The document provides tips for successfully running a web design studio, including tools for project management, communication, billing, and social media marketing. It emphasizes clear expectations, scope management, and client focus. Key recommendations include thorough documentation, flexible processes, collaboration, and ongoing client support through newsletters and social media engagement.

1. Tips for Running a Successful Web Studio @LisaSabinWilson www.ewebscapes.com

2. Lisa Sabin-Wilson: Intro Owner: E.Webscapes Design Studio Designing web sites since 1998 Been getting paid since 2002 Author: WordPress For Dummies

3. Tools for Success Client Communications Project Management Billing/Invoicing Website Updates Social Media Marketing

4. Tools for Success: Client Communications Plan to keep records of everything Web-based ticket system BaseCamp: http://basecamphq.com Kayako: http:// kayako.com NEW: ColabPress:http://collabpress.org

5. Tools for Success: Invoicing/Billing Payment Gateways PayPal Google Checkout Internet Merchant Accounts (pricey!) Invoicing: Freshbooks.com Professional looking invoices Easy itemization

6. Tools for Success: Web site updates Keeping your web site updated is important in communicating to your clients Maintain an up-to-date portfolio WordPress used as a full Content Management System (CMS) makes it easy

7. Tools for Success: Social Media & Marketing Maintain an active presence in social media: Twitter Facebook Look at marketing opportunities that make sense for your targeted niche Determine your ROI for marketing opportunities and events

8. Building Your Portfolio of Work Prospective clients like to see samples of the work you have previously done Offer free themes and products to build a portfolio and following Be picky – 6 really good pieces of work is better than 10 mediocre pieces of work Don’t display work you’ve done just because you’ve done it – make sure it is a reflection of your best efforts

9. Building Your Portfolio of Work Consider adding case study notes to your portfolio offerings Demonstrates your expertise Good for SEO Chance to show off your passion and excitement for your work

10. Expectation Management Every project has expectations on both sides  Yours and the Clients Client expectations trump yours, every single time. Set expectations from the beginning Do not promise the world because you won’t be able to deliver it

11. Expectation Management: Clients Publish a comprehensive TOS ( http:// ewebscapes.com /terms ) Gives potential clients the chance to get a feel for your work and practices WARNING: 99% of people who visit your web site will NOT read your Terms of Service

12. Expectation Management: Clients Consider publishing an FAQ FAQs are living documents born from experience with managing client expectations Answer the questions you think they’re going to ask WARNING: 99% of your clients will NOT read your FAQ!

13. Expectation Management: Clients Clients basic expectations: You will do the work they pay you to do You will meet deadlines You will answer questions You will be available to support them after the project is complete

14. Expectation Management: Yours Your basic project expectations: Your client will tell you exactly what they want and need They will pay you (on time) for the work you do Your client will not stray from the original agreement (??) Reality: Maybe 1 out of 20 projects will go the way you expected it to.

15. Setting Expectations Up Front No plan ever survives first contact intact

16. Setting Expectations Up Front For projects, it typically takes me up to 10 instances of communication back and forth with my client before I am ready to quote the project for a price and a timeline. Take your time to get the details right the first time – it’s easier than absorbing the pain and cost later.

17. Setting Expectations Up Front: My Process Client answers some simple, basic questions ( http://ewebscapes.com/order ) Back and forth communication takes place to clarify Phone calls with clients are always recorded (important: inform your client they are being recorded) I use Skype with the PrettyMary Call Recorder – stores my client calls as .mp3 files

18. Setting Expectations Up Front: My Process Records of communications including emails, ticket updates and recorded voice calls are kept in individual client files. Keep records of absolutely everything as it relates to the project – you may need it someday!

19. Setting Expectations up Front Basic Web Design requirements: Logo, color scheme, layout and features Clients do not always know what they want, or how to explain it: Ask for examples Ask questions for clarifications

20. Setting Expectations Up Front Don’t settle for adjectives – count them Client says: “I want it to be classy, trendy and bright – but not too noisy or busy” There are 5 adjectives in the above statement….

21. Setting Expectations Up Front Classy Trendy Bright Noisy Busy

22. Setting Expectations Up Front What does classy mean to you? What about noisy, or busy? Adjectives are born from your own personal frame of reference and life experience Your adjectives will not match your clients – so clarify

23. Setting Expectations Up Front Be sure your client is aware of the project expectations Have them review and agree to your Terms of Service Set terms for deadlines and payments Provide details on what the project will entail (installation, plugins, theme, design, logo, etc)

24. Setting Expectations Up Front Leave your ego at the door – not every request from a client is going to be something that is visually appealing to you. Remember: it’s their site, not yours. The more elitist you are about it – the less projects you will get paid to do.

25. Managing Scope Creep Project expectations = the scope Any request the client makes outside the original scope is something you need to consider Will you do “extras” for free? Or will you bill for them? Let the client know, up front, what your policy is for scope creep so they are aware how you will handle it.

26. What does Scope Creep look like? When you are 3 weeks into a project and the client says soemthing like: “ I saw this web site the other day and they had a Flash video gallery and I thought I’d really like to have that. Can you make sure I have something like that on this site?”

27. What does Scope Creep look like? If the Flash Video Gallery was not something you agreed to in the beginning - - you’re looking at scope creep. You make the decision if it is something you’re willing to do at no extra cost Be aware if they get you to do it once – they will ask for something else Clients will push you as far as you allow – don’t let them push you over the edge!

28. Know Your Limits Starting your business, you probably already have an idea of what you can and cannot do. Know where your strengths are and where your weaknesses lie Consider collaboration to make up for areas where you are weak

29. Competition is not your enemy Not always… Do not isolate yourself from those you perceive to be your competition Competitors can be great contacts and collaborators I collaborate with my competitors all the time

30. The Project is Done. The Client is happy. You’ve been paid. Now what??

31. Closing Projects Consider support agreements for ongoing technical support Ask for a testimonial I use PollDaddy: http://polldaddy.com Follow up in 2 weeks – ask them how its going?

32. Extra Special Touches Keep track of your clients via RSS Feed; stay involved with their online activities Follow your Clients on Twitter Create an e-mail newsletter to provide additional value and keep your clients a part of your community

33. Tips for Running a Successful Web Studio Thank you for your time! @LisaSabinWilson www.ewebscapes.com