HE SAID:  The thoughts of Erik Bernskiold.

Does it cause nightmares or are you happy to talk about it? The hot subject this time is our workflows and I’ll be telling you a bit about the workflow that I do when doing web design for clients and also give you some tips on setting up a good workflow.

How I do it

After years of trial and error, I feel that I’m beginning to set up a workflow that is working really well. I’m also beginning to stick to it, which is harder than just planning it out. My workflow consists of stages, with a number of different sub-parts in each section: estimate, design, delivery.

For my workflow organization, I am using an application called Daylite. It helps me to keep track of clients, meetings, projects and more in one place. It also ties right into my time-tracking system, Billings. Apart from being on my computer, it also has an iPhone companion app that syncs to my computer database, so I can always have the information with me on the go—something that’s helped me tremendously!

1. When I get a request for a quote or an estimate, I set this up as an opportunity in Daylite. I go through my outlined steps for acquiring the information I need and then send off the quote. Using the app, I can make sure I know exactly where I am in the process and what has been done and said.

2. If I secure the project, I mark the opportunity as “Won” and go through and set it up as a project and sync it over to my time-tracking application. Whether I work at a flat fee or I get paid by the hour, I track my time precisely. I want to know how much time I spend on each project so that I can give more accurate quotes.

When I start a new project, I set up new folder in my “Client Projects” folder, containing a set of sub-folders depending on the type of work. For web design, I generally do, “source” (psd files), “resources” (client submitted info such as text, logos and images), “website” (all website files that will be later uploaded) and “proofs” (for all proofs I send away). This folder structure allows me to always know where to find things and keep me more efficient.

3. When I’m ready to deliver it to the client, I upload the site to the server and send off the instructions to the client. I also issue the final invoice and make sure everything is as it should. I also update the info in Daylite accordingly.

Tips that have helped me build my workflow

• Enter client information right away! As soon as you get the client, set him/her up in the address book or the application of choice. Make sure you got all details you need. Don’t save it for later, it’ll end up being more work when you really need to find it quickly!
• Keep track of client information! Right off the first, make sure you’ve got the clients information. Address, phone number, email. All that should be in your address book!
• Organize your files in folders! I’m a real folder junkie and I create a lot of sub-folders. It is a great way to find your files quickly! It won’t take long if you save them there right away!

That’s my workflow and some tips from me on how to organize yours!

To see what SHE SAID, don’t forget to check out: http://www.bernskiold.com/