If you’re a web designer, collecting content from your clients is probably not your favorite part of the job. In fact, it might be the bane of your existence. Coordinating with clients to get all the necessary content can be a frustrating and time-consuming process. However, there are a few strategies you can use to make this task much easier. In this post, I’ll share my top three tips for collecting content from your web design clients like a pro.
First things first – what NOT to do
Don’t simply tell your clients, “Hey, send me content.”
We all know where that leads. You’ll end up receiving 75 emails, each with one image attached. You’ll get texts with more images, and maybe a Word document here and there that you need to pull content from. It’s a chaotic mess that you want to avoid at all costs. Instead, you need to guide your clients through the process.
Tip #1: Educate Your Clients
The first tip is to educate your clients on how, where, and when to send content. Without proper guidance, the process can quickly become a disaster. Here are some effective ways to educate your clients:
- Create a Getting Started Page: Have a dedicated page on your website that primes clients for sending content the way you need it. This page can include an introductory video and a list of required items such as logo, hosting credentials, and images. Make sure to mention the tools you’ll be using for content collection, such as Basecamp for project management and Dropbox or Google Drive for media files.
- Provide Onboarding Resources: Offer detailed onboarding resources that outline the type of formats you accept. For example, specify that logos should be high-resolution and images should meet certain size requirements. These resources can be in the form of email templates, guides, or videos.
- Clarify the Big Three: Clearly communicate 1) when 2) where and 3) how clients should send content. For example, let them know that images should be uploaded to a specific folder in Dropbox by a certain date.
Tip #2: Set Clear Expectations
Setting expectations is crucial to ensure a smooth content collection process. Here’s how you can do it:
- Define Deadlines: Establish clear deadlines for different phases of content submission. For example, you might give clients a week to submit home page content, another week for services pages, and so on. This phased approach prevents clients from feeling overwhelmed and helps them stay on track.
- Communicate Ownership: Make it clear that the success of the project depends on the timely submission of content. Let clients know that meeting project deadlines is a shared responsibility. If they fail to provide content on time, it can delay the entire project.
- Implement Penalties for Delays: Consider having a late fee policy. Inform clients that if content is not submitted within the agreed timeframe, a late fee will be applied. This encourages clients to adhere to deadlines and ensures that your workflow remains uninterrupted.
Tip #3: Empower Your Clients
To ensure clients provide the necessary content efficiently, you need to empower them. Here are some strategies to do this:
- Encourage Scheduling: Advise clients to block out time in their calendar to work on content submission. You can even send them calendar invites for specific deadlines to keep them organized and accountable.
- Phase Out Content Submission: For projects with a lot of content, break down the submission process into manageable phases. This approach gives clients quick wins and helps them build momentum.
- Use a Content Collection Tool: Invest in a tool specifically designed for content collection. My preferred tool is Content Snare which allows you to create customizable templates, set deadlines, and automate email reminders. It streamlines the content collection process and makes it easier for clients to understand what is needed and when.
The Benefits of Using Content Snare
Content Snare is file request software that web designers use to collect website content, briefs, and brand assets from clients in one place. It’s now also used by accounting firms, law firms, and mortgage brokers for the same job. Auto-saving forms (clients can finish over multiple sessions), branded portal, ISO 27001 certified. Here are some reasons why I highly recommend it:
- Customization: You can customize Content Snare to suit the needs of your projects. Whether you need simple or complex templates, the tool is flexible enough to accommodate different requirements.
- Automated Reminders: The tool sends automated email reminders to clients, ensuring they are aware of upcoming deadlines. This reduces the need for manual follow-ups and keeps the project moving forward.
- Organization: Content Snare organizes all the submitted content in one place, making it easy to access and review. This eliminates the chaos of managing multiple emails and attachments.
- Client-Friendly: Clients find Content Snare intuitive and easy to use. The clear instructions and structured templates help them understand exactly what is needed, reducing the chances of errors or incomplete submissions.
If you’re interested in trying Content Snare, you can get a special offer through my affiliate link: joshhall.com/contentsnare
*** Disclaimer, I will receive a commission if you upgrade to a paid account through my link which helps support my free resources. ***
I know the owner of the company James Rose who’s been on my podcast and who’s done an exclusive training in my web design community Web Designer Pro™. I can say in confidence that James and the team are dedicated to helping web design agencies make content collection easier..
Conclusion
Collecting content from web design clients doesn’t have to be a nightmare. By educating your clients, setting clear expectations, and empowering them with the right tools, you can streamline the process and ensure a smoother workflow. Remember to create a getting started page, provide onboarding resources, and clarify the how, where, and when of content submission. Set clear deadlines, communicate ownership, and implement penalties for delays. Encourage clients to schedule content creation time and use a content collection tool like Content Snare to keep everything organized.
These strategies have worked for me, regardless of the project size, and I’m confident they’ll work for you too. If you have any additional tips or tricks for collecting content, I’d love to hear them! Drop a comment below and share your experiences.
🥂 Cheers to making your next project better by mastering content collection!
Watch a quick walkthrough of this guide to collecting website content from clients here:
