| 8 Steps to Successfully Managing your Documentation Projects |
| Step 2: Estimate Realistically (continued) |
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| The bigger the project, the less forgiving it will be and the more opportunities there are for things to go wrong. If you underestimate a 10-page brochure by 15 minutes a page, it will only affect the project by a few hours. If you underestimate a 700-page manual by 15 minutes a page… you could be in big trouble! |
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| Prepare your proposal |
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Include milestones & checkpoints |
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Always include assumptions, scope, stakeholders, deliverables, terms, content ownership, and liability. |
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| Fixed bids versus hourly estimates? |
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| Try to avoid fixed bids whenever possible. Some projects may be VERY clear cut, so it might be reasonable to quote a fixed fee. However, if you’re going to quote a fixed bid, be sure to factor in enough time for problems or changes that might come up. |
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| Point out that if you do a fixed bid, you have to factor in extra costs for “unknowns & unexpecteds” that the client will pay for even if they don’t happen. Assure them that you have incorporated checkpoints in the project and you will review your progress with the client on a regular basis so there are no surprises at the end. |
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| In conclusion |
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| Proper estimating takes time. Show respect for yourself & others by estimating realistically. Sweat the details to arrive at an estimate you can deliver & be happy with down the road. Put some fat into the budget for unexpected delays & difficulties. Then present your estimate in a detailed, professional document. |
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