Read an article this morning on Freelance Switch concerning client questionnaires. I started to type out a comment and realized half way through that is was becoming a post in itself. Thus the following article that happens to tie in very closely with the Freelance Series.
Please see the link to this article below for ideas on forming your own questionnaire, they pretty much have it covered.
So On the Topic of Client Questionnaires
My opinion is that starting off with a good “questionnaire” is key to getting the project off on the right foot. The discovery questions don’t necessarily need to be in the form of a document for the client to fill out as it can certainly be done over the phone with a notepad and pen. The important thing is knowing the right questions to ask.
With that, I do feel that a few simple questions sent out to the client on initial contact can definitely help you to not only learn about the client but decide if the project is right for you.
So I usually try to break it down into two steps. On initial contact I will send out a few basic questions concerning the project like budget, timeline, the general concept, etc. I do this through email as I don’t feel that attaching long documents at this point is necessary or beneficial in keeping the client interested in working with you. This short initial set of questions lets me screen the client without overwhelming them off the bat. I am able to discern a few things from this initial questionnaire, like whether or not I will be able to accomplish what they are hoping to do or how realistic their budget or timeline are for the project and so on.
From there I can usually shape a second set of questions that go more in depth and help me develop the quote. I actually have a template of questions that I can easily edit when certain things do not apply.
When first starting out, trying to land your first second or third client, you might be a bit hesitant to include this in your process. You may feel like sending a flurry of questions at a client will decrease your chances of landing the job. But I can assure that if done right, this will save you a lot of time and money in the long run.
A Few Tips
When doing this I find it helpful to explain why these questions are crucial to the process and how important it is that we try to get a firm grasp on the project beforehand. In the long run this will cut down the number of revisions, changes and additions necessary, which will in turn keep the pricing as close to the original estimate as possible. The bottom line is the more I know about a project and your business up front the smoother the project and the better the end result.
Obviously your client is going to interested in both saving money and getting superior quality, so this should calm any hesitation they may have about working with you to answer the questions. If explained correctly most clients will understand and be happy to fill out you questionnaire because as with anything they do in business proper planning is the difference between success and failure.
One last point – Throughout this process you have to remember that the client more than likely does not have a ton of experience when it comes to the project at hand so you should try to work with them to answer the questions.
Once you have the questionnaire completed it is really a matter of case by case. Sometimes the client comes back so detailed in their answers that I can immediately move on to determining scope, timeline and pricing. Other times I need to follow up with a phone call to talk certain aspects through with them.
Next on to the real paperwork.