Scope & Deliverables

Task Definition

A task can start with something as simple as designing a “flyer” or as complex as “designing a UI/UX system”. The former is fine as a “task”, the latter is better defined as a “goal”.

Before deciding–and defining–a task, we should define goals. From there, we will list all the necessary steps –or individual tasks– one needs to take in order to achieve such goal. Then, we will categorize the tasks into “chunks” of tasks that cover specific parts of a project.

We will tackle tasks in order of importance (decided by you first, and by us if you’re busy and/or agile decision making is needed).

Task Complexity

What’s the complexity limit for one task? This is something we try to assess on a per-task basis and aim for full transparency of this. Sometimes, a single delivery loop will be able to achieve a goal or finish a “chunk” of tasks, while other times, a single task will be enough to keep us busy for 48+ hours.

Examples:

1 Flyer → 1 Checkpoint: Between 2-3 design proposals presented. Delivered on the same day if approved or minimal corrections are given. Delivered on next checkpoint if creative redirection is needed.
1 Landing page UI design → 3 Checkpoints:
- Checkpoint 1: A sheet of different wireframes or semi-styled layout options for the page.
- Checkpoint 2: A sheet of styled layouts with different alternatives, based on the selection made on Checkpoint 1
- Checkpoint 3: Final design + Figma build files, based on feedback from Checkpoint 2.
Developing a visual brand Identity → 8-12 Checkpoints:
- Chunk 1: Checkpoints 1-2: Understanding the brand and the world it lives in (Research and reference gathering)
- Chunk 2: Checkpoints 3-6: Ideation phase; Voice + Look & Feel
- Chunk 3: Checkpoints 7-8: Design & visual development
- Chunk 4: Checkpoints 8-12: Final adjustments and testing

What if my task is more complex than estimated? We will seek to communicate this clearly as soon as we assess, giving a proposed plan update with realistic time estimates.

Goal, Chunk, Task Hierarchy

What’s the difference between a “goal,” “chunk,” and “task”?

A Goal is an overarching objective or project
A Chunk is a compartmentalized group of tasks
A Task is the smallest measure of progress towards reaching a goal.

Example:
- GOAL
  - CHUNK
    - TASK

- Create a new landing page for my new toy company
  - Planification & Research
    - Decide what do we want/need to communicate
    - Define content and architecture
    - Gather data, references etc.
  - UI/UX Ideation
    - Design desktop wireframes for W and X sections
    - Design desktop wireframes for Y and Z sections
    - Design mobile wireframes for W and X sections
    - etc, etc.

Checkpoint Deliverables

What’s included in each checkpoint delivery? You get a “Progress Summary” document + attached files related to the given task (PDFs, images, screen recordings, source files, etc)

Revisions

Can I request revisions? Absolutely. Same-day feedback during checkpoint day is encouraged.

Minor changes – meaning that no re-thinkings of the fundamental structure of a project needs to be done – such as changes in information, colors, etc will try to be delivered within the same Checkpoint day.

If feedback is given less than 2 hours before our closing time, then the revisions will be delivered the following day.

Major changes: A re-thinking of the fundamental intent or purpose of a task (a new path of action, like changing the content architecture of a website section, or re-designing a poster from scratch) will count as a new Task to be delivered on the next Checkpoint.

What if I need changes after approval? Changes after approval are approved. They will be considered as a new task and added to the pipeline.

Is there a time limit for requesting revisions? Up to 3 rounds of revision can be worked on during a Checkpoint day. After that, the following revisions will be counted as a new task.

Task Duration

What if a task takes longer than expected?

Do tasks carry over to the next checkpoint? If their complexity or size demands it, yes.

Who absorbs the extra time?

If the revisions are due to a lack of competence on our side (you get something different from what you asked for), we do.
If the revisions are due to the evolving nature and moving parts of a project, you do.

Ownership and Rights

Do I own all the work you create? By default, all deliverables belongs to you and only you.

Most files are likely to be stored on our computers due to the nature of our work. We also believe it’s safe and valuable to have backups of what we make. It always ends up being the client who needs them the most. Ultimately, how we manage this workflow is your choice and we are willing to adapt and work under specific pipelines.

Things that belong to us:

The non-deliverables and process files etc. What happens in-between achieving your goals.

Will you use our work in your portfolio?

In case we want to display work made for you as a portfolio piece, we will always ask first.
In the future, we might implement a pricing structure in which NDA projects (non allowed for display) might incur an extra fee /month, but this is not the time yet.

File Management

Do you keep ALL generated files? We tend to keep files we deem as relevant for at least 1 year. After a year, we decide to keep only the files we consider valuable as artifacts, assets or both.

There are many files we consider “transitory”—only useful during–or for– a specific task. These files tend to have a shorter lifespan in our drives.

In both cases, for relevant and transitory files, it is your ultimate responsibility to ask us to send them to you when requesting them. Otherwise, we cannot promise to keep them.

Are editable files mine? If you specifically ask for them, yes.

Third-Party Assets

What about third-party assets (fonts, stock, etc.)? In case you need third-party assets like fonts, stock images, music, etc, these costs should be covered fully by you.

What about tools and platforms? In case you need us to use specific tools and platforms or own specific licenses, these costs should be fully covered by you.

Your Tech Stack: In case you need to pay for a Vercel, Webflow, Framer, Dropbox, etc account, for hosting providers and more services powering your websites and work, these costs and account ownership should be operated from your side.