert judgment, or parametric estimation. However, you should also consider the uncertainty and variability of each task, and add some buffer time to account for possible delays, errors, or changes. A common technique to do this is to use the three-point estimation method, which calculates the expected time as the average of the optimistic, most likely, and pessimistic scenarios.

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Vance Joseph Alorro

Delivery Team Lead for Advisory | Presentation/Graphic Designer | Deals (Visual, Media and Communication Services) ex-EY | ex-Henkel | ex-Integreon
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For presentations / proposal projects estimation for each slide / page is crucial as each slide has its own complexity at differ from the rest.

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3 Add contingency time

Even if you have estimated time for each task, you should also add some contingency time to your overall project duration, to cope with unexpected events or issues that are beyond your control, such as technical problems, illness, or client requests. Contingency time is a percentage of the total estimated time, and it depends on the level of risk and uncertainty of the project. A typical range is between 10% and 25%, but you can adjust it according to your own judgment and experience.

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Vance Joseph Alorro

Delivery Team Lead for Advisory | Presentation/Graphic Designer | Deals (Visual, Media and Communication Services) ex-EY | ex-Henkel | ex-Integreon
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Adding contengency time is very valuable as it helps if something along the way you encounter an unforseen situation which takes more time and here takes place the contengency time you added.

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Jared Forts

Owner - Forts Studios Graphic Design and Photography
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Accounting for contingency time is one of the most important pieces of advice in this article. The times that I have fallen short on an estimate are the times that something totally unexpected came up. None of us has a crystal ball. So I always build in some extra time just in case. That way I cover my own backside, and if I don't need that extra time then the final invoice comes in under budget. It's a win-win!

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4 Communicate with your client

Another important aspect of estimating project duration is to communicate clearly and frequently with your client, to set realistic expectations, avoid misunderstandings, and get feedback. You should inform your client about your estimation method, assumptions, and deliverables, and ask them about their preferences, deadlines, and budget. You should also update them on your progress, milestones, and any changes or issues that may affect the project duration. By doing so, you will build trust and rapport with your client, and increase the chances of a successful outcome.

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Vance Joseph Alorro

Delivery Team Lead for Advisory | Presentation/Graphic Designer | Deals (Visual, Media and Communication Services) ex-EY | ex-Henkel | ex-Integreon
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If something along the way you encounter difficulties and it might take some time you should at least inform the client ahead of the deadline and provide plan in case the client needs it on the original deadline, like you could tell a client that on the original plan you could provide what has been done or completed and the rest to follow, and if the client agrees with the push back deadline then its good, I think it is better to have at least 2-3 hours notification or better way ahead of the due time.

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5 Review and adjust your estimate

Finally, you should review and adjust your estimate regularly, as the project progresses and new information becomes available. You should compare your actual time with your estimated time, and analyze the causes of any deviations or discrepancies. You should also consider the feedback and requests from your client, and how they may impact the project duration. If you need to revise your estimate, you should communicate it to your client as soon as possible, and explain the reasons and implications. By doing so, you will improve your accuracy and reliability, and learn from your mistakes.

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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 can you accurately estimate project duration for graphics projects?

1

2

3

4

5

6

1 Break down the project

2 Estimate time for each task

3 Add contingency time

4 Communicate with your client

5 Review and adjust your estimate

6 Here’s what else to consider

Graphics

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How can you accurately estimate project duration for graphics projects?

1

2

3

4

5

6

1 Break down the project

2 Estimate time for each task

3 Add contingency time

4 Communicate with your client

5 Review and adjust your estimate

6 Here’s what else to consider

Graphics

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