In any firm or department, improving project management
capabilities is a central issue in increasing
productivity—and profitability. Traditional paper
approaches to project management cannot handle
the dynamics of today’s design and illustration
projects. Software programs that utilize the latest
internet and intranet technologies are available for
project management, but even the most advanced
software program will not serve its purpose if it’s not
given the support—the commitment or mind-set—to be a long-term solution for success in the future.
Managing progress—or the lack thereof
The move from paper project management to software
is a big one, often prompted by the “need to
know.” For example, how soon do you know when a
project has gone off track? How long did the project
take last time? What’s the earliest delivery date you
can promise? To answer these, you need a reporting
system in place to monitor each part of the design
and production process, and identify problems as
they occur.
How do you know you’re ready to move from
paper to a software program? Bud Peen, illustrator
and designer (www.budpeen.com), says, “I spent so
much time on business and invoicing that I decided
to design a program that would simplify the process
and organize client information, job work sheets and
artwork archiving. There was nothing out there I
liked, so I designed my own software—StudioFile.”
“I worked at an agency that used a paper system,
then switched to a custom software solution,
so I know the benefits of having electronic storage
and access for projects,” says Kirsti Scott, Scott
Design (www.hotdesign.com). “Even when Scott
Design was just a one-person agency—moi—I
used MYOB software. My group next used Clients
& Profits for several years and now uses Creative
Manager Pro. With it, we’re able to access real-time
data about all of our projects, analyze profitability
of certain classes of projects or clients and keep tabs
on how much time stuff takes.”
Knowing what actually happened
Designers should integrate project time management
and expense tracking systems to ensure accounting
of actual costs and expenses versus the original
estimates. On paper, this is more difficult to do
accurately and in a timely manner. Tracking and
archiving are two of the most important tools to
look for when shopping for a program. The value
of tracking goes beyond being able to bill actual
expenses. This knowledge can be archived for estimating
future jobs with similar clients or work.
How has project management software changed
the business for those actually using it? Illustrator
Michael Wertz (www.wertzateria.com) says, “The
software [I use] has helped a lot. When you’re an
artist and have 10 different projects going on and
there is stuff everywhere, it helps to know the client
information is all in one place. The software has a
very powerful search program, and in the time a client
calls to say hello, I can pull up their project and
be instantly informed and ready to start the conversation.
For job archiving, the software can archive
the location of the originals. For business services,
information on art supply houses and service bureaus
is stored for search purposes.”
“Using Infowit has increased our efficiency in
estimating and billing,” says Sally Pfeiffer, Pfeiffer
Design (www.pfeifferdesign.net). “That has done
wonders for our cash flow. Also, it has streamlined
our communications between staff, vendors and
clients. We have become more confident in the accuracy
of our work, since all client logos, colors and
other pertinent standards are stored on the Infowit
site for retrieval by all staff members—no more
guessing which information or file is the most
current. Infowit is invaluable for tracking employee
time and coordinating the use of independent contractors’
time.”
Bill Fitzgerald of Deutsch (www.deutschinc.com) says, “We can do real-time job tracking. Billing
with a digital record of every transaction lets us work
smarter, faster and more efficiently than ever. The first two years we saw a huge uptick in revenue generated,
and it can be attributed to the efficiencies and
control provided by our workflow software solution.”
“The biggest change has been with how up
to date we are now with project tracking, billing,
archiving,” says Scott. “We also use Creative Manager
Pro to track who should get a holiday card or gift,
which projects are worth considering for awards
competitions, and we keep notes in the diary so we
can remember what happened on the job or why it
went over on hours, etc.”
The payoff
So just how do you research the right software tools
for your needs? How do you use them? Illustrator
Gary LaCoste (www.garylacoste.com) describes
the experience he had in searching for the right
software: “It was frustrating. I took online tours of
software, but those programs had so many options
that didn’t apply to the illustration business it made
them very confusing to navigate and use. Though I
purchased StudioFile a couple years back, I unfortunately
still haven’t fully gone to that system.”
This interview prompted LaCoste to log a current
job into the program, and he was reminded why he
bought and loaded the software in the first place:
“It really does put all that information at your fingertips—not scattered around on sticky notes and
scraps of paper.”
“I chose FileMaker because a friend recommended
it, and when I saw it work, I signed on,”
says Wertz. “I found StudioFile from one of my
instructors at California College of the Arts. It helps
me manage all the information for my business. The
client list is really great; it can track my mailings to
avoid duplication, so I know exactly what I sent to
which client. Also, there is a letter of agreement I
use as an estimate confirmation and then a job work
sheet that keeps track of the whole budget—the
estimate as well as the actual. There is a timeline to
keep track of what is due when and even a copyright
transfer form.”
Sarah Durham of Big Duck (www.garylacoste.com) says finding the right software “was a trial-anderror
process. The first tool we selected wasn’t a good
fit. I picked something initially that seemed easier to implement than Clients & Profits, but it had other
shortcomings. After about a year, we invested the
time and money in Clients & Profits—which we’ve
now used happily for over six years.”
Mark Sarpa, Progressive Solutions (www.printhq.com) says, “We could not find the right
software in an off-the-shelf package, so we needed to
develop a flexible solution that could grow with our
changing needs. Every month we make adjustments
to our system to accommodate either new customers
or changing requirements of existing customers. We
are using FileMaker 8 Server and FileMaker 8.5 on
the desktops. We have been with FileMaker since
1991 and have gone through many major revisions of
our application in this time.”
Fitzgerald says, “As a manager I have had my
sights set on [going digital] for quite some time,
and there are many out-of-the-box solutions that
will work fine for small businesses that can achieve a
standard workflow solution. However, the development
of a large ad agency process is paramount for
us. It was clear that there was nothing we could find
that was close enough to our process, and we would
likely have to build something ourselves. We chose
FileMaker software to build upon because of its flexibility,
low-cost development and its ability to integrate
with our billing systems.”
Pfeiffer relates, “We researched for about two
months and found some very expensive options that
were not practical for my small business. We settled
on Studio Manager, which runs through FileMaker.
It was a disappointment because it didn’t offer the
flexibility we needed. We researched further and
discovered Infowit. We chose Infowit because of its
web-based nature and flexibility. We also liked the
fact that the developers were graphic designers who
had firsthand knowledge about the real challenges of
running a design firm.”
Your team and clients will coordinate and
communicate via this management program, so it’s
important to provide them with a simple and accessible
system. If you’re managing a creative team,
everyone has to buy into the program. If you’re a
sole proprietor, you have to buy into it yourself.
Start planning and scheduling time to research
available programs.
