Six Steps to Starting Work with Data Soapbox!

One of the most frequent questions potential clients ask is, “What do we actually have to do to start working with you?”

I figured others might be wondering about this, too. So, here’s a quick overview of Data Soapbox’s typical process for initiating new research communication projects.

1. The contact contacts us.

Typically, a client e-mails about their general needs, and then we schedule a 30-minute call to chat in more detail.

But, hey, if you’re local to central North Carolina and would prefer to chat in-person over a cupcake,* that’s fine, too.

2. The client identifies the work they’d like to have done, or the “scope.”

A client may come to us with a firm idea of the services they want, or we may chat our way to a scope on a call.

Sometimes a scope is really broad, like “develop communication products such as, by way of example and not limitation, brief reports, slide presentations, and infographics.”

Sometimes a scope is really narrow, like “develop five 2-page reports in Adobe InDesign, with up to two data visualizations per report.”

Once we know the scope, we can let clients know whether Data Soapbox offers the services they need and whether we’re available on their requested timeline. (If we can’t take on a project, we do our best to refer folks to other professionals in our network!)

3. The client determines their budget.

Sometimes potential clients already have a budget in mind when we first talk, driven by factors like money remaining on a grant that’s about to end.

Sometimes potential clients just want to pay whatever the scope costs. In that case, Data Soapbox estimates how many labor hours the scope will take and multiplies that by our target hourly rate to come up with a proposed cost.

4. We work out any discrepancies between scope and budget.

Sometimes, a client’s initial scope cannot be completed for their target budget. In that case, Data Soapbox can propose changes to the scope so that the work can be completed within the budget. Those scope changes might include cutting back on the number, length, or complexity of products; reducing the number of times a product will be reviewed and revised; and shifting tasks like outlining, writing, or copy-editing to the client’s internal team.

Even if a client only has a few hundred dollars, Data Soapbox can typically offer something, like reviewing and providing comments on a draft product or leading a workshop that builds a team’s internal communication capacity.

5. We draft, and then finalize, a contract.

The contract will specify details like the scope, timeline, and payment terms.

If a potential client works for a university or large business, those institutions typically have a required contract template. Data Soapbox will provide whatever information the institution needs to facilitate the contracting and payment processes.

If a client does not have a required contract form, Data Soapbox can draft a contract for client review. These contracts are usually brief (about 3 pages) and straightforward.

6. We execute the contract and get started!

The timeline for executing a contract and starting up a new project varies.

If we use Data Soapbox’s contract template and the client themselves is authorized to sign it, we can theoretically start work on a project within a day or two.

If a client’s institution needs to draft and approve contracts, and they need to add Data Soapbox to some sort of payment system, then the project start-up timeline will depend on the timelines for the institution’s processes.

I hope this post helped to demystify the process of starting up new work with us!

If you’re interested in working with Data Soapbox on your communication products, we’d love to chat! Contact us!

*Our go-to cupcake location is https://www.smallcakesnc.com/.