Contact and Communication
Fast and easy communication is an important part of working together.
Throughout our project, I am available Monday – Saturday, from 8:00 a.m. to 6:00 p.m. Eastern time.
The easiest way to reach me is by calling me at 214-564-2222. You also may send me a text message or an email at firstname.lastname@example.org.
Discussing the Project and Questionnaire
I will get started with your project by sending you a complete Discovery Questionnaire. This will be very beneficial to both of us in clearly defining the scope of the project. It will also ensure maximum results.
The type of project will determine the length of the questionnaire. I can send a link through Google Docs or in an email attached as a MS Word file – whichever you prefer. As soon as you return it to me, I can begin to move your project toward completion. For most clients, the turnaround time for the questionnaire is between one and three business days.
After I receive the Discovery Questionnaire, I will review and study your answers, plus any applicable initial research provided. From there, I will draft an outline of a short Project Roadmap, which you will be provided prior to our launch call. This will save you time and help you see that I fully understand the project. We will utilize this Project Roadmap draft in our launch call.
Three to ten days after I receive the Discovery answers, we will schedule a 20 minute launch call. During this call we will discuss the draft of the Project Roadmap. I will also be glad to listen to any additional directions and insights you have on the project.
Following the call, I will draft and send you an Agreement. If your legal team has an agreement, we can also start with that.
Investment and Getting Started
The Agreement will contain all of the specifics on the exact product I will deliver, including project deadlines. It will also list your investment for the project and terms of payment. Please note: I require 50% of the project total to begin work. We can discuss the payment method that works best for you.
When we have both signed the Agreement, and I have received the required 50% payment, I will begin working on your copy according to our agreement.
My research process is very comprehensive. I begin with a complete review of your website and any other material you send me. From there, I will research the market, including your competitors. It is possible that I may ask to visit with your customer service team, past clients and/or customers and different department heads.
As the need arises, I will reach out to you for additional details, product samples and other resources.
You can be confident that I’ll quickly and effectively understand your mission, your needs and your potential donor’s core emotional connection and conversion drives.
As we work on this project together, communication is critical. Some clients are very busy and prefer to hand off the project to me and review the first draft, with very little communication in between. Others like to communicate with me on a daily basis and to be involved at just about every step of the way.
Which are you?
Please send me an email and let me know how often you would like to communicate and what is the best way to reach out to you (i.e. email, phone, text, etc.).
One other request . . . I ask that you assign me a single point of contact on your team, if it is not you. I will communicate directly with that person and they will deal with your other team members as needed to obtain information and approvals.
I also encourage you to become familiar with Google Docs if you are not already. I prefer to utilize this as our tool for document review as it allows us to track changes, comment, and collaborate in real time. It can be shared with various team members and the working document is always the current document so there is no need to worry about sending the wrong files or things getting lost.
Review of First Drafts
Typically, you’ll receive the first draft in five to seven business days, depending on the project size and scope.
When you get the first draft, please review it carefully. Also, have any applicable team members review it. The most important thing at this stage is making sure the tone, message and offer are right. We’ll fine-tune everything during the second draft . . . and third draft, if needed.
Your feedback is very important to me. After all, these are your donors and volunteers and I would like to defer to you as much as possible.
After you review the initial draft, it is likely that you’ll want some things changed. Please note those changes using the comment feature inside of Google Docs or the track changes feature in MS Word. You can also suggest changes using the edit mode feature in Google Docs, which I’ll turn on when I share with you.
I will review your suggested changes within 24 hours of their submission to me. I will make my adjustments within two to four business days, depending on the breadth and complexity of your suggested changes.
In some cases, my clients make suggestions that I know will not work and may hurt your project revenues. In those cases, you can expect me to be bold and direct in my feedback. When clients insist on changes that I feel will not work, I always recommend a simple A/B split test. Let the market vote.
After the first round of changes, there may be additional fine-tuning needed. You can be confident that I’ll gladly work with you until you are delighted with the copy. In most cases, clients find that one review is enough, but we will do whatever it takes to get it right. When more are needed, it is usually just one or two changes and the process goes quickly. Typically, we can get to a final copy within one to three business days.
After all revisions are done, I will submit a final draft to you in MS Word so that you can use it for formatting. At this point, you approve the copy by sending me an email stating that everything is ready for distribution.
As soon as I receive the final approval from you, I will invoice you for the remaining 50% of the project investment. The invoice is due upon receipt. I will make every effort to be prompt in responding to your requests and assume that, as a professional, you will do the same with my invoices.
Normally, the final copy is sent to a designer for formatting. I strongly encourage you to send me a PDF of the final version. I will double check that any graphical elements added by your design team enhance the copy and make it more effective.
If I see something that is distracting and may hurt your response rates, I’ll be direct in letting you know. If requested, I’m happy to work with your design team to make any changes needed to make the end version as effective as possible.
At the completion of the project, I provide all of my clients with a complimentary follow-up consultation. We spend a few minutes on the phone and discuss what went well and where improvements can be made.
We review the Discovery Questionnaire and discuss additional ways to uncover new revenue. Where appropriate, we map out a new project to ensure that your organization continues to have excellent copy that meets your goals and grows your donor and volunteer base.
Ultimately, through our successful collaboration, your organization will celebrate its well-deserved place at the top of donor revenues.