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Project Management Playbook


TABLE OF CONTENTS

 

Welcome!
So you’re officially a certified Visually Project Manager and/or Project Coordinator— congratulations!

If you haven’t already, please review the Visually Welcome Kit to gain an understanding of how working on our platform, well, works! Otherwise, feel free to pour over some of the finer details we feel all Project Managers/Coordinators should be aware of.

Role Overview
The Project Coordinator / Manager is the backbone of the project, serving and protecting both the talent and the client. They are talent's secret weapon and can keep Designers focused on what they do and love best, while handling most of the administrative duties.

Your primary purpose as a Project Coordinator / Manager at Visually is making sure projects stay within scope and move forward. This is achieved by completely understanding what’s being created — be it a single project or project bundle — and pushing every member of the team to be responsive and clear.

In a practical sense, you’re good at interacting with clients (and they like you). You know the right questions to ask and when to push back. You also completely understand the design process and can communicate on behalf of your creative team.

Remember, your job as a Project Coordinator / Manager is not project dictator - don’t inject your personal opinions into a project. Bring the best out of your team. You’ll start each project by getting to know the client and reviewing their brief. Make sure all of the necessary information is included, such as 2-3 design examples/references.

We’re always here to help if you need it (help@visual.ly), but if you’ve made it this far, we trust you.

Once the project is moving, it’s your job to ensure the client provides quality and timely feedback, and the design team meets their expectations. Keeping them on-schedule and ensuring clear communication is vital to a successful project.

We’ve created resources for your clients such as onboarding checklists, a client feedback guide, and Help articles that outline the creative brief process. We’re here to support you. Let us know if you have any questions at help@visual.ly!

 

Roles & Responsibilities: Project Coordinators vs. Project Managers
Visually offers two project management roles: Project Manager and Project Coordinator. The Project Coordinator role is more common, as almost every project is automatically assigned a Project Coordinator as part of the project’s default team. There are a few big differences between the two roles: the Project Coordinator role is a scaled-back version of the Project Manager role, with a more high-level focus and less day-to-day involvement. A good rule of thumb  is that this role will require about five hours of project coordination for graphic design projects, and about 10 hours for videos.

The Project Manager role is more hands-on and involved. Here are a few key activities expected from a Project Manager, but not a Project Coordinator:

  • Cross-checking feedback from client and talent to ensure incorporation into each design iteration
  • Engaging thoroughly and consistently throughout the project’s lifecycle
  • Supporting in quote process for re-scoping needs
  • Joining client onboarding call with CX team
  • Initiating, coordinating and joining additional client x talent touchpoints if needed and/or requested
  • Reviewing client feedback to ensure it is workable and within scope
  • Working with CSX team on talent reassignment, if the need arises
  • Managing multiple projects at the same time (like a campaign, for example) for one client or account

Project Coordinators
As Project Coordinator, you are responsible for key high-level activities within the project. You help kick-start the project, keep it on track and within scope, manage the timeline and work closely with Visually’s Help Team to escalate issues. Keeping the milestone dates accurate and project timelines up-to-date is a top priority of your job!

This role is a scaled-back version of the Project Manager role, with a more high-level focus and less day-to-day involvement. Our working assumption is that this role will require about five hours of project coordination for graphic design projects, and about 10 hours for videos.

  • Sign-up for a free conference call account, preferabley with Room.co (Note: this capability is getting built into our Visually product soon!)
  • Coordinate and lead project kick-off call, preferably using Doodle (Note: this capability is getting built into our Visually product soon!)
  • Review the project brief against the project scope.
  • Answer client questions about Visually platform, and/or escalate if needed.
  • Ensure the deliverable stays within scope at kickoff and after creative brief submission.
  • Milestone management: alert Help Team about advancing and updating milestones to reflect accurate dates and progress. Keep pulse on responses from Help Team and ensure timeline issues are handled in a timely manner.
    • Note: Admin access for Project Coordinators / Project Managers is coming soon - this will allow you to update project milestones and timelines directly.
  • Communicate and follow-up with client/talent about missed deadline(s).
  • Escalate and flag issues to Help Team.
  • Prompt client to close project and leave feedback.
    • Escalate to help team if client is unresponsive or project is still open three days post completion.

Project Manager
Includes all responsibilities of the Project Coordinator, along with the following added responsibilities:

  • Join client onboarding call with CX team.
  • Initiate, coordinate and join additional client and talent touchpoints if needed and/or requested.
  • Work with talent to ensure all client feedback is reflected in the following design/deliverable iteration.
  • Work with CSX team on talent reassignment, if the need arises.

  

What Does World-Class Project Management Look Like?
At Visually, we work for some of the world’s biggest, most influential brands. They trust us with their projects because they know our talent produces world-class work.

And so, this is our guiding principle: World class work, every time.

This applies to the way you manage the project, of course, but it also applies to the way you conduct yourself with your clients and collaborators. At Visually, we truly value (and reward) professionalism.

Bringing your A-game to every project is a must. Ensure you post in the Project Center within a few hours (maximum) of accepting a project. And keep a consistent level of communication throughout.  Proactively facilitate conversation to ensure timeliness and management of client/talent expectations.  Always keep tabs on scope, and flag anything of concern. Make sure all of your communications are polished, grammatically correct and written with the utmost professionalism.

 

10 Things You Need to Know as a Visually Project Coordinator/Manager

1. Invites
Project invites are sent via email. They include important details about the project like the project background, estimated timeline, scope and fee. At the end of the email, you’ll have the option to accept or reject the project. For every project, Visually extends an invite to several PMs/PCs at one time. The PM/PC who is first to respond  is typically assigned. It’s important to make sure you can take on the project to completion - as a PM/PC, you are the cornerstone to these projects. Please be sure to read all the invite details and requirements  closely; otherwise, it could end up as a reassignment.

Please don’t be discouraged if you don’t get assigned a project that you’ve accepted; we welcome you to try again! Our goal is to assign projects as quickly as possible – usually in less than 12 hours – which means we move quickly.

2. Kick-Start your project for success 
Upon invite acceptance, it’s important to review the project details/brief, uploaded documents and timeline thoroughly. These steps will help set-up your project for early success.  

Post an introduction
It’s also crucial to post an introduction in the project feed introducing yourself and asking key questions such as: “Is the copy uploaded to the Project Center the final approved copy?”, “Are there any brand assets you can share to serve as a resource for the designer?” and “What times is the team available for project kick-off”.

Reviewing uploaded assets
As soon as you accept a project, review the creative brief and check the client’s uploaded files. Did the client upload all the final files needed for the team to get started?

  • Final copy (If there is no assigned writer)
  • Company logo  (high res)
  • Brand guidelines
  • Brand styleguide

Timeline review
As a Project Manager or Coordinator, you are probably used to creating timelines for your project. At Visually, we automatically set up the timelines and assign owners for each milestone.

If the team is going to miss a milestone deadline, please contact help@visual.ly as soon as possible. In the near future, Visually Project Managers and Coordinators will be able to update timelines as Admins.

The beginning of the project is your chance to set the tone, and to establish that you are responsible for ensuring the project’s success.

3. Scope, creep & add-ons
Thoroughly understanding your scope of work is the best way you can provide value to Visually and your client, and ensure you get paid for all of your efforts. Your project scope will detail all deliverable expectations so that all parties are on the same page.

As Project Coordinator / Project Manager, one of your main responsibilities is managing and flagging scope creep and potential project add-ons.

If a client is asking for work you think may be outside of the original project description, please contact Help, especially if the ask is significant. For example, they may ask for an extra draft, additional creative concepts, illustrative style, or other work that feels like it goes beyond the agreed upon project parameters and is not within reason. Remember, you can always find project scope details under the Creative Brief tab, on the right-hand side. We know client needs can evolve as projects progress, and we’ll work with the client to re-scope as needed so you get paid for any added work.

If you provide work that was not in scope, not only do you not get compensated for that extra work, but the client learns to expect deliverables that are generally not included as part of their agreement and budget, which leads to an inconsistent experience and ultimately a client’s frustration and disappointment with Visually and Visually talent. We want to give our clients the best and most fair experience, along with premium content, to keep our clients coming back!

At the same time, we do not want to nickel and dime our clients at every opportunity. To this end, we believe an expansion of scope around 5 - 10% is acceptable. For example, an extra creative revision that is minor (as in one that does not change the entire layout of design) in the final hour is likely okay. However, adding more concepts or upgrading to illustrative style would be more like a 50% expansion of scope, and should not be given away. There will inevitably be situations in which scope can and will escalate quickly, so it’s important to be on the lookout for warning signs of scope creep.

IMPORTANT NOTE: While it’s fine to let a client know when a project has gone out of scope, please do not discuss budget with the client. All budgetary conversations should take place between Visually and the client, or between Visually and you.

Warning sings of scope creep
  • Client asking for multiple creative concepts when that is not included in the scope of work.
  • Illustration throughout the project when it isn’t included in the scope of work; a small spot illustration in a project is okay to include - it’s when the entire piece may starts to be illustrative that there is a problem.
  • Extensive revisions which may include:
    • Updating approved content, especially if those revisions to content affect layout and design
    • Revisions that take more than 10  or 15 minutes to accomplish when those revisions are outside of the number allotted in the scope of work
  • Client not responding to key milestones
  • Client requesting work before agreed-upon milestone
  • Styleframes, multiple concepts and options (unless listed as part of scope)
  • Client revising/rewriting approved content
  • Client asking you to use stock photography without provided photos
  • Client asking you to use non-open source fonts without providing the font files or license to you
  • Client changing creative direction mid-way through a project
  • Client asking the designer to write copy

Scope add-ons 
The following is a list of deliverables or assets that are not automatically included as part of Visually graphic design projects and should be explicitly listed as part of scope before development or delivery:

  • Illustration (any style) with the exceptions of a small spot illustration
  • Multiple concepts
  • Styleframes or wireframes
  • Writing
  • Rush timeline
  • ADA-compliant files
  • Translated versions
  • Multiple layouts

4. Stock imagery
We do not recommend talent uses stock images or vector clip art graphics in their work on the Visually Platform, unless the project brief or clients specifies stock assets should or can be used. Unless a client specifically requests stock imagery (e.g., photography, icons, illustrations, etc.), the designer should be using it on a limited basis. If the designer does use stock materials, they should be a base they use to customize the images in the project. If the materials are not public domain or open-source, they must secure proper licensing and rights and transfer them to the client. 

In all cases of stock usage, the designer is responsible for knowing the rules around purchased and open-source assets. Using a trusted source is key. Failure to adhere to rules may result in suspension or decertification. Keep a close eye on your team members’ use of stock.

5. Working with client feedback
Every client is unique, and that means the task of communicating and navigating revisions with the client are guaranteed to be different each time. It’s also part of the beauty of the Visually Platform - the diversity of our clients and their brands keep things interesting and help us evolve.  

Project Coordinators are not required you review all client feedback in detail for each design iteration. However, it’s important to keep track of the project communications to notice if the client is unhappy, or if feedback was missed by the talent.

 Project Managers are responsible for more hands-on involvement, which includes cross-checking client feedback and ensuring it’s reflected in each design iteration.  It’s helpful to message the talent 1:1 via private chat to coordinate the review of design drafts, and also to relay sensitive feedback (i.e. “you forgot the client’s logo again!) Remember, we only want the client to see final, polished work.

6. First draft
First impressions are key, and the first draft can be what makes or breaks your project and the client’s trust in the team. A great first draft establishes confidence in the team’s abilities and reflects the level of skill brought to a project. The opposite is also true - a weak first draft can cause your client to panic, mistrust the team’s abilities, and even request a new freelancer. At Visually, a first draft needs to be the team’s best first effort.

As Project Coordinator / Project Manager, you are here to help support your team and answer their questions. This helps to ensure the success of their first draft.  Reach out to your writer or Designer 1:1 via the chat feature to check in before they post their first draft.

7. Timelines & Deadlines
As Project Coordinator / Project Manager, ensuring on-time projects and accurate milestone dates is a top priority.

The project timeline lists all milestones, including who is assigned to each one. At Visually, we automatically set up milestones for every team member, including clients. You can follow along with the progress in the feed, or add the milestones to your own calendar. This helps everyone see who is responsible for what and keeps the whole team – and project – on track.  [screenshot]

Timelines are critical and they reflect the client’s expectations. Unless the whole team agrees on a timeline change, assume the due dates are hard deadlines and do your absolute best to meet them, every time. Talent are instructed to alert you if they feel they might miss a deadline. So, be ready to step in and work with help@visual.ly and the client to adjust. In emergencies, we can re-assign the project or take other steps to make sure it stays on track.

Remember that, for many projects, these deadlines are not negotiable - the client may have a big launch coming up and they need your project to be ready on time. Please always do everything you can to honor the dates in the timeline. We have taken great care to establish meaningful and appropriate timelines that allow talent the time they need to make great work while allowing the client to commission turn-key products.

Rush Projects
When clients need work quickly, they often initiate a rush on their projects. Rush projects have condensed timelines and often have milestones on weekends. They also come with a higher fee. Please do not ever accept a rush project if you will be unable to meet a milestone. This is extremely important: time is quite literally of the essence when it comes to rush. Note: if a client sheds time from their feedback rounds (during the scoping phase) it may shorten the overall project duration but this is not considered a rush.
Meeting Deadlines
It's the Talent’s obligation to meet milestones; this is part of what they agree to when accepting a project.  If you feel a talent delay is negatively impacting the team, reach out to help@visual.ly. In emergencies, we can re-assign the project or take other steps to make sure it stays on track.

8. Demonstrate the value o project coordination at Visually
The Project Coordinator role is a fairly new one, and we strive to continually demonstrate value in the role addition to both clients and internal team members. Always look for ways to add value by:

  • Introducing yourself promptly and professionally upon invite acceptance
  • Posting frequently in the project center
  • Checking-in with internal team members to see if they need support, require additional resources, and are on track for delivery
  • Reminding the client politely a day before their milestones are due
  • Downloading and reviewing final deliverables
  • Proactively and effectively managing the timeline and keeping all dates and milestones accurate and current
  • Internally escalating any potential issues on your project as soon as they arise
  • Flagging scope creep well in advance
  • Posting a project wrap-up note in the project feed thanking the team and congratulating them (if congratulations are in order)

9. We trust you manage the project - and run with it!
Two of the values of the Visually Platform are transparency and talent empowerment: We strip away the layers of traditional red tape to allow you to interact directly with clients and talent to maximize efficiency and creativity. This means you are empowered to make the project successful through thoughtful suggestions, shared insights and collaboration.

As Project Coordinator / Project Manager, you are our eyes and ears on the ground. If you ever sense any issues brewing, or sense an unhappy client, please reach out to the help team immediately at help@visual.ly! We can work together to proactively find a solution and pre-empt any potential issues.

10. Visually has your back
Visually always strives to support and empower our Talent. We are also here to help answer questions and help you navigate sticky situations.  

 

Anatomy of a Visually Project Team
Roles and How To Work Together 
As a Project Coordinator / Project Manager for Visually, your role centers on establishing a cohesive and healthy project—and happy clients! If you are assigned to a project, you’re guaranteed to be working with at least two other talent team members: likely a Designer and Proofreader or writer. It’s important to ensure inter-team collaboration and prompt, professional communication with the client. 

Roles of Visually Team Members 
There is no single role that has the power to dictate the outcome of a project. Here are some of the team members you could be working with.

  • Creative Director - The Creative Director is responsible for developing high-level creative concepts for projects - often for enterprise, retainer-level clients or campaign-oriented work - and for ensuring seamless execution.  Expect the Creative Director to be a collaborator rather than a dictator. It’s important for Designers not over-rely on their Creative Director or think of them as a safety net. Some Creative Directors err on the side of naturally project managing their work along with managing the Designer. If you are working with a Creative Director, you are responsible for collaborating with them 1:1 and for representing a united, cohesive front to the Client. 
  • Writers - If you are on a project with a Writer, they are responsible for the copy, input for the design, and the single proofreading milestone before project completion. Your Writer will help  communicate the client’s or product’s message in a way that is uniquely fresh, memorable, and persuasive and will work with the Designer on how to visually emphasize or prioritize content.They are a great partner for the Designer - there is great value in the Designer working closely with the writer during the conceptualization and execution of the project.
  • Copywriter - Your Copywriter will work with the client’s materials to develop the copy for your project. Copywriters are skilled at creating clear, compelling narratives that complement visuals. 
  • Writer/Researcher - Your Writer/Researcher will study the client’s materials and do original research to craft a strong story. This may be journalistic writing that uses facts and data to create an unbiased, neutral narrative. Or it may be advertorial writing that uses facts and data to create a strong, persuasive, branded message.  
  • Proofreader - Every project with copy is assigned a Proofreader. This team member is responsible for proofreading your client’s copy throughout the design process, most especially at the very beginning and end of the project, ensuring there are no copy errors. If a writer is on the team, this person will assume all proofreading duties, in most cases.
  • Developer - Developers, create and document all project code, including HTML, CSS, javascript, and any necessary server-side software to make designs interactive and functioning products. Interactive projects have time built-in for the Designer and Developer to collaborate. It is important for the Designer to review design drafts as early as possible with their Developer to identify red flags in executing the design code, optimize the design, and discuss user experience expectations.
  • Animator - Think of animators as designers that make their creations move.  If you are working with an animator, they will help bring design assets (their own or provided) to life on screen through 2D and 3D animation techniques.

  

Working Well with Visually Team Members: A Checklist
Visually team members are your collaborators. Treat them with respect and engage them in your creative process to achieve the best results. Often, they can identify roadblocks or errors and scope red flags when you cannot because you are stuck in the weeds. Offer to collaborate at every phase, and help the team collaborate with one another.

  • Respect their expertise
  • Respect their needs and deadlines by being responsive
  • Collaborate at every opportunity, do not project manage in a silo
  • Be grateful, thankful and polite
  • Communicate simply and clearly
  • While humor is appreciated, it is not universal. Remember, our clients and talent are from across the globe.
  • Edit communications based on our communications checklist (below) and the communications best practices outlined in our Welcome Kit.

 

Working Well with Visually Clients: A Checklist
Clients hire Visually to execute complex visual assets because they see value and quality in our products and services. Clients usually do not have the skill set in-house or have a team that is too busy to execute on creative deliverables. In any project, we need to assume the role of experts and provide counsel we believe will help them meet their objectives.

Client Interaction Checklist:
  • Do not talk down to clients: Never assume a client is not knowledgeable about a industry, skill, subject or channel.
  • Do not talk over client’s heads: Never assume the client is familiar with industry- or skill-specific jargon.
  • Always provide context for your / the team’s decisions.
  • Recap previous decision points and key insights, including goals and former discussions with the client.
  • Always copy over chat messages to the Activity Feed if they involve pivotal decisions or feedback.
  • Be polite, responsive and attentive in all communications.
  • Edit communications based on our communications checklist (below) and the communications best practices outlined in our Welcome Kit.

 

Communications
We walked you through our communications best practices in the Welcome Kit,  but here is a checklist for your reference and to reinforce the most important points.

Every member of the team (especially the client) wants your project to go smoothly. And at the core of every one of our most successful projects is clear, effective communication…

Simple Communication Checklist:

  • Review for spelling & grammar errors: These things can undermine trust and credibility
  • Review tone and voice: Have you been polite, helpful, friendly, approachable and attentive?
  • Review for informal language:  Remove things like “k. thx!,”“haha,” “LOL” or “gr8.”
  • Review for intent:  Could this be received differently than you intended? If so, try again.
  • Review for clarity: Does this make sense? If not, revise.
  • Review for simplicity: Is this overly-complicated? If so, simplify.
  • Review your channel: Does this need to be in the Activity Feed or via Chat?
  • Review for context: Does your communication need a recap or context? If so, add one/some.

And remember: sometimes phone calls and emails outside of the Workspace are necessary, but it’s important to post a follow-up recap afterward. This is part of your job (both scheduling the calls and recapping). When and if the Visually Help team is contacted for support on a project, it’s  important that all conversations and decisions are properly documented so that a full picture is available to assess the situation.

When it’s all said and done, your communication between your team and clients on our platform should be genuine and authentic. Just be mindful to be clear, polite, professional, respectful, positive, and friendly. And remember to refer back to our Welcome Kit for more detailed information about communicating at Visually. Excellent communication is critical for your success!

 

Visually Platform: The Mechanics
This is the heart of the Visually Platform. The Workspace contains everything you need for your project, all in one place.

To re-familiarize yourself with some of the mechanics of our platform, review our Welcome Kit . Here is a summary of the key areas:


Your Workspace: View of all active assignments.

Project Page: Project-level access to assets, documents, milestones, deadlines and the activity feed.

  • Activity Feed: Home of all project activity related to progress, milestones and project feedback that impacts milestones such as file uploads, revisions and approvals.
  • Chat:  Space for you, your team and your client to interact more casually on topics about the project. Click here to learn more about our Chat feature.
  • Creative Brief: Your project road map - a summary of the project scope and the client’s goals, along with  information about audience, design requirements, style references and more. Project scope is also included in this section - this is the clear-cut, agreed-upon terms of the project, which will include format, content length, size, design approach and/or illustration styles.
  • Timeline & Milestones: Lists all milestones, including who is assigned to each one.
    Important: If for any reason talent is  going to miss a milestone deadline, they should work with you as the PC/PM to manage expectations, gauge impact and communicate with the client. You can update project dates and milestones accordingly.
  • Files:  Here you’ll find the client’s materials: copy, design examples, and other documents the talent needs to do their work. It also houses all other file uploads, including design files.  

As Project Manager / Project Coordinator, the talent should feel comfortable and confident reaching out to you if they think a project is exceeding scope. As soon as you sense scope creep, please  reach out to help@visual.ly and let us know. We will immediately review and work directly with the client to re-scope, if needed.

 

Visually Process Overview
New Project Assignment Flow

Here is the process for how new projects enter the assignment queue:

  • The client accepts the quote.
  • The client enters payment information.
  • The client is taken to the Creative Brief, where they enter all the information for their project including design references and brand assets.
  • Once they submit the brief, they are directed to the Workspace.
  • A Project Manager and creative team are assigned to the project by Visually staff.
  • The Project Manager reviews the files uploaded to Files and makes a list of any missing documents, or documents that might prove useful to the creative team.
  • The Project Manager makes an introduction and facilitates a kick-off message and/or call, if requested.
  • The project begins!

Essential Responsibilities Throughout Project Lifecycle

 

Before the Project

  • Review the creative brief to ensure the client has provided adequate information, design references and brand assets such as their logo, brand guidelines and style guides. 
  • If the project does not have a writer assigned the client is responsible for providing final copy for the proofreader. Ensure final copy has been uploaded. If not, request the copy deck from the client.
  • Post a timely introduction; reference our sample postings.
  • Organize and lead project kick off calls (when a call has been requested). Consider using a free service such as Google Hangouts, GoToMeeting, Skype, or InstantConference. Reference the kick-off call checklist as a resource.
  • Recap conversations during client/talent calls and post notes and actionable next steps in the Activity Feed.

During the Project 

  • Manage client requests for calls throughout the project.
  • Respond to basic inquiries about the design process and Workspace functionality.
  • Keep projects within scope by watching for out-of-scope requests and deliverables.
  • Ensure the timeline is up-to-date and project milestones are accurate. At this time, all milestone and date adjustment requests must be made through the Visually Help Team. In early 2016, a new feature is launching that will allow PMs/PCs to update and own timeline milestones.
  • Review client feedback, ensuring it is reasonable, within scope and timely.
  • Review design drafts to make sure client feedback is implemented.
  • Answer client questions about the Visually platform that may arise during the project. If you are unable to answer, forward to help@visual.ly.
  • Milestone & timeline management:
    • Communicate to the team about upcoming milestones, to ensure all dates in the project timeline are met. Some best practices to consider
    • Send the internal team private 1:1 chat messages about reminders and missed deadlines.
    • Post a friendly reminder message to clients one day prior to their feedback due date.
  • If a milestone is missed or the project dates shift, you’re responsible for alerting the Help Team at help@visual.ly so they can advance and update the timeline. This is one of the most critical parts of your job.
  • Keep a pulse on responses from the Help Team and ensure timeline issues are handled quickly.
  • As your project progresses, you can update project milestones and timelines directly.

What is the timeline update feature?
Visually Project Coordinators and Project Managers now have access to directly update milestone dates on their project timelines.

Who is impacted?
All Visually certified Project Coordinators and Project Managers.

When is timeline updating available?
Thursday, January 14, 2016.

How do I start updating my timelines?

1.  Click on your active project where you are assigned as Project Coordinator / Project Manager.
2.  From the 'Activity Feed' (main tab) click on the 'Edit' button in the top right corner of the timeline box
3.  Select 'add to Google calendar' or 'No thanks' to make timeline editing visible
4.  Select the calendar icon in the top right corner of the specific milestone you wish to update.
5Select the new date from the calendar drop down and click 'Done'.

  • All subsequent milestone dates are automatically updated.
  • Instances where clients request weekend availability are updated accordingly. If a client requests to not work on weekends, selecting a weekend milestone is not an option, which is indicated by a greyed-out date.

6.  Click 'Save' at the top of the timeline box to save your updated timeline.

You can always reach out to help@visual.ly if you are having issues or questions with this new feature. As always, we welcome feedback and input on your experience!

  • Escalate and flag issues to the Help Team, including:
    • Talent missing deadlines or being unresponsive
    • Any unprofessional behavior
    • Client requesting additional items outside of scope
  • On projects with a writer, make sure the client signs off on the outline/script before moving to the design phase.

Wrapping-up the Project
A key responsibility of a Project Manager / Coordinator is to help expedite the process of closing a project. Once a project is complete and officially approved, remind the client to close out the project on their end and leave feedback. This gives them an opportunity to share feedback on the team, final work, the Workspace, and their overall experience with Visually.

  

Interpreting the Creative Brief
The brief will include important information about your project: a summary of the project’s objectives, detailed scope requirements, details on the project’s audience, and examples of style reference links provided by the client.

As Project Coordinator / Project Manager, it’s important to focus on a few main areas of the brief to ensure your team has everything they need for success, help kickstart the project effectively, and manage scope throughout the project lifecycle.

While you should read the creative brief in its entirety, there are a few key areas for you to review more closely that will impact your Project Management.

This checklist will help you ensure you have all the fundamentals from your brief:

General Specification Checklist:
  • Scope
    • Note the team members scoped for the project so you know when the assignments are complete.
    • Is scope clearly outlined and understood by all parties?
    • Are source files included in final scope? If not, you’ll want to keep in mind in case the client requests them at the end of project.
    • two rounds of revisions are included in standard scope. Any additional rounds are treated as “add ons” and will impact the timeline.
  • Project & team add-ons
    • Any project and team add-ons are listed under the standard scope.
    • Team add-ons include: Creative Director, writer, Project Manager, Content Strategist.
    • Project add-ons may include (Infographic):  ADA Compliance, Additional Design Revision Round, Additional Editorial Revision Round, Additional Visual Content, Additional Written  Content, Content Update, Creative Director, Data Art, High Fidelity Wireframe,  Illustrative Style, Micro Derivative Content, Micro Resize, Project Manager, Reformat, Remove Source Files, Rush Beta, Rush, Sketch, Technical Design, Three Additional Editorial Concepts, Three Additional Visual Concepts, Three Styleframes, Translation, Writer
      • Reference the Graphic Design Playbook for more information and details.
  • Kick-off call request (Yes / No)
    • This option indicates if the client wishes to kickoff the project via call or video conference
  • Client willingness to work on weekends
    • This  option was recently introduced to the creative brief to allow clients to indicate if they are working on weekends. This impacts the project timeline, so it’s important to double-check client-owned milestones to make sure they correlate with client requests.
  • Reference links
    • References help the designer understand the client’s vision for the final design. If the client left this field blank or added a placeholder link (such as their own website URL), ask the client to provide at least a link or two to the design style they like and envision for their final deliverable.
  • Source files / types of files / file size
    • This field recaps specs to make sure the Designer can commit to the final deliverable types.

The creative brief helps drive project expectations to specified deliverables and goals. Look through the provided deliverables to ensure the team has everything they need to meet the desired objective on the creative brief. Once you have confirmed the fundamentals, it’s not uncommon to need to clarify or build upon information from the creative brief. 

In addition to the Creative Brief review, it’s important to check the “Files” tab to ensure the following documents were provided by the client:

  • Final copy: Check if a final copy deck was uploaded by the client so the Proofreader can begin their work.  Note: A copy deck for proofreading is only needed if a writer is not assigned. Otherwise, the writer is the person responsible for creating the copy deck and for proofreading.
  • Brand assets: It’s helpful, and often necessary, for the client to upload pertinent brand assets, such as a high-resolution brand logo, brand font and legal copy such as standard nomenclature and disclaimers.
  • Brand / voice / tone style guide: Often not required, but certainly a helpful resource for both Designers and writers. Ask the client if they have any reference materials to help the talent match the aesthetic and voice of the brand.

 

Introductions & Kick-off Calls
Upon invite acceptance and project assignment, it’s important to make an introduction as soon as possible. The introduction sets the tone for your role  and sets expectations with the client the team. It’s also a time to clarify any missing assets needed for the team to get started, and to begin coordinating the kick-off call, if requested.

 To give you an idea of what to expect, we’ve provided a few sample PM/PC introductions: 

Hi everyone,

My name is <insert name> and I'm the Project Coordinator on this project. I’m excited to work together! I'll help ensure our project stays on track and runs smoothly.

<Client Name>,  the creative brief indicates you’d like to have a kick-off call. When you have a moment, please confirm your timezone, and indicate a few times you’re available here:  http://doodle.com/sg49sbhe9e5nude3

I noticed you uploaded a final copy deck. Is this ready for the Proofreader to review?

Thanks everyone, looking forward to working together! Please don’t hesitate to reach out to me at any time.

 Cheers,
 

Kick-off Call Checklist: 
You are responsible for coordinating schedules, and for finalizing the logistics of the kick-off. You can host a kick-off call via telephone, or a free video conference resource.

 Here are a few points you want to cover during the kickoff call:

  • Introduce roles & expectations (PM, client, creative roles)
  • Confirm key project details
    • Timezones of client and talent
    • Make sure the timeline is accurate and turn-around times work for both talent and client
    • Ask the client if the final date is a hard deadline. If so, what is driving it?
    • Ask the client to reiterate the high-level business goals of the project
  • Uploaded files: Did the client upload all the final files needed for the team to get started? Verify all needed brand assets and resources are uploaded to the Project Center.
    • Final copy
      • If a writer is not assigned, ensure the copy deck is final and ready for the Proofreader.
    • Company logo  (high res)
    • Brand guidelines
    • Brand style guide
  • Project Center
    • Explain the calendar button for timeline calendar integration.
    • Remind the client to share and upload brand assets.
    • Remind the team that the Visually Activity Feed is the communication hub for the entire project. Any correspondence that takes place outside of the Activity Feed requires a recap and post to the Activity Feed.
  • Discuss style
    • Did the client provide a few reference links in the brief?
    • If so, discuss what the client liked about each of the referenced projects, and how they envision this influencing their new work. Recap this in the Activity Feed to reiterate to the Designer.
  • Discuss scope
    • Cover the scope outlined in the brief and ask the client / team if they foresee any additional needs.
    • Mention that if additional time/revisions are needed, it is considered added scope.
    • If the client mentions additional work, alert the Help Team as soon as possible.
  • Talk about the flow of Visually projects and the design process.
    • If there is no writer on the project, discuss the final outline and get the Designer’s feedback on how they see it impacting the design.
    • Discuss expectations for the first draft.
      • Hand drawn sketch? Full layout with only a few details? More detail but only partial layout? Each designer works a little differently.
    • Establish expectations on feedback and responsiveness (creative and client).
  • Outline next steps.
  • Post recap notes to the Activity Feed.

 

Best Practices for All Visually Projects

  • Have you reviewed scope of work, the creative brief and client-provided assets and files, milestones and deadlines?
  • Have you introduced yourself to the team and client and established expectations?
  • Have you gotten answers to all of your questions?
  • Is illustration included? If so, what style?
  • Where and how is the client going to be using this deliverable?  
  • What formats would the client like the final file in?
  • Do you have a good understanding of the flow, layout and hierarchy of the information?
  • Have you determined if the content length is within scope?
  • Do you know what kind of software the client is comfortable using to help determine what design program you use?
  • Does there need to be standard information repeated on every graphic like a Logo, Hashtag or URL? Does it need to be in placed the same location every time?
  • For templates, have you determined what program to build the template in and are you aware of any other restraints? This should be determined by the program the client will be using to update the template.

Potential Project Hangups to Watch Out For

  • Client feedback delays: Due to various reasons such as legal review, internal red tape or complex approval processes, clients often become delayed in providing the team timely feedback. As PC/PM, this is key component of your role: to keep client’s on track and to do so in a professional and client-service oriented manner. If a client becomes unresponsive on a project, please alert help@visual.ly to collaborate on next steps.
  • Missed client feedback by talent: Sometimes talent misses client feedback and a next writing or design iteration may not reflect something the client specifically requested. We are all human and mistakes happen. Use your judgement (i.e. is the talent apologetic and quick to fix, and how did the client react?) to gauge next steps, and if it’s worth escalating. A simple 1:1 message via private chat to the talent responsible will usually suffice. Offer to help cross-check future versions to ensure all client feedback is incorporated.
  • Early Warning Signs: If you sense any issues brewing on your projects, please let the Visually Help team know as soon as possible. A few warning signs may include:
    • Unresponsive talent: If any member of the Visually team misses their deadline, and are not prompt to respond or proactively post, this may require outreach and the talent reconfirming they can commit to all deadlines in the lifetime of the project. It’s important all talent meets their agreed-upon deliverables.
    • Poor talent/client connection: If you sense a compatibility issue between the assigned talent and client(s), use your instincts to decide if it’s worth escalating. If there are some communication problems due to a poor attitude or lack of effort from the talent, this is a sign of a potentially larger issue, and should be escalated.

 

Best Practices by Product

Infographics
Default Scope, Deliverables, Tips & Tricks 

Consult the  Design Playbook to learn more about the design process, scoping specifics, product types and guidelines provided to Designers.

Project overview: Infographics are a powerful combination of story, imagery, and data. Designed to go viral, they capture the essence of a story on one simple, shareable canvas that helps provide an engaging way to relate fact- and data-driven stories.

Infographics come in all shapes and sizes and each layout is unique. However, our default deliverable for infographics includes up to eight block units (content blocks) with a header and footer. We define a content block as a “scene” that includes around 75 words and up to one visual, such as a chart, an icon or a spot illustration.

Infographic Checklist: 

  • What type of infographic is the client interested in or would work best with the data? (Various types are defined in Special Notes Section)
  • Where and how is the client going to be using the infographic?  A blog will require something more compact, while other sites might be able to adapt to a longer graphic. If it is printed, it will be constrained by paper size.
  • Have you determined how to spread out content among the blocks included in the scope?
  • Do you know which type of infographic style would work best for the client or does the brief specify?

 

Roadblocks

  • Content scope: If the client is packing more than 8 content blocks and content into the design without expanding scope - this is something to flag. Reminder, if a client has a total of 9 or 10 content blocks, that may be considered in the 5-10% scope overage that is acceptable - use your best judgment.
  • Legibility: Make sure that the designer has used clear type and sizes throughout the graphic. If you are having to cram excessive text into weird spaces, then explain content needs to be cut or the size needs to fluctuate.
  • Mobile: Check for mobile usage because this will impact the project’s layout and design.

Special Notes

  • Illustration: Make sure your designer does not include illustrative elements outside of simple charts, shapes, icons or small spot illustrations without having illustration in the scope. Illustration is not included unless specified.
  • Types of Infographics:
    • Simple flowchart, process or sequence - A infographic that uses steps or a sequence of events to explain a process.
    • InfoArticle - This is an infographic form of an article which has visual elements related to specific call-outs, quotes or data within the article. These usually have more text than a generic infographic.
    • Visual/Narrative - These usually have a single photo or visual with text to explain the visual without any sort of flow or sequence (freeform).
    • Timeline - An infographic that sets a story or figures against a set of time and take a user on a journey. These usually cover a segment of time with a specific start point and end point.
    • Versus - An infographic directly comparing two things; think “this vs. that” or “which is better?”
    • Number crunch - These are infographics that explain relationships of numbers. If these numbers are detailed or in a large quantity, this could bleed into a data visualization.
    • Factoid - Uses several facts, figures or statistics.
    • Cheat sheet - These are infographics that include what would be called “useful” information on a specific topic or skill like specifications, size, tools, etc.
    • Activity - Shows what parts or activities are part of a larger event or product.
    • Location - Simpler map graphics can be informational without being too data-heavy.

Default Scope & Deliverables 

Milestones & Owners 

eBooks
Default Scope, Deliverables, Tips & Tricks 

Project overview: eBooks are longer form, narrative-driven documents. Unless otherwise specified in the project scope, our eBooks do not need to be responsive or tablet-ready. Our job is to set them up as PDFs and let our clients distribute them from there. eBooks usually include a cover and several pages of content including simple icon and data elements. Other related products that fit into this category are white papers and quarterlies. 

eBook Checklist:

  • Do you know what type of layout would work best for the client and end-user or does the brief specify?
  • Do you know if it will be viewed only digitally or printed? Would the printed version be printed in spreads or single pages?
  • If you have a writer, is the client still providing content? (For eBooks, writers are only responsible for scrubbing and organizing content, not for extensive original writing.)

Possible Roadblocks 

  • Type: Using a font the client has access to is very important but can severely limit your design. Make sure the Designer is aware of this potential issue.
  • Legibility: Make sure the designer is using clear type, leading and sizes throughout the graphic. If you are having to cram excessive text into weird spaces, then explain content needs to be cut or the size needs to fluctuate.
  • Content/messaging: If you feel like the content provided by the client is not meeting their needs, discuss the need to bring on a writer to help with messaging or content development.
  • Scope creep:
    • Number of pages: Like all projects, it’s easy for the client to add content on-the-fly, which quickly amounts to extra pages, and added scope. Scope for an eBook includes up to five (5) total pages with up to five (5) page styles, including cover, and up to six (6) original, non-illustrated visuals, including scene headers.
    • Extra Words: The standard eBook scope accommodates up to 1,000 words.
    • Extra Revision Rounds: The standard  Base deliverable includes three (3) rounds of revisions, which can easily begin to amount to more given the number of stakeholders involved.  Use your best judgement. If a client needs a couple of text changes, we can accommodate those changes. However, if the client shares an entirely new copy deck after the “final” design, this is a scenario worth discussing for added scope.
    • Illustration: Make sure the Designer does not  include illustrative elements outside of simple charts, shapes, icons or a small spot illustration without having illustration in the scope.  Illustration is not included unless specified.
    • Data art: If a simple graphic begins looking more like data art, connect with the Designer ASAP to gauge if the design is crossing the line into data art territory. If so, this is added scope.
    • Source files: Sometimes a client requests the removal of source files to manage project budget, as it decreases project cost during the estimation period. Please note: if the client removed source files from the project scope, keep this in mind, especially towards project completion when they may casually ask for them.

Special Notes

  • Style frames: Style frames are included in the default scope so that a style may be established, reviewed and approved by the client. The approved style may be applied throughout the remainder of the project for consistency and efficiency. The client receives a single style frame from which to review and finalize prior to the design of all the slides. The first draft will include all slides based on the approved style set forth in the style frames.
    • [Graphic: Examples]
  • Open-source type: Unless the Designer and the client have agreed that type will be embedded and non-editable, make sure the Designer uses a pre-approved open-source typeface that the client can implement on their own system. Discuss any non-standard font use with the client prior to design. It is important to use a font the client can load on their own computer to make updates. Please make sure they acquire any non-open-source fonts and provide them along with license documentation. Remember: it is not in Visually scope to purchase fonts on behalf of clients.
  • Editability: All type should be editable unless discussed previously with the client.
  • Illustration: Make there are no (or very few) illustrative elements outside of simple charts, shapes and icons without having illustration in the scope.

Default Scope & Deliverables 

Milestones & Owners 

 

Presentations
Default Scope, Deliverables, Tips & Tricks 

Project overview:  Visually offers high-impact presentations through Keynote, Powerpoint or Google Slides. These presentations include various slide designs to help provide variation. When clients need a highly-customized and detailed presentation that will not need any sort of updating, we provide a final presentation document with content built-in.

Prezi Best Practices:

  • Prezi is best used when your presentation is viewed with an internet connection (or the downloaded Prezi app) and includes a diverse mix of text, photo and video.
  • If the presentation is text-heavy, consider how the content may be broken up into various sub-slides.
  • Storyboard your presentation in a rough state (perhaps just blank shapes with titles) to see how the information and story builds.
  • Since Prezi uses vector scaling, do not be afraid to use large and small components to add drama to your presentation (scaling and zooming)
  • Using photos and videos is always helpful, but note that zooming into a photo beyond its original size is discouraged, since it will pixelate. Always try and use high-resolution images (300 dpi or higher) to minimize the chances of pixelation.
  • Avoid “Prezi Sickness” which is caused by putting all your content far away from each other or including copious rotations in a short amount of time. Use big rotations and pans as transitional elements between sections, rather than micro-components of a “slide.” Opt for gentle linear movement or item-to-item animation if needed.
  • Utilize Hidden Frames to reduce the amount of the clutter present at one time on screen.
  • If you use non-standard type, it will need to be embedded as a vector image and will not be editable in the Prezi software. The same goes for vector images. Be mindful of how your client will be making edits in the future.

Presentation Checklist:

  • Have you determined what types of slide styles are needed for the client?
  • Does there need to be standard information repeated on every slide like Title, Logo, Date. Slide Number, URL?
  • Is the client able to install fonts on their system?
  • Does the client need to be able to edit any or all slides within the presentation software in the future?
  • Does the client have a specific typeface that is not open-source they need to use for branding? If so, they need to upload the font and license for your use.

Roadblocks

  • Client Software: Check with the client about the software programs (and their versions) they operate and make sure you can accommodate their needs. This may require saving in a legacy format or updating your software.
  • Editability: All elements (type, charts, graphs and headers, etc...) should be editable. Some types of design might require work outside the presentation program. This is okay if the client approves it in advance and understands the consequences.
  • Approach: Get documented sign-off and agreement on the program to use, how the design and elements will be built and what elements require editability in-program.

Special Notes

  • Style frames: Style frames are included in the default scope so that a style may be established, reviewed and approved by the client. The approved style may be applied throughout the remainder of the project for consistency and efficiency. The client receives a single style frame from which to review and finalize prior to the design of all the slides. The first draft will include all slides based on the approved style set forth in the style frames.
    <graphic>
  • Non-native art/design: If a client wants a design that is not executable within the presentation program itself, make sure the client understands the limits this will place on their ability to update content.
  • Open-source type: Unless you and the client have agreed otherwise, use a pre-approved, open-source typeface that the client will be able to implement on their own system. Discuss any non-standard font use with the client prior to design. It is important to use a font the client can load on their own computer so they can make updates. If a client is requiring non-open-source fonts as part of their presentation, please make sure they acquire these fonts and provide them to you along with license documentation. Remember, it is not in Visually scope to purchase fonts on behalf of clients. Using a font the client has access to is very important but can severely limit your design.
  • Editability: All elements (type, charts, graphs and headers, etc...) should be editable unless discussed previously with the client. Some types of design might require work outside the presentation program. Use other programs to develop design the client is requesting only as a last resort. If your designer is intending to design outside of native programs like Powerpoint or Keynote, you should make sure they discuss this with the client prior to design.
  • Illustration: Illustration is not included unless specified.
  • Animation: Animation (transition and element) is not included in default scope.

Default Scope & Deliverables 

Milestones & Owners 

 

Other Project Types
Please note that  the following projects do not have PC/PM assignment by default:

  • Brand Styleguide
  • eBook Template
  • Presentation Template
  • Social Content
  • Social Content Template
  • Spot/Character/Scene/Header Illustrations
  • UI/Symbol  Iconography
  • Logo


If you wish to read more about the above project best practices, please refer to Section 18 of the Design Playbook.

 

Interactive
Default Scope, Deliverables, Tips & Tricks 

Project overview:

Interactive projects are typically the most complex and technical, and it’s important you have Interactive experience as a Project Manager to work on interactive projects at Visually. You’ll bring your own experience and expertise to the table, of course, which adds tremendous value to the PM role. Here we share a few other best practices, checklists, typical roadblocks and default scope and deliverables. 

If you wish to reference the complete Interactive Playbook, you can learn more about the interactive process, scoping specifics, and product types and guidelines provided to Developers and Designers.

Interactive Checklist: 
Here are a few helpful hosting, development and technical questions to ask the client and talent during the project kick-off call to ensure all expectations are clear, and to help avoid confusion later down the road:

1. Ask the Client(s):

  • Does this design require mobile optimization/responsiveness?
    • Note: This should be covered during the scoping phase of the project and should be visible in the project scope.  If client says ‘Yes’ ensure this is outlined in scope, If not, this is an ‘add on’.
  • Are you implementing campaign tracking / metrics tagging / Google analytics?
  • Are there coding guidelines for interaction?
  • Are there Client-side hosting rules or standards?
  • Are there any APIs or systems the developer will need access to?

2. Ask the Designer:

  • Provide an explanation of all animations.
  • Collaborate with the developer to ensure a smooth transition and handover of design files.
  • What can be done by a developer in preparation for the final designs?

3. Ask the Developer:

  • What can be done by the designer in preparation for file hand over?

Default Scope & Deliverables 

Microsite

  • Default deliverables/scope:
    • 10 screens of content
    • Hover states, pop-ups, open Fonts
    • 1 site wireframe
    • 3 design revision rounds
    • 3 development revision rounds
    • Zip file of all code and design assets
    • Proofreader
    • Designer
    • Project Manager
    • Developer
    • Default timeline: 66 days

Milestones & Owners


Potential Roadblocks

  • Scope Creep:
    • Responsiveness
    • Social sharing capabilities
    • Additional content/screens
    • Back- or front-end integrations
    • CMS compatibility
    • Scroll-triggered animations
  • Confirm design responsiveness: Make special note if the client is requesting mobile/tablet responsiveness. This is considered an “add on” that adds considerable time to design and development, so it’s important the expectation is clear to the team. Align on expectations during the kick-off call, and provide a quick note in your meeting recap confirming the client’s ask. If the client requests design responsiveness, yet it is not outlined in the brief, flag with the Visually Help team so they can provide a change order.
  • Early warning signs
  • Designer / Developer collaboration: It’s important that the Designer and Developer stay in contact throughout the design process to ensure feasibility and fluidity once it’s time to start coding. It’s the Designer's responsibility to ensure the developer can bring their vision to life. As Project Coordinator / Project Manager, you can help ensure collaboration is happening through 1:1 reminders and checking in with both parties along the way.

 

Videos
Default Scope, Deliverables, Tips & Tricks 

If you wish to reference the complete Video Playbook, you can learn more about the video process, scoping specifics, product types and the guidelines provided  to Animators.

Video Checklist:
If the client has no specific requirements, please ask the Animator to make recommendations based on their preferences or their intended use or distribution of the final video. This is especially important when it comes to broadcast video, where the animator needs to collect the broadcaster’s desired specifications from the client. 

  • Confirm video length / time.
  • Confirm with the animator that the client’s requested style is within the project's scope.
  • Make sure Animators, Scriptwriters and the client are clear on how to make sure video doesn't go over it's running time.
  • Ask if there are any end cards to include.
  • Ask if the client would like derivative micro-content, and explain how this is strategic for sharing on social platforms. This is a great up-sell opportunity.
  • Confirm Video Specifications:
    • Frame Rate:
    • Size (dimensions):
    • File Format:
  • Is there anything mandatory to include in the design?
  • Does the content provided align with the scope of work?
  • Have you discussed fonts and photography expectations with the client?
  • The client should upload specific brand fonts and licenses for you to use. All stock photography is also to be provided by the client.

Roadblocks

  • Scope Creep: Review the finished script and requested visual style and compare them with the original project scope.
    • Length / Duration: 60 - :90 spots are common. The duration may grow as the project progresses (this is a very important scope issue to flag right away). Also, ensure the animator is producing a spot that is within scope.  
    • Style: Ensure the style references match the scope. Match the quote and the creative brief with the client references. For example: when you accept an application and style is outlined as @D iconographic motion graphic, and once you speak with client, you may discover that what they’re looking for is more sophisticated than the original ask.

Special Notes

Production Process: While we know each creative has their own process, Visually still expects each animator follow these basic production steps:

  • Pre Production
    • Ideation with client, writer, and, if applicable, the Creative Director
    • Provide examples of your previous work that falls within the scope of the project (if the client hasn’t done so in the brief already.) This will help determine the look moving into the next production stage.
    • Further ideation and rough sketch review with a Creative Director, if you have one.
  • Production
    • Finished style frames to lock down the look
    • Music and voiceover (if applicable), samples for client review
    • First draft animation with any notes regarding needed fixes, sample music tracks, scratch VO,  watermarked assets, etc.
  • Post Production
    • 2nd and 3rd drafts of the animation
    • Final audio Mix
    • Final render(s) and delivery

Default Scope & Deliverables

  • Whiteboard videos
    • Analog whiteboard: These videos consist of real-world drawings done in realtime which are photographed, edited, and may have some subtle animation added in post production.
    • Digital whiteboard: Consist of digitally-created assets that are drawn on-screen. This will often have an arm animated on top of the frame to give the illusion that the piece is actually being rendered in real time.
  • Simple 2D
    • 2D Iconographic: Iconographic motion graphics consist of simple shapes, text animation, and often, a limited color palette. If you find your Animator creating a lot of custom illustrated assets and characters, your scope has increased to Complex 2D illustrated/character. It’s time to alert Help.
    • 2D Typographic: Kinetic typography-driven pieces can either be animated to a voiceover, or animated as the narrative with no audio accompaniment. Primary elements are type and some simple icons, particle effects, etc.
  • Complex 2D
    • 2D Illustrated: Custom illustrations created and animated by you, the animator, go beyond the simple shapes of the iconographic tier.
    • 2D Character: Custom characters tell the story of these pieces. There could also be some lip sync and environment rendering.
  • Simple 3D
    • 3D Motion Graphics: Three-dimensional words, shapes, and other assets occupy the screen. Poly count is relatively low to keep render times reasonable.
    • 3D Character animation: These projects feature 3D characters and environments. Depending on complexity, this could require custom scoping.

Milestones & Owners
Regardless of our video styles, our video projects have a standard default timeline of 35 - 44 days. The longer timeline assumes that clients prefer 3 days for their feedback rounds; the shorter timeline assumes that a client can operate with only 2 days per feedback milestone. Any video timeline (30 seconds and up) less than 35 days is considered a rush. 

Here is our default 44-day video timeline for reference; however, video timelines can change based on custom needs or add-ons:

Original micro video timelines are a bit shorter; like longer videos, this default timeline is subject to change based on custom needs or add-ons:

Reassignment
There are many reasons why talent may be removed from a project, and ultimately it is at the discretion of Visually staff. Some scenarios that often result in removal include, but are not limited to: missing or unresponsive talent; talent that is perpetually late delivering work or completing milestones; unprofessional behavior and/or communications to clients, team members, or Visually staff; or client complaints that are investigated and deemed warranted by Visually staff.

If you are removed from a project, you will be notified by Visually staff. An explanation for removal is usually offered but is not required or guaranteed. Our staff will also discuss payment details for the project, which will be based on a number of factors, such as work completed at the time of removal, grounds for removal, and more.

As a Visually Project Coordinator/Project Manager, you are expected to help flag reassignment issues on your project, before they escalate. If you sense anything is off, or the talent is  not doing their job, please email help@visual.ly to give them a heads up.

 

Decertification
Decertification from the Visually Platform can be warranted on several grounds, but as a general rule, is reserved for the most egregious offenses or behaviors that indicate a lack of interest in or engagement with Visually.

Failure to follow any of our terms or policies may lead to automatic decertification; in particular, unprofessional behavior or communications with Visually clients, team members, or staff. We maintain a very low- to zero-tolerance policy on this front.

Other actions that could lead to decertification include perpetual rejection of project invites, as well as unsubscribing from our talent email list, as this is one of our core methods of communicating with our large talent pool. Our talent emails include announcements about policy updates, new offerings, payment details, and other critical information.

Visually staff does not take decertification lightly. It is within our sole discretion when talent becomes decertified. We usually notify individuals when they become decertified; however, this notification is not always guaranteed, nor is it owed.

 

 

 

 

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