Notes · Productivity
Starting creative projects right.
By Padraig Treanor · 6 min read
Inspiration can hit like a bolt of lightning. Before you dive headfirst into your next creative project, a bit of organisation goes a long way. Whether it’s a marketing campaign for your business or a collab with a client, there are three things to sort out upfront so everyone’s on the same page.
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Project deliverables
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Project budget
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Project timeline
Nail these down from the start and you set the project up for a smooth run. So grab a packet of Sour Patch Kids, get comfy, and let’s get into it.
Part 01
Project deliverables
What’s the finished thing going to look like? A polished video? A website redesign? A clear picture of the deliverables keeps everyone focused on the finish line. This is step one: what do you actually need to achieve?
What’s the big win?
Before the nitty-gritty, talk about the goal. Are you spreading the word about a new business, making a website easier to use, teaching something, or just entertaining people? The clearer the goal, the smoother the ride.
The specifics
Now get specific about what you’ll hand over at the end. It protects you from last-minute extras, and the client knows exactly what they’re getting. Deliverables look different for every discipline, so here are a few prompts:
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Videographers and editors: number of videos, sizes and formats, length, complexity, shoot days and revision rounds.
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Photographers: number of images, sizes, formats and usage licence.
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Graphic designers: number of graphics, sizes, formats, variations and revisions.
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3D artists: number of renders, angles, raw and texture files, and final render formats and sizes.
Line up expectations around the goal and the deliverables and you’ve got a project you can actually measure. Win-win.
Part 02
Project budget
Nobody loves the money talk, but it has to happen. The aim is a quote that gets the financial stuff out of the way so the creative fun can start.
The initial cost breakdown
If you’re not sure how to price your work, start with cost plus margin. Cover your gear, software, time, tax and super, then add a margin for growing the business or your own pocket.
Once you know your cost per hour or per project, build the quote around the deliverables. For video that might mean pre-production, shoot days, file management, editing, revisions and delivery. Break it down as much or as little as you like. You know your hourly rate, but the client doesn’t always need to.
Charge for value, not just time. I’ve seen too many creatives make work that earns a client millions while they struggle themselves. Know the value you bring.
Budget flexibility
Say upfront that changes to the deliverables or timeline can change the quote. Include example costs for extras so the client can decide early instead of halfway through, and agree a simple process, like: “If changes affect the budget, we’ll send an updated quote before we keep going.” Clients appreciate clarity.
Payment schedule
Explain how and when you get paid. Smaller clients might not want to pay upfront, and bigger ones often run monthly payment cycles. A safe default is a percentage upfront, which covers project costs and protects you if plans change.
Part 03
Project timeline
A clear timeline is the secret weapon of organised creativity. It keeps everyone on the same page and manages expectations the whole way through.
Start and end dates
The project starts when it’s approved, not when the work begins. End dates are the sneaky ones, and they usually slip because nobody asked the right question at the start. So ask: “What date were you thinking for this to be finished?”
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If it works: “Awesome, that fits. Let’s map out some milestones along the way.”
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If it’s tight: “Based on the deliverables that’s a bit tight. Could we push it to [date]? If not, we can speed it up, but that needs extra resources and will affect the budget.”
It’s always better to under-promise and over-deliver.
Milestones
Milestones are the checkpoints that keep you on track. Ever had a project go sideways because the client expected an update you didn’t know about? Agree them upfront. Even better, set default milestones for your most common jobs. A photographer might have a shoot date and a delivery date, plus a quick “the photos are looking great” message three days after the shoot. Little touches go a long way.
After delivery
Think about what happens once it’s done: maintenance, promotion or a next phase. This is where you swap the creative hat for the business snapback. Offer related services, lock in the next project, or recommend someone you trust. It’s far easier to work with an existing client again than to win a new one.
The wrap
Here’s the rub
Bring deliverables, budget and timeline together and you’ve got the makings of organised creative magic. Fewer nasty surprises, smoother projects, and work that actually lands.
Now get out there and make something awesome. And if you want a hand planning your next one, get in touch.