Finding the Right Designer for Your Project

Over the years, I've worked with just about every type of client there is.  Some have been great, others, not so much. And there were one or two situations where we both just wanted to complete the project, never to speak to each other again!

Finding a designer with whom you have good rapport is as important as their ability to design. The best designer in the world may not be the best designer for YOU! It’s important to have a ‘good fit’ when you choose the designer for your book or design project as you may be working together for some time. Therefore, before you actually hire someone, take some time to think about what your own goals are for your book:

• What formats and in which outlets will I be publishing?
• What is my publishing time frame and budget?
• Is my manuscript straight text, or does it have a lot of added graphics, photos or sidebars?
• How do I want my book to compare to other authors in this genre?

Once you’ve answered, or at least thought about these things, the next step is to actually find someone to help you bring your manuscript to life. This process is much like any other hiring process but you are the one determining the qualifications and budget. As you begin your own hiring process, keep these things in mind:

1. Does she have the right qualifications and skill set for what you need? Do you like her design style?
2. Can you communicate well with one another?  Does she ask detailed questions about your project and what you need? Does her rates and availability fit your budget and schedule?
3. Will she provide a scope of work or contract clearly stating what the work entails, payment terms, file transfers, and other terms of service so there are no surprises?
4. Can she provide references, or was she recommended to you?
5.  Does she demonstrate responsiveness and professionalism?

Does she have the right qualifications and skill set for what you need? Do you like her design style? Whether a designer was recommended by someone you know or you found them via an internet search, you should be able to get some basic information about them from their website, blog or online portfolio. Browse their site and look at their portfolio. Design is a very subjective matter—most people know within minutes if a style appeals to them or not. If you don’t like what you see, move on. If you do, then make sure the designer does the type of work you are looking for. There are many designers who special in ‘general design’, but many more just focus on specific markets, such as book covers or typesetting or epub formatting. It is possible to find someone skilled in multiple areas, though it’s far more likely that you may hire more than one designer to handle different portions of the project. Be willing to hire two or more designers if you feel comfortable with one’s cover style and another’s typesetting skill.

Can you communicate well with one another? Does she ask detailed questions about your project and what you need? Does her rates and availability fit your budget and schedule? Once you've decided that yes, you like her style and, yes, she offers the service(s) you need, you’ll need to have an introductory conversation to find out if you both want to work together. At a minimum, each of you should leave this conversation having a clear understanding of the project deliverables, budget and schedule.

Ideally, your designer is engaged and eager to help you say ‘Yes, I’d like to hire you!’ and will volunteer details about her experience, similar projects, availability and how she may visualize your manuscript. If you find yourself asking most of the questions, you may want to think twice about proceeding. Someone who seems uninterested in your project or is hard to get information out of at the initial conversation will likely frustrate you down the road; esp. if there are any snafus with the process (and there always ARE!).

If you feel the communication between you is good, ask about their rates and availability. There is no hard rule on how designers price projects. Some price jobs by the hour and others price them by the job. (I tend to charge flat fee per project.) You may need to provide a draft manuscript to get an accurate estimate. Reputable designers respect the works of others and treat files provided for estimates, etc. as business confidential materials. That said, you may want to include a copyright watermark in the file or a protection clause in the transmission email as a reminder. If you are simply shopping for the lowest rate, please let your designer know. She may be willing to provide a ‘guesstimate’ without seeing your manuscript or she may decline to discuss the project further. Either way, you've saved both of you time and effort.

Good design takes time and good designers often have busy schedules. If you have a short turn around, let your designer know, as this can impact the project’s price and her availability. Give your book ample time to be properly designed and produced and give your designer ample time to do the job you've hired her to do. Rush jobs can be very stressful for everyone involved. Try to avoid them!

Will she provide a scope of work or contract clearly stating what the work entails, payment terms, file transfers, and other terms of service so there are no surprises? If you've gotten to the point of discussion estimates and availability, you've likely decided that this designer is someone you could see yourself working with. At this point, the discussion will move to more contractual topics, such a detailed estimate or scope of work, payment terms, scheduling, file transfers, and similar. I highly recommend working with someone who has a formal Terms of Service (TOS) policy, or who will provide a very detailed proposal that includes these elements. This can limit any number of misunderstandings and unexpected issues for both parties and is just smart business. If you have an issue with a designer’s TOS, speak up before you pay the deposit! You may be able to negotiate on points that you have issues with.

While having a contract doesn't prevent breaches of contract, it helps you tremendously should you find yourself dealing with one. I personally will not take on a new client without providing my TOS along with the project estimate. Chalk this up to a very HARD (expensive) business lesson!

Can she provide references, or was she recommended to you? You want to know that the person you are hiring to breathe life into the words you've spent countless hours writing, rewriting, reviewing and rewriting again is reputable and does what you pay her to do. Check references even if she was well recommended. Note that even someone well recommended may end up being a bad fit for you. Trust your judgment and instincts about this person—you’ll be glad you did!

Does she demonstrate responsiveness and professionalism?  There is nothing more frustrating to me than not getting a response to a question or concern I have. If I am paying you for a service, then I expect you to respond in a timely manner and address it. Over the years, I've found that if someone is often slow in returning calls, misses meetings, or otherwise doesn't do what they say in the beginning of the business relationship, I can expect more of the same later on. Since you are paying for her service, it’s reasonable to expect your designer to value your time as much as you value hers.

Also note how organized she is with the business end of things. Ideally, she should be able to send whatever information you've requested without delay. Any estimates, forms or communications should reflect a professional tone and be clear and easy to understand.

A Valued Team Member

The ultimate goal in hiring a designer for your book is to make the overall process easier for you while also getting a great looking book in the process. The overall production process for a book can be stressful and span months so you make sure you like the person you hire for the job. Working with someone you have difficulty with adds a lot of unnecessary headaches and stress to an already complex process. With a little effort and a willingness to think like an employer, you can find someone who fits well with you and your project.