The Ultimate Guide to Onboarding New Design Clients

Landing a new design client is exciting and rewarding. However, your onboarding process could make or break your client relationships. Client onboarding is your opportunity to make a great first impression and establish a strong foundation for a long and productive partnership.

This guide provides a comprehensive framework for onboarding new design clients. It covers key steps and best practices to help you create a seamless and positive experience.

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Start with a Warm Welcome

First impressions matter. When a new client signs on, make them feel valued and appreciated. Send a personalized welcome email expressing your enthusiasm for the project. Consider including a welcome package with resources like your company's portfolio or client testimonials.

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Gather Essential Information

To ensure a smooth project kickoff, gather all the necessary information from your client upfront. This includes:

• Project Goals and Objectives: What are their business goals, target audience, and key messages?
• Design Preferences: Does the client have any specific design preferences?
• Brand Guidelines: If the client has existing brand guidelines, obtain a copy.
• Project Timeline and Budget: Establish a clear timeline and agree on a budget.

Pro Tip: Use a client onboarding questionnaire to gather this information efficiently.

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Schedule a Kickoff Meeting

A kickoff meeting is a valuable opportunity to connect with your client, clarify project details, and build rapport. During the meeting:

• Review the project brief and client questionnaire.
• Discuss the design process.
• Address any questions or concerns.

Pro Tip: Record the kickoff meeting or take detailed notes.

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Introduce Your Team and Tools

Introduce the client to the key team members who will be working on their project. If you use specific project management or communication tools, provide the client with access and a brief overview.

Consider using a client portal or project management platform to provide a centralized space for communication, file sharing, and progress updates.

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Set Clear Expectations

Clearly define roles, responsibilities, and communication protocols to avoid misunderstandings. This includes:

• Feedback process: Explain how and when the client can provide feedback on designs.
• Revisions and approvals: Clarify the number of revisions included in the project scope and the approval process.
• Communication channels: Establish preferred communication channels and set expectations for response times.

Pro Tip: Create a clear client onboarding checklist that outlines all the key steps in the process.

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Provide Ongoing Support

Onboarding doesn't end with the kickoff meeting. Continue to provide ongoing support and communication throughout the project.  Regularly update the client on progress, proactively address any concerns, and be responsive to their inquiries.

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Streamlining Onboarding with GoProof

GoProof, as an online proofing software, can play a key role in streamlining your client onboarding process:

• Centralized platform: Use GoProof as a central hub for sharing project briefs, and design concepts, and gathering client feedback.
• Clear communication: Facilitate clear communication with clients through GoProof's commenting and annotation tools.
• Efficient approvals: Streamline the approval process with GoProof's automated workflows and approval tracking.

For tips on collaborating with your clients during the creative design process, read our blog: 5 Tips for Better Design Collaboration with Clients

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FAQs - Frequently Asked Questions

What are the key features to look for in collaboration tools for creative teams?‍

‍Onboarding sets the tone for the entire client relationship. A structured process ensures clarity on project goals, establishes expectations, and builds trust, paving the way for a successful and smooth collaboration.‍

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How can GoProof improve the onboarding process?

GoProof simplifies onboarding by providing a centralized platform for project briefs, client communication, and feedback. Its annotation tools and automated workflows streamline approvals, making the process more efficient and transparent.

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What are the key steps in an effective client onboarding process?

Effective onboarding includes, sending a personalized welcome, gathering essential client information, scheduling a kickoff meeting to clarify details, setting clear expectations, and providing ongoing support throughout the project.