Statuses For Deadline Sheet:
- Waiting On Info – Project is booked but we have not rec’d their materials yet. These statuses require follow up to make sure materials are rec’d by deadline to avoid a rush fee – OR – that the client has been notified that they will incur a rush fee if projects are not rec’d by a certain deadline. These are usually in red.
- Can Be Started – All materials rec’d, all ad copy finalized, materials on server, and ready for a designer to start on.
- Working – The designer has begun work on the project, but has not provided a proof yet.
- Paused – The designer has started work on the project, but has paused the project to work on a more urgent project.
- 1st Proof, 2nd Proof, 3rd Proof – The number of proofs the client has rec’d. (Keep an eye on the number of hours spent, if the project requires more than 3 proofs as we may bill for overages.)
- Approved – The project has been approved, and is waiting to be billed.
- Approved, Waiting on Payment – The project is approved but we are waiting on payment before sending the files in.
- On Hold – Client has indicated the project is on hold or missing. (Then move this to the MIA tab)
- Scheduling Complete – For email blasts only. This is the email blast version of approved, but waiting for Rachel to remove the project upon payment rec’d.
Deadline Sheet Best Practices
- In general, projects should not be booked until deposit has been received and all necessary materials to start the project have been received. (Photos, logos, copy, etc.)
- For print projects, be sure to take into account the time needed to send to the printer or publication.
- When typing in the date, use a number format, i.e. 1/1/2012. Typing in the day of the week, for example, will throw off the formulas.
PROJECT MANAGER Deadline & Basecamp Sheet Responsibilities
- All projects have Basecamp templates setup that should be used and followed.
- Enters new projects on Deadline Sheet and assigned to designers based on availability. A matching to-do item should be created on Basecamp.
- Calculates and enters dates of when materials are due to avoid rush fee, when proof is due, and when it is due to printer
- Watches deadline sheet to send reminders to client of when they are approaching a time that they may incur a rush fee
- Marks a project as a rush fee (RED) if it is in the rush design phase
- Follow up with clients who have not responded to us in the last week.
- Once a project is approved, move to billing and submit a bill
- Release any print files to the client, once the bill has been paid.
- Schedule any feedback for revisions as a Basecamp To-Do for the designer.
DESIGNER DEADLINE & BASECAMP SHEET RESPONSIBILITIES
- Look at the deadline sheet and Basecamp to determine the urgency of what project to take next.
- Updates status of project to working when beginning work on the project.
- For print and logo projects, move the project to the proofing tab under the corresponding project managers section and change the status to 1st Proof.
- For print projects, there is typically a print by date included. Move the project down on your personal tab to the print-by date.
- Update the status and date of project when new proofs are prepared and sent.
- Post initial proofs as a basecamp message and tag the project manager and Rachel