4 reasons to write detailed project outlines

Have you ever had a client ask for more than you thought you agreed to? Of course you have.

Have you ever had a client start a sentence with the words “I thought you were going to…”? Of course you have.

We all have.

Upsetting moments like these usually happen because we weren’t clear enough about what the project entailed before development began. To prevent this from happening, it is crucial that we define what “Done” looks like in a highly detailed project outline before work begins. If you aren’t already doing this, we’ll explain why you absolutely need to start right away.

1. It calms everyone’s nerves

Writing a thorough project outline will help eliminate some of the mystery and anxiety for you, your team, and your client about what lies ahead in the project. This is especially true for the client who has never worked with a designer or developer before. It can give them a better understanding of what goes into each phase of the development process. And, as a bonus, it could help them appreciate the complexity of the work you do.

2. It guides the work in the right direction

When you hand a project outline over to a team member, it acts as a clear to-do list that they must follow to meet the client’s needs. Showing the client a completed checklist at the end of the project is one way to ensure that the client feels satisfied with the results and like their money was well spent.

3. It prevents scope creep (additional requests)

A project outline, especially one that you’ve had the client sign, can protect you and your team from doing tasks that were not stated in the agreement. Occasionally you will come across pushy and chronically-dissatisfied clients who bully their way into getting extra work out of you for free, and your project outline will be your saving grace. The outline will make it crystal clear to both parties when a request must result in an additional fee and a separate outline (which should also be signed).

4. Everyone can leave happy

When the project outline has a definition for “Done”, both parties will confidently know when it’s been reached. Which, lemme tell ya, feels dang good.

Even when a project ends in a disagreement about the finished product, due to differences in taste or another issue, the outline can prove that you performed all of the work that you agreed to. In a situation like this, the outline can reveal to the client some of their preferences that should have been made clearer at the beginning, which can be resolved in a new project outline for a second round of work.

Designers and developers — If you aren’t already, create detailed outlines for every single project you work on. It should cover all of the goals of the project, the deliverables you will produce, style notes, limitations, and anything else you believe needs to be remembered by both parties. Break each deliverable into as many small steps as you can. For example, if you’re building a website, include the small steps like activating the SSL certificate and adding alt text to all images. Both of you should sign the document after the client reviews it. This can be done with services like DocuSign.

Business owners (those who are seeking designers and developers) — If you’re beginning to work with someone who does not provide project outlines before development begins, you can either request that one be made by them or you can write one yourself. This can increase the likelihood of you getting what you want. Both of you should review, refine, and sign the document. This can be done with services like DocuSign.

Go forth and protect your time, your money, and your sanity!

Send me an email if you’d like to see an example of my project outlines.