Setting Rules for “Rush” Projects
Posted by Hol | Posted in Info | Posted on 10-07-2009
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Welcome back!
A note about clients: They seem to want everything done yesterday. So it’s no shock when a client will come to you with a “rush” project.
As freelancers, it’s easy to get excited about a new gig and want to automatically accept it, but you should set some boundaries to make sure you don’t get wrapped up in your client’s drama—or get yourself into a tizzy!
See if it’s a real “rush.”
Some clients want to give you an hour or a day to complete something but don’t consider that a rush. Other clients will come to you stating that they have a “rush job.” My best piece of advice if the client doesn’t specify the job to be a “rush project” is to determine on your own if it’s a rush. That is, get the full scope of what’s entailed and ask the client for the deadline. (If they don’t have one, it’s likely not a rush, just something they want done promptly.)
If you need to decide if it is a rush job (to therefore charge a “rush fee”), you can do that by looking at your schedule to see if the project and its deadline will force you to hurry. If so, it’s okay to charge a rush fee. Make sure to include time for things like getting a signed contract or a deposit. Many freelancers sometimes waive these important must-haves in order to simply get the job. Then they simply get screwed.
Determine if you can make the deadline.
You may want the job terribly but have other obligations in the way that you can’t rearrange. If you know in your heart that you are not sure if you can turn around the work by the client’s deadline, it is not fair to accept the job. I never take a rush job if I think I can’t complete it in time. I have to know that I can get it done, even if that includes a little overtime. I have to make sure I’m comfortable with the timeline, and I think all freelancers should do the same.
You don’t want to wind up fried—it’s not fair to yourself or the client. If you get too frazzled, the work will not be your best and you may not want to claim ownership of the project, not to mention the client will be ticked. Be fair to yourself and the client as to whether or not you can accept a rush project.
Set the “rush rules.”
Let’s say that you’ve been told or have decided that the project is a “rush job.” Clients that come to you and know they’re pushing it will likely be more apt to pay a rush fee, while clients that just think they’re giving you a “tight deadline” may be more apt to put up a fight when you include a rush fee. I have found the best way to deal with these things is to establish open and honest communication with the client. If I think I can complete the project in the time allotted and want to accept the job, I let the client know all of my specifications and what I need from him or her to get the job done.
For example, if it is Monday and the client wants the content Friday and I know I can deliver it by then, I let them know if there will be a rush fee, how much it will be, and what time they can expect the first draft by on Friday. I also let them know that I will need the deposit by the next day, for example, and the contract faxed back that evening. (I always try to get the contract first if I know the money will be naturally delayed in the mail.)
You do not always have to let the client know there is a rush fee—you can simply add it into the quote and have the client approve it. It is, of course, up to you based on how you do business, but many freelancers include rush (or pain-in-the-butt) fees in their quotes. If the client asks why the fee is higher than normal, I let them know that I’ve included a rush fee based on their imposed deadline. I have never had someone ask what the fee is for, but if they did I would simply tell them that the fee ensures that I will stay up all night if I have to in order to deliver their project on time. I do not think I would get many arguments.
Take time for project processing.
It’s important to allot time for project processing, as in, getting a signed contract returned to you and a deposit if you require one. If you find about a project on Monday that is due Friday and it takes till Wednesday to get everything you need to start, you really only have two days to finish when you thought you had four or five. Let the client know that you can complete the project by the deadline provided that you have everything you need (background material, signed contract, deposit, etc.) by a specific day.
This is why it’s important to assess the full scope of the project. If you’re waiting on other people to give you material in order to start the project, that could delay the project and you could wind up causing tension between you and the client. When you set the rules, be sure to let the client know about everything you need in order to get started and deliver the project on deadline—including the red tape.
Say no.
If you have to say no, it’s okay to say it. You are not obligated to complete a client’s every request. Just be sure to give them a prompt response. If I need time to decide if I can take a project, I simply ask them when they need to know by. This is basic common courtesy. Being open and honest—even if you have to turn down a project—will likely earn you trust and respect with a client, which can be beneficial for jobs in the future.
So you’ve taken the rush job. You’ve got everything you need to start and the only thing ahead of you is to complete the task and submit the work on time. Now that everything is set, there’s one more thing you’re likely to need: coffee.
