{"id":15520,"date":"2017-08-14T00:00:00","date_gmt":"2017-08-14T00:00:00","guid":{"rendered":"http:\/\/blog.toggl.com\/design-change-requests\/"},"modified":"2024-08-08T04:11:59","modified_gmt":"2024-08-08T04:11:59","slug":"design-change-requests","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/design-change-requests","title":{"rendered":"Reaching Your Limit: How to Manage Design Change Requests"},"content":{"rendered":"<p style=\"text-align: left;\"><strong>You\u2019ve redesigned a website for a client\u2014let\u2019s call him Joe. You send over the link to the staging site so that he can take a look at what you\u2019ve done so far. Overall, Joe is happy with it (or so he says\u2026). But, then comes the inevitable onslaught of design change requests.<\/strong><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">First, Joe wants you to change the font in the navigation. <em>So, you make that tweak. <\/em><\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Then, he wants you to change it back. <em>You do that. <\/em><\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Now, he\u2019s not even sure if he likes the entire style of the navigation anymore. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">In fact, he thinks the whole color scheme he initially proposed might be off.<\/span><\/p>\n<p style=\"text-align: left;\"><em><span style=\"font-weight: 400;\">Did you just let out a groan or an exasperated sigh?<\/span><\/em><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">I can\u2019t blame you. As a web designer, you know that requests for changes from your clients are all a part of the process. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">But, at the same time, you know you need to draw a line in the sand somewhere. If you don\u2019t stop this snowball from rolling, you\u2019re certain you\u2019ll continue making tiny revisions and alterations for at least the next year. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">So, how can you do that? <\/span><\/p>\n<p style=\"text-align: left;\"><strong>How can you put a stop to the endless change requests, without seeming difficult or inflexible?<\/strong><\/p>\n<p style=\"text-align: left;\">It can be a sticky situation, no doubt.<\/p>\n<p style=\"text-align: left;\">Fortunately, there are a few tips and tactics you can implement to effectively deal with that client\u2014without destroying the relationship or your reputation.<\/p>\n<h2 style=\"text-align: left;\"><span style=\"font-weight: 400;\">1. Understand your client<\/span><\/h2>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">As you can likely imagine, mitigating issues with constant design change requests involves being proactive. The more you can understand your client right from the get-go (and the more you have similar expectations in place!), the easier the rest of your engagement will be.<\/span><\/p>\n<p style=\"text-align: left;\">The more you understand your client, the easier your relationship will be.<\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Make it your goal to get a solid feel for what exactly your client is looking for in a new or redesigned website. \u201c<em>An effective website will be built to address the specific needs of the business, which will require the designer to accurately understand a lot of details about the business<\/em>,\u201d explains Steven Snell in a <\/span><a href=\"http:\/\/www.vandelaydesign.com\/starting\/\" target=\"_blank\"><span style=\"font-weight: 400;\">post for Vandelay Design<\/span><\/a><span style=\"font-weight: 400;\">. <\/span><\/p>\n<p style=\"text-align: left;\"><strong>A few things you\u2019ll want to be sure to touch on include: <\/strong><\/p>\n<ul style=\"text-align: left;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What is their overall goal with the website? To increase sales? Improve their online presence? Build an email list? Establish a stronger community?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What does their ideal customer look like? Who should you be aiming to appeal to with this website? <\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What sorts of websites do they like and admire?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What are some websites that they dislike? Why? <\/span><\/li>\n<\/ul>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">A lack of knowledge of the client\u2019s target customer and a lack of understanding of the client\u2019s overall industry are <\/span><a href=\"https:\/\/www.rickwhittington.com\/blog\/top-complaints-outsourcing-web-design\/\" target=\"_blank\"><span style=\"font-weight: 400;\">two of the biggest complaints<\/span><\/a><span style=\"font-weight: 400;\"> that clients have about outsourcing their web design. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">So, knowing those details before you ever design a single thing will not only reassure your client of your expertise and professionalism, but it will also help you to better align the design to what exactly the client is looking for.<\/span><\/p>\n<h2 style=\"text-align: left;\"><span style=\"font-weight: 400;\">2. Sign an agreement<\/span><\/h2>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Has your agency ever began work on a project without any sort of signed agreement or contract in place? <\/span><\/p>\n<p style=\"text-align: left;\"><em><span style=\"font-weight: 400;\">That\u2019s a big mistake.<\/span><\/em><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">I know\u2014getting all of that legal mumbo jumbo out of the way can be a headache. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">But, it\u2019s an important piece of the process that you absolutely don\u2019t want to skip\u2014particularly if you\u2019re hoping to limit the number of revisions (or charge for the changes you do make!).<\/span><\/p>\n<p style=\"text-align: left;\">This is just another formal way of ensuring that you and your client are on the same page before you even start one piece of the project.<\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Whether you want to create a contract, a project charter<\/span><span style=\"font-weight: 400;\">, or something else that gets your point across, it\u2019s important that you write down and agree upon the details of the project\u2014including how you\u2019ll handle revisions.<\/span><\/p>\n<ul>\n<li style=\"text-align: left;\"><span style=\"font-weight: 400;\">Is there a specific amount of revisions that are included in the quoted price? <\/span><\/li>\n<li style=\"text-align: left;\"><span style=\"font-weight: 400;\">Or, are all revisions billed separately? <\/span><\/li>\n<li style=\"text-align: left;\"><span style=\"font-weight: 400;\">If so, will you charge per hour or how exactly will those be billed? <\/span><\/li>\n<li style=\"text-align: left;\"><span style=\"font-weight: 400;\">Is there a limit on how many revisions you\u2019ll make or the timeline in which you\u2019ll do them?<\/span><\/li>\n<\/ul>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Get that all in writing, talk it over with your client, and then have them sign their name on the dotted line. That way, you can always point back to that agreement if and when those constant changes keep cropping up. Having that in your corner will help greatly.<\/span><\/p>\n<h2 style=\"text-align: left;\"><span style=\"font-weight: 400;\">3. Educate your client<\/span><\/h2>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">You know about web design\u2014your client doesn\u2019t. That\u2019s why they hired you to take this project on.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">So, if you think that your client is already in the know on how things work and the way your process flows, it\u2019s time for a reality check: <strong>It\u2019s your job to educate them on how you like to work.<\/strong><\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">As a web designer, you likely view the revision process as a time to make tiny tweaks that push their website across the finish line. <\/span><\/p>\n<p style=\"text-align: left;\"><em>But, your client? <\/em><\/p>\n<p style=\"text-align: left;\">Perhaps they view that completed site you sent them as the first draft of many\u2014and the revision process as a time when they can completely overhaul your design and take the website in a completely different direction than what was agreed upon.<\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">You know that revisions are an oftentimes inevitable piece of the design process, and you should make it clear to your client that you do expect some changes to crop up. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">\u201c<em>In your first meeting with a new client, explain this process as part of your overall work approach. You\u2019ll set up certain expectations\u2014of both your role and their role. That will give them a clear perspective on how the project will unfold and they\u2019ll understand that revisions are part of the process<\/em>,\u201d says Egle Karalyte in a <\/span><a href=\"http:\/\/www.creativebloq.com\/career\/stop-endless-revisions-81412587\" target=\"_blank\"><span style=\"font-weight: 400;\">post for Creative Bloq<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">With a better understanding of your process in place, the client should hopefully respect your boundaries and provide appropriate revisions and directions at the appropriate times. <\/span><\/p>\n<h2 style=\"text-align: left;\"><span style=\"font-weight: 400;\">4. Ask for reasoning<\/span><\/h2>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Let\u2019s face it\u2014you\u2019ll view pretty much every revision request from a client as unnecessary or wrong. Otherwise, you would\u2019ve designed the site that way to begin with.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">But, your end goal is to make the client happy. And, sometimes that involves making changes that you don\u2019t necessarily agree with.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">However, when a change is requested, <strong>there\u2019s absolutely nothing wrong with asking a few follow-up questions about why the client feels strongly about that revision.<\/strong> In fact, doing so can help to solidify your understanding of what exactly they\u2019re looking for.<\/span><\/p>\n<ul>\n<li style=\"text-align: left;\"><span style=\"font-weight: 400;\">What do they believe this change will accomplish? <\/span><\/li>\n<li style=\"text-align: left;\"><span style=\"font-weight: 400;\">What do they have against the design as it stands right now?<\/span><\/li>\n<\/ul>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Of course, you don\u2019t want to ask these things in an aggressive or accusatory manner. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Instead, make it clear that your aim is simply to better understand where the client is coming from\u2014so that you can keep that reasoning in mind when making design decisions moving forward. <\/span><\/p>\n<h2 style=\"text-align: left;\"><span style=\"font-weight: 400;\">5. Stand your ground<\/span><\/h2>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">There\u2019s a lot to be said for having a certain degree of flexibility\u2014design is subjective and ultimately the client needs to be happy.<\/span><\/p>\n<p style=\"text-align: left;\"><strong>However, sometimes you\u2019re going to need to say when enough is enough. <\/strong><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Perhaps the client is having a design change request that you profoundly disagree with. Or, maybe this is a revision request in a long line of other ones, and you need to put your foot down.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">This can be tricky, particularly when you have that \u201c<strong><em>customer is always right<\/em><\/strong>\u201d mantra ingrained in your brain.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">But, as long as you had a signed agreement in place beforehand, this really doesn\u2019t need to be that complicated. In fact, it typically only involves sending a short, friendly, and professional email.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Let\u2019s go back to our hypothetical client, Joe. It\u2019s past the revision period you agreed upon, and you need to let him know that\u2014while you\u2019re willing to do the additional revisions he has asked for\u2014they will add to the cost of the project.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">In this case, you could keep things short and simple with an email like:<\/span><\/p>\n<p style=\"text-align: left;\"><strong><i>Hey Joe,<\/i><\/strong><\/p>\n<p style=\"text-align: left;\"><strong><i>I\u2019m more than willing to make this change. However, it\u2019s past the revision period we had agreed upon. I\u2019ve re-attached our signed agreement here for your reference.<\/i><\/strong><\/p>\n<p style=\"text-align: left;\"><strong><i>If you\u2019d like me to move forward with this revision, it will be billed at a cost of $50 per hour. I anticipate this change requiring about two hours of work.<\/i><\/strong><\/p>\n<p style=\"text-align: left;\"><strong><i>Please let me know if you\u2019d like me to complete that revision, as well as if you have any questions. Thanks, Joe!<\/i><\/strong><\/p>\n<p style=\"text-align: left;\"><strong><i>Best,<\/i><\/strong><\/p>\n<p style=\"text-align: left;\"><strong><i>Your Name<\/i><\/strong><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">The exact email you send will need to be tweaked depending on your specific circumstances. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">But, the important things to remember are to be firm (you don\u2019t want to end up doing tons of additional work for free!), refer back to your original agreement if you have one, and keep things polite and professional. <\/span><\/p>\n<h2 style=\"text-align: left;\"><span style=\"font-weight: 400;\">6. Part ways<\/span><\/h2>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Despite all of your efforts, that client continues to send you endless revision requests\u2014often at 3AM over the weekend. You\u2019ve had numerous conversations about your process and your agreement, but the changes just keep coming.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">As much as it sucks, this could be a solid indicator that you and this client just aren\u2019t a good fit together, and it\u2019s best for both of you if you go your separate ways.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\"><strong>Breaking up is hard to do, and you ideally want to avoid terminating a relationship at all costs.<\/strong> But, in some cases, it can end up saving both of you tons of headaches (not to mention a tarnished reputation!) if you\u2019re able to recognize when it\u2019s time to cut your losses.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">If you feel there\u2019s no way you\u2019re going to be able to make this client happy and your attempts to do so are monopolizing your time and energy, it\u2019s in your best interests to send a polite email informing that client of your situation, providing notice, and then eventually billing for only the work that was completed so far.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Is it the easiest thing to do? <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Definitely not. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">But, sometimes it\u2019s your <strong>only option.<\/strong><\/span><\/p>\n<h3 style=\"text-align: left;\"><strong>Over to you<\/strong><\/h3>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">It can be tempting to continue making endless design changes just to appease your client. But, you know that\u2019s not a smart way to work.<\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Instead, it\u2019s important to be proactive about the issue and address it head-on when it does occur. <\/span><\/p>\n<p style=\"text-align: left;\"><span style=\"font-weight: 400;\">Use these tips, and you\u2019ll be able to put an end to those constant change requests with as little hassle as possible!<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>You\u2019ve redesigned a website for a client\u2014let\u2019s call him Joe. You send over the link to the staging site so that he can take a&#8230;<\/p>\n","protected":false},"author":265,"featured_media":12753,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[851],"tags":[],"class_list":["post-15520","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Reaching Your Limit: How to Manage Design Change Requests<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/toggl.com\/blog\/design-change-requests\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" 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