What's the best way to estimate a graphic design project's scope and timeline?

1 Define the project goals and deliverables

Before you start designing, you need to have a clear understanding of what the client wants and expects from you. What is the purpose, audience, and message of the project? What are the specific deliverables and formats that you need to produce? How many rounds of feedback and revisions are included? Having a detailed brief or proposal that outlines the project goals and deliverables will help you avoid scope creep, misunderstandings, and conflicts later on.

2 Break down the project into tasks and subtasks

Once you have defined the project goals and deliverables, you need to break down the project into manageable tasks and subtasks. For example, if you are designing a logo, you might have tasks such as research, sketching, digitalizing, refining, presenting, and finalizing. Each task might have subtasks such as gathering inspiration, creating variations, applying color schemes, etc. Breaking down the project into tasks and subtasks will help you estimate the time and effort required for each step, as well as track your progress and milestones.

3 Estimate the time and resources needed for each task and subtask

After breaking down the project into tasks and subtasks, you need to estimate the time and resources needed for each one. This can be tricky, as different tasks might require different skills, tools, and levels of creativity. You might also encounter unexpected challenges, delays, or changes along the way. To estimate the time and resources needed for each task and subtask, you can use various methods, such as historical data, industry standards, expert opinions, or your own experience. You can also use tools such as time-tracking apps, spreadsheets, or project management software to help you organize and calculate your estimates.

4 Add a contingency buffer and communicate your timeline

Once you have estimated the time and resources needed for each task and subtask, you need to add a contingency buffer to account for any uncertainties, risks, or emergencies that might arise during the project. A contingency buffer is a percentage of extra time or money that you add to your original estimate to cover any unforeseen circumstances. The size of the contingency buffer depends on the complexity, uncertainty, and urgency of the project, as well as your own confidence and reliability. A common rule of thumb is to add 10-20% to your estimate as a contingency buffer. After adding the contingency buffer, you need to communicate your timeline to your client and make sure that they agree and understand the expectations and deliverables.

5 Review and adjust your estimate as needed

Finally, you need to review and adjust your estimate as needed throughout the project. Estimating a graphic design project's scope and timeline is not a one-time activity, but an ongoing process that requires constant monitoring and evaluation. You need to track your actual time and resources spent on each task and subtask, compare them with your estimate, and identify any gaps, errors, or changes. You also need to communicate with your client regularly and update them on your progress, achievements, and challenges. If there are any significant deviations or modifications to the project scope or timeline, you need to renegotiate the terms and expectations with your client and revise your estimate accordingly.

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?