Important document to use in business

As a free lance web designer, there are several important documents that are used on a daily basis.   These document rang from proposals, marketing strategy, contracts, accounting data, project notes, emergency information and business contacts.

Let’s expand on the importance of each of these documents.

Proposal

While I am not 100% in agreement, that proposal are needed on all potential projects, their is a need for proposals in general business decisions.  Using the application, better proposal, my reason for sending a proposal is if the potential client is looking for some general information about who I am, what I can do, time line for the project, and cost of the project.

No marketing strategy is present in my proposal.  Marketing strategy centers around how you are going to build traffic to the site, search engine optimization strategy, theme or plugins that are going to be used, or target audience that you will be marketing to.  These are examples of a marketing strategy, and that is not a proposal.

Marketing Strategy

My marketing strategy is a revenue stream.  Lots of research and time goes into my marketing strategy, which is the reason for the invoice.  Research on who the target audience is, competitors and how they are reaching your target audience, and designs trends in your particular industry.

While my final presentation might use a better proposal custom template, all of the research is conducted using other applications including google adwords, moz, and a couple of partnerships, which we have with some marketing and search engine optimization firms.

Contracts

Unless you are a hobbyist, then you will need a contract.  A legal document, which will state what you are going to do, when you are going to do it, and how you are going to do it.  The contract should also discuss out of scope (or something not included in the contract) cost and responsibilities.

A strong believer that everyone is not jack of all trades.  My recommendation is to hire a attorney to craft you a contract for all aspects of your business.  I have one for web design projects, marketing projects, and sponsorship with my podcast.  It is a worthy investment.

Accounting Data

Being that today is tax day, April 15.  This should have been the 1st item.  To keep it short and simple, you will need an application for all payments received and sent.  You have several options from Fresh books, Netsuite, Bench, Zoho, and Wave.

My recommendation is to ask your CPA.  Which service that integrates with his/her programs and make sense to you from a business stand point is probably the one to go with.  Most of them offer the same or similar services.  Recording of payment, the ability to receive payment, and recording of client’s payments…your debits and credits on a daily, monthly, quarterly and annually basis.

Project Notes

The importance of using a Content Management System (CMS).  Asana, which is my favorite, allows me to place in project notes.  When I need to work on a specific area for the project.  What needs to happen?  Expectation for my sub contractors, if I have some working on the project.  Just a great system to keep me on top of my project.  Another good one,which I used on 3rd party projects, is teamwork and monday.

Emergency Information

Why we do not like to talk about mortality, the fact that death is going to occur. You need to make sure that you have all your emergency information updated.  This information needs to be available to someone, for your client’s sake.

I will not expand on the importance, but just remember if your client should pass in the middle of your project.  You would want someone to be able to make sure the project’s needs and wants can be completed.

Business Contact Information

Make sure you keep all your business contact information.  Most email providers have this functionality.  Remember these contact can server as in your sales funnel, when looking for future projects.

Image is courtesy of Anete Lusina.

JDS WebDesign is a Web Design and Brand Marketing Agency located in Marietta, Georgia.  We create AWESOME on line presence for Start-ups and Influential People/Organizations.  To learn more about us or how we can help you and your organization, you can contact us.

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