{"id":4409,"date":"2019-12-16T14:13:12","date_gmt":"2019-12-16T13:13:12","guid":{"rendered":"https:\/\/explainvisually.co\/?page_id=4409"},"modified":"2025-12-04T12:08:54","modified_gmt":"2025-12-04T11:08:54","slug":"how-do-we-manage-our-clients-projects","status":"publish","type":"page","link":"https:\/\/explainvisually.co\/en\/how-do-we-manage-our-clients-projects\/","title":{"rendered":"How do we manage our clients’ projects"},"content":{"rendered":"
Our clients like to have full control over the project. That’s why we have developed a structured description of the process of cooperation with us. When creating our working methods, we were mainly inspired by Agile.<\/span><\/p>\n
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Stage I: Collection and summary of information about the project<\/span><\/h4>\n
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1a. Gathering basic information<\/strong><\/p>\n
Based on many years of experience, we have created a set of questions that helps clients describe their project. The questions relate to, among others, project goals, deadlines, the scope of work required, or stakeholders involved.<\/span><\/p>\n
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How these questions are delivered:<\/strong><\/p>\n
– we send in the form of a text document [Word or PDF];<\/span><\/p>\n
– we go through them together by phone;<\/span><\/p>\n
– or discuss them in a live meeting.<\/span><\/p>\n
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1b. Quotation and acceptance of costs<\/strong><\/p>\n
Based on the collected information, we prepare an Offer in 3 price variants within a maximum of 2 business days.<\/span><\/p>\n
The client lets us know if we meet their budget. If so, we move on to the next stage.<\/span><\/p>\n
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2. Consulting workshop<\/strong><\/p>\n
We collect information that will help us deepen our knowledge about the project:<\/span><\/p>\n
we set the goal or goals of the project;<\/span><\/p>\n
we define and characterize the group of recipients – their age, education, motivations, interests, etc.;<\/span><\/p>\n
we build a story outline – we plan how we want to achieve our goals, how we want to tell a story.<\/span><\/p>\n
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3. Establishing a schedule<\/strong><\/p>\n
After approval, we set a detailed schedule. Usually, it takes the form of an Excel calendar that we send to the client.<\/span><\/p>\n
It helps the client to reserve time for work on the project so that everything goes according to plan. We tailor the schedule to the client’s needs and project specifics.<\/span><\/p>\n
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Stage II: Formalities and preparation for the start<\/span><\/h4>\n
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1. Submitting an order<\/strong><\/p>\n
The customer receives a one-page order form.<\/span><\/p>\n
After receiving the signed order – all you need is the signature of the contact person, not necessarily the decision-maker – we formally start cooperation.<\/span><\/p>\n
Thanks to this, we can start working on the project faster and stick to the client’s deadlines. In the meantime, the Agreement is being processed with the client’s legal department.<\/span><\/p>\n
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2. Prepayment for the project<\/strong><\/p>\n
Usually, customers send us an advance of 30-50% of the project budget. In projects where due to formal requirements, it is impossible, we set different payment terms.<\/span><\/p>\n
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3. Collecting materials<\/strong><\/p>\n
We collect materials such as links to websites, brochures, articles, presentations, logos, and visual identification.<\/span><\/p>\n
We analyze them and extract the essential information which we want to emphasize in the project. In other words, the client sends us materials, and we take care of the rest.<\/span><\/p>\n
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4. Kick-Off<\/strong><\/p>\n
When we are ready, we officially let the client know that we have started to work. Internally, we do Kick-Off with the team, summarizing all the information about the project and collecting any questions from the team involved.<\/span><\/p>\n
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Stage III: Work on the project<\/span><\/h4>\n
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1. First draft<\/strong><\/p>\n
We usually ship the first drafts after 3-5 business days from Kick-Off.<\/span><\/p>\n
Drafts differ depending on the type of project:<\/strong><\/p>\n
Presentation – we send a presentation plan in PDF. Thanks to this, the customer can conveniently enter comments.<\/span><\/p>\n
Infographic and other graphics – we send a PDF. Thanks to this, the customer can conveniently enter comments.<\/span><\/p>\n
Videos – we send scripts and storyboards in Word. Thanks to this, the customer can apply his changes in the Change Tracking Mode.<\/span><\/p>\n
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2. Comments to Drafts:<\/strong><\/p>\n
We collect customer feedback. It is crucial to receive input from all the stakeholders involved in the projects.<\/span><\/p>\n
Then we apply the changes to the draft and send the corrected version to the client. We repeat this process until the client accepts the final draft. Usually, we get acceptance on the 2nd or 3rd draft.<\/span><\/p>\n
If the project for any reason begins to deviate in terms of size or schedule from what we planned, we inform the customer about it.\u00a0<\/span><\/p>\n
We offer solutions (e.g., shortening the presentation, extending the production deadline), and ask the client to make a decision.<\/span><\/p>\n
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3. Sending the materials:<\/strong><\/p>\n
The effects of work (movies, infographics) can be quite large [up to 1000MB], which is why we send files via the WeTransfer or a link to Google Drive.<\/span><\/p>\n
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Stage IV: Finalization of the project<\/h4>\n
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1. The final material<\/strong><\/p>\n
After sending the final version, we are waiting for the official approval of the customer. When we reach it, we issue an invoice.<\/span><\/p>\n
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2. Changes to the content.<\/strong><\/p>\n
We keep the final materials for about three years. Therefore if our clients need to change anything in the content, we can help them.<\/span><\/p>\n
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3. We ask customers to complete a short survey about working with us.<\/strong><\/p>\n
We value the feedback of our customers and want to get better and better. Therefore, please complete the survey. In thanks for giving us 2-3 minutes, the client receives from us three mini-drawing lessons.<\/span><\/p>\n
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Do you want to learn how our projects look from the creative side?<\/span><\/h3>\n
![\"\"](\"https:\/\/explainvisually.co\/wp-content\/uploads\/2020\/09\/adam-karmicki-kolo.png\")
<\/td>\n![\"\"](\"https:\/\/explainvisually.co\/wp-content\/uploads\/2020\/06\/Marcin-Mlodozeniec-3S-Grupa-Play-png-150-1.png\")
<\/td>\n![\"\"](\"https:\/\/explainvisually.co\/wp-content\/uploads\/2020\/06\/Anna-Strezynska-png-bez-tla-150-1.png\")
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