Two weeks ago, the journey began to launch your very own web design agency. Last week the foundations of your agency took shape, as you identified your ideal clientele, established your non-negotiables, and crafted your pitch.
This week, we’ll focus on preemptive measures and implementing systems that will help avoid issues down the line. Just remember, we’re tackling one action each day—it’s a steady journey, not a race.
Day 15: Terms of Service
When excitement peaks with a new venture, it’s commonplace to bypass the groundwork and dive straight into the work. But often, before you know it, you’re deep into a project without any formal terms in place.
Creating a terms of service document is crucial. It outlines the conditions under which you’ll provide services. While it’s recommended to have this drafted by a legal professional who’s familiar with the laws in your area, here is some guidance if you choose to write it on your own. Since you’re in web design, you won’t need to account for physical product terms, which simplifies the document.
Include a liability limitation clause, assert your intellectual property rights, and detail the consequences of unpaid invoices in your document. Write it in plain language—avoid marketing jargon or hiding any onerous details. A trustworthy client will appreciate your directness and professionalism.
Make sure your terms are easily accessible on your website and accompany all quotes you send out—I know many who bundle their terms within the same PDF as the quote to ensure it’s seen.
Day 16: Project Management
Project management is a skill of paramount importance—meeting deadlines, managing a steady workload, and avoiding burnout all hinge on this ability.
The market is saturated with apps designed to assist with project management. We’ve curated a list of some top picks. However, if you’ve already found an app that suits your workflow, it might be wise to stick with it. Avoid reverting to simplistic tools like notepads or sticky notes.
Remember that while organizing your work is essential, it is not a billable task. Strive for efficiency in this area.
Day 17: Quotes & Invoices
Today, our focus is twofold, tackling quotes and invoices due to their interrelated nature.
In business, various documents facilitate monetary transactions—purchase orders, credit notes, etc. In your web design business, the two key documents will be the quote and the invoice.
Quotes offer a glimpse of the future invoice, and invoices are formal requests for payment with detailed payment instructions. Although some businesses send out receipt documents upon payment, a personalized email can be more impactful and help build strong client relations.
While legal invoice requirements differ regionally, a standard invoice often contains several critical pieces of information such as your name, an invoice number, tax information, address, payment terms, detailed service list and costs, totals, and payment methods.
Refer back to your tax research from day two regarding whether you need to include tax. It’s important to mention tax on the invoice, even if it’s not applicable, for transparency.
A quote is similar to an invoice but without the payment sections. It should also include validity duration—typically about three months.
There are numerous services that offer document automation within their accounting systems—Xero, FreshBooks, or Bloom to name a few. If you prefer complete control over your document styling, crafting your own and distributing them as PDFs might be the best option, though it could be more time-consuming and error-prone.
Day 18: Social Media
Begin the day by examining social media platforms. Reflect on your target businesses—what platforms do they frequent? Select the most pertinent platform based on your earlier research and create one profile there.
Social media can be a considerable investment of time with less return than anticipated. Opt to focus your efforts on one platform where your clients are active instead of spreading yourself too thinly over multiple networks.
Day 19: Domain & Hosting
Today’s dual tasks revolve around securing a domain and arranging hosting, as they’re often bundled together.
Based on your chosen tech stack from day nine, ensure your hosting plan supports the technology you’ll be using for your website and client projects. Whether it’s WordPress, Wix, or web apps requiring solutions like Netlify, select an appropriate host.
While some debate the wisdom of registering a domain with your hosting company due to a variety of anecdotal cautionary tales, simplicity can often be your best ally. Pick a reputable hosting service, snag a compelling domain, and let their team manage your DNS settings—often, they’ll throw in a free domain as a sweetener.
Choose reliable hosting that allows for scalability; cost-effective, robust shared hosting is typically a good starting point, with the option for a VPS later on.
Day 20: Email
Email remains an indispensable tool in business communications, even with the proliferation of messaging apps.
If your chosen hosting doesn’t include email, you’ll need to set up a service independently. You’ll require several addresses: a general contact one (say hello@), a personal address, a financial one for invoicing and financial accounts, and a catch-all for misaddressed messages.
Set up a signature block for each email address with your logo, contact information, and the social media handle you secured earlier. Update all your account profiles with your new addresses once completed.
Day 21: Rest
Take this day to relax and recharge. Disconnect and enjoy activities that rejuvenate you. With the intensive final week approaching, it’s vital to be energized and ready.
Featured image via Pexels.
