My Writing System and Procedures
As we work together quick and easy communications will be important. During our project you will be able to reach me Monday – Friday after 10AM Pacific time. If I am in the middle of creating copy and don’t pick up… please leave me a message and I will get back to you as soon as I take a break.
The easiest way to reach me will be via my office phone: 541-344-7789, cell phone: 541-543-3070 or email: firstname.lastname@example.org.
To get your project started, you will receive an email with a Discovery Questionnaire which will help both of us clearly define the scope of your project and ensure maximum results. Most clients get this back to me in 1-3 business days so we can quickly get started.
After receiving the Discovery Questionnaire back, I will review and study your answers, plus any other applicable initial research needed. From there, you will receive a short Project Roadmap via email.
This will save you time and help assure I fully understand your project. This will also be the basis for our Launch Call. 3-10 days after receiving the questionnaire answers, we will schedule a 20 minute phone call.
During this call, we will discuss the Project Roadmap. It will be important to hear any additional directions or insights you have on the project.
Following our call, I will draft and send you an Agreement. If your legal team has an Agreement, we can use that.
The agreement will contain all of the specifics on exactly what I will deliver, including project deadlines. It will also list your investment for the project and terms of payment. (Please note: I require 50% of your investment to begin. This may be sent by PayPal, credit card via telephone, wire transfer, or overnight payment.)
As soon as we have both signed the Agreement, I will begin working on your copy/content as agreed.
Research is a critical component of the project. Mine is very comprehensive. Research starts with a complete review of your website, social media and any other materials you send me. It’s also important to research your competition – what makes you different and what do you do better. Depending on the project I may visit with your customer service team, past clients/customers and different department heads.
As needed, I will reach out to you for additional details, product samples and other resources. You can be confident that I’ll quickly and effectively understand your product, company voice and what information your customers are seeking.
As we work together on your project, communication is key. Some clients are very busy and prefer to hand off the project to me and review the first draft, with little communication in between. Other clients prefer to have almost daily contact and be involved every step of the way.
What are your preferences? Please send me an email and let me know how often you’d like to communicate and the best way to reach out to you.
For things to flow smoothly, I require a single point of contact on your team. That person can then share and get needed information from the rest of your team members.
Although I write in Word, I will be sharing with you in Google Docs as this allows us to track changes, comment and collaborate in real time. It can be shared with various team members and the working document is always the current version – no need to worry about wrong or misplaced files.
Typically, you will have the first draft in 10-14 business days, depending on the project size and scope. When you receive this, please review it carefully. Also, have any appropriate team member review it. The most important thing at this stage of the project is to make sure the tone, message and offer are right. We will fine-tune during the second draft, or third if needed.
It is likely you will want some things changed after reading the first draft. Please note changes using the comment feature in Google Docs. You can also suggest changes using the Edit Mode feature, which I will turn on when I share it with you.
Your suggested changes will be reviewed within 24 hours of you submitting them to me. Adjustments will be made within 2-4 business days, depending on the scope and complexity of those suggested changes.
In all cases, I recognize these are your customers and will defer to you as much as possible. Once in a while there is a case where my clients make suggestions I know will not work and could actually hurt profits. In those cases, you can expect me to be honest and direct in my feedback. When clients insist on those changes, I recommend a simple A/B split test to let the customer vote.
After we have completed the first round of changes, there may be additional fine-tuning needed. Know that I’ll gladly work with you until you are delighted with the copy. In most cases, clients find one review volley is enough. If more are needed, it is usually just one or two and the process is very quick. Typically, you will have the final copy in 1-3 business days.
Once all revisions are complete, I will submit the final draft to you. You approve the copy by sending me an email stating everything is ready for distribution. When I receive your final approval, you will receive an invoice for the remaining 50% of the project investment. This is due upon receipt. Your prompt handling of this is greatly appreciated.
Most of my clients send the final copy to a designer for formatting. Please send me a PDF of the final version. I will double check that all graphic elements added by your design tem enhance the copy and make it more effective.
If there is something distracting that may hurt your response rates, I’ll be direct in letting you know. If requested, I would be happy to work with your design team to make any changes needed to make sure the end version is as effective as possible.
Once we have completed the project, you will be provided with a complimentary follow-up consultation. We will spend a few minutes on the phone and discuss what went well and where improvements can be made. We will review the Discovery Questionnaire and discuss additional ways to uncover new profits.
Where appropriate, we will map out a new project to ensure that you continue to have excellent copy that meets your goals and grows your business.
Whatever your project may be, I’d like to invite you to get in touch with me so we can schedule a phone or skype consultation and explore the possibilities. I am available via email: email@example.com; cell phone: 541-543-3070 or my office landline: 541-485-1004.
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