Managing expectations (Part 2)
When working internationally, email is typically the easiest, but it’s not good for sharing data. Just expectations. The following are the important emails over time, coupled with the central hub for the details.
It’s handy to include a ‘project guide’ that covers in more detail what, who, how long and why things are required. That link goes in all the emails, and these are the things that repeat on every project. Also remember to book in the time and date comments are needed by, and the next delivery date.
The sequence
Each one names what has been done, what is missing, what to look for, and two dates.
- 01Kick-offSummarises all stages, what’s expected by when, and which briefing docs are required. Links to Propagio for uploading them. Welcomes everyone aboard, and pins down the single point of contact.
- 02First draftAdded to Propagio for review. What has been done, anything missing, what to look for, and an invitation to comment. Camera angle, time of day, preferred angles.
- 03Draft 2Typically the first colour draft. Same again, but the comments invited are about the detail.
- 04Rounds 4, 5, 6As many as the feedback needs. The last one says plainly that it is the last chance for comments, and gives the final delivery date.
An important aspect of the kick-off is to be clear on Payment terms, due date(s), and, as an artist, what you require. Be concise and stick to the rules you establish, but understand there is a process for most companies and local laws to follow, like money laundering & anti-terrorism.
Working locally? Use the same email workflow above, but jump on the phone to discuss each stage and book the next meeting in.
I hope this helps someone,
Thanks for reading.
Luke