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| 8 Steps to Successfully Managing your Documentation Projects |
| Step 2: Estimate Realistically (continued) |
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| Tell the client that you’ll have a clearer idea about whether their budget & deadline is realistic after you’ve finished your proposal. If you determine that they aren’t being realistic – don’t fall into the trap of wanting the job so much that you reduce your rate or promise to deliver for an unrealistic deadline. |
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| Instead, break the project into clear, discrete sub-projects. When you present your proposal, tell the client how many hours you estimated for the entire project and that, while it can’t all be completed within their budget and/or timeframe, you can offer them some options. Then offer them an “a la carte” menu of sub-projects to choose from. |
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| If they still pressure you to do more than you feel is realistic – and you’re willing to put in the extra hours – offer to find additional people to help you and/or quote a rate of at least 50% more for overtime. But be careful not to do this too often – your customers may respect you less and feel they can control you. You’ll get resentful & burned out, and your other clients & long-term business goals will suffer! Hayward Blake, a well-known educator in the field of communication, uses the “2 out of 3 ain’t bad” model: Quality, Price, and Schedule – pick two! If your project is totally driven by price & schedule, quality will suffer. |
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| Preparing your estimate and project proposal |
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| Define the document set – Identify the documents that you will be creating. Will there be one large document or several smaller ones? How will they compliment each other? Consider all your options. User, training, installation, reference, technical manuals, online help, slides, activity workbooks, interactive tutorials, videos, etc. |
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| Set your hourly rate – As technical communicators, we sell our time, which represents our combined skills, knowledge, and experience. Your rates should reflect the value of this time. |
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