On a couple of occasions the impending threat of a deadline, the possibility of missing that deadline and the consequent terror of losing the client has necessitated in some late night slogs and unadulterated caffiene abuse fuelling the sprint to the finish line. We’ve all been there—that adrenaline charged buzz you get as you race co-workers to tidy up the last fixes, polish off the editing, cram in the remaining photography and content and bash out emails left right and centre as time disappears and nerves fray, tensions run high and friends become temporary adversaries.
But it’s all worth it when you hit launch, chewing on the last remains of your fingernails whilst shaking with a lethal combination of adrenaline, caffeine and low-blood sugar and eventually sit back with a near orgasmic relief as everything, hopefully, goes smoother than expected.
What a fucking thrill, what a roller coaster of emotions. This is why we got into this industry, isn’t it? That rush of battling to create something and seeing it through to fruition, blossoming like a butterfly from a cocoon; months in the dark of secret, hushed development, all the while that fateful day of launch looming closer and closer until it’s so damned close we forgo sleep, food and basic hygiene to crack out our little baby. Weary satisfaction attained and complimented, usually, with a congratulatory pint.
Success.
These situations arise in most agencies, and I’m sure in some much more frequently than others. Many students, as much as I appreciate the workload can at times be overwhelming, seem to believe or brag that the ‘work all night’ attitude is protocol, almost that it’s cool.
Well I can tell you this—it’s not fucking cool.
No Excuses
There are a hundred reasons why a project may run over. Producers blame the Account Managers, Account Managers blame the Developers, Developers the Designers and Designers the Client. I won’t speak for the Client but I think it’s safe to say in most circumstances everyone has a part to play.
As a designer and front-end dev, my natural point of blame lies with the project manager, and their inability to supply me with the content/sign-offs/milestones etc I need to get my job done. And in some cases this is fair—a client taking 2 weeks longer than projected to provide requested photography or sign-off on a phase of a project will inevitably push things back, but it’s the PMs or Account Managers job to ensure the client is aware of the ramifications and to work with them to limit the damage done.
We can’t work miracles but we can do our best to compensate for worst case scenarios and put contingencies and backup plans in place as buffers. If a deadline is fixed, launch date non-negotiable, and as a result of someone’s fuck up or unfortunate circumstances it becomes unreachable, then compensations have to be made. This may entail reducing the scope, scaling back the size of the product or cutting out features and functionality—if it’s the agency’s fault then this may even call for a discount on the final cost of the project; if it’s the client’s fault then a conscious and considerate understanding has to be forged between the client and agency that something has to give—and the last thing to give should be an innocent team members time.
Honesty and Contingency
I’m the worst person to rant about time tracking and personal time management, it’s hardly my strong point, however it’s essential to pay professional respect to the importance of accurately analysing how much time it takes you to do something.
A simple rule here is, however long you think it will take—double it.
When estimating how long it takes to complete a task, whether that be designing a website layout, marking that layout up, implementing a javascript slideshow, integrating an email newsletter system etc, it’s all to easy to let your ego take charge and blurt out ridiculous estimations, when it will inevitably take you twice as long.
It always fucking does.
No matter how shit hot you think you are, no matter how many times you’ve built a drop-down navigation, no matter how many proposals or account reviews you’ve written or WordPress blogs you’ve installed, it almost always takes longer than you expect. And if you do manage to wrap your work up in, or in less than, the expected time, well pat yourself on the back and go browse Reddit for a couple of hours—you’ve earned it.
Massaging the Client
“But the client only has a limited budget/limited timescales” I hear you cry. Well there’s your problem right there—every client always has a limited budget and unrealistic deadlines.
Now you can either choose to work your ass off like a mangy camel sweating your way across the Sahara, or you can be professional and appreciate the value of your own time and experience and work with the client to reach an agreement as to what can realistically be achieved in such time, with such money. Unless the client is Nike or likewise and this is your one shot to impress, in which case stock up on the coffee—it’s gonna’ be a long night!
The reality is that in an agency environment every team member is, for lack of a less obvious cliché, an integral cog in the machine—oiled with passion, creative drive or in some unfortunate cases the paycheque at the end of the month, and driven from behind by the producer/project manager and in front by the ever present deadline. Any cog not spinning at the right speed will effect every other cog; poor project management produces no push and a weak deadline generates little pull.
Thus, self management and professionalism is as essential as relying on the producer to keep you on track. Setting and reaching milestones throughout the course of a project and ensuring that you take into account everything that may be required of you is the key. If you have 2 weeks to design a site, you have to consider not only the hours you’ll spend sketching, mood-boarding and playing in Photoshop, but all the extra snippets of time spent with emails, phone calls to clients, meetings with the account manager, producer or CD, rounds of both internal and external amends and waiting on client feedback that can sometimes add days or weeks onto the length of a project.
The other trick is to keep clients in the loop as much as possible. Maintaining a continuous rapport with clients, 3rd parties and suppliers is essential. Keeping them involved at every stage helps to ensure that if/when you do work over or miss deadlines, they’ve been with you throughout the process, not kept in the dark, and so will have a better understanding of why it’s happened, which will hopefully ease the responsibility on the agency’s part.
However if you find yourself constantly under-delivering and missing deadlines on a regular basis, it might be worth reassessing your project management team—although everyone bears a responsibility it’s ultimately their job to ensure this doesn’t happen. End of.
Idealism
What I’ve preached above is all well and good in theory, but can run into difficulties when applied to real life projects. However if each member of the team takes responsibility for themselves and their own time, and respects and makes compensations for others, the entire process can run smoother and hopefully avoid those final, exhausting and often avoidable panic dashes to the finishing line.
If you find yourself in lucky situation where the budget, timescales and workload are more relaxed—besides overcompensating for your own time, it’s always nice to set a personal deadline a few days before the overall one, giving you that extra contingency for more in-depth testing and final amends, but also providing some extra time to add what I’ll refer to as ‘sexy improvements’. Mmm, sexy improvements….
However, if there’s absolutely no way of avoiding it and you do find yourself stressing with bloodshot eyes over your computer at 11pm with the clock ticking and the client freaking out on the other end of the phone, try and make the most of a shitty situation. If you’re at the office persuade the boss to order in some pizza and grab a few beers—it makes the evening more pleasant and will likely increase your willingness to slog through the overtime. There’s nothing worse than straining and fretting away till 2am on instant coffee and stale Tesco sandwiches whilst your mates are having a few down the boozer.
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