3 Ways to Create Boundaries in Your Design Business
As a (recovering) people pleaser, setting and maintaining boundaries in my business hasn't been the easiest.
I spent years dealing with frustrating projects, feeling walked over by clients and, to be honest, feeling a growing resentment around my business. I'm proud to say that I now have clarity and confidence in how I'm running my business and how I'm showing up for my clients.
Yes, I've polished my client process and have a better understanding of what kinds of clients and projects I enjoy taking on (this all comes with time and experience!), all of which help move the needle forward.
But a lot of my growth and the groundedness I feel in my business has to do with the boundaries I've put in place.
Today, I'm sharing with you what I've learned, in hopes I can help you speed up the learning process and start making powerful shifts in your own design business!
First, in order to set boundaries, you need to know your boundaries.
There may be some obvious things that come up related to uncomfortable situations with clients. Or that time a project got way out of control with the number of revisions you made. Or the resentful feelings that arose when you started getting texts from a client at 9pm at night (cringe!).
I also challenge you to flip the script and think about what the dreamiest vision of your business looks like.
What do you want your daily schedule to look like?
How can your work actually support the lifestyle you crave?
What kind of process yields your best work?
How many hours do you want to work per week?
What kinds of projects do you want to take on?
How many projects can you reasonably handle at a time?
What are you flexible on when working with clients? And what are your non-negotiables?
Write. These. Answers. Down.
Once you know what you want your business to look like, it'll be easier to know what boundaries you want to put in place. And it'll be time to make some shifts.
Here are three ways to create better boundaries in your design business:
1.) Structure your services to support your boundaries
Someone wise once told me, "Whenever boundaries feel hard, ask yourself, What structure can I put in place to make things feel easier?"
This has made a huge difference in how I operate in my business.
Adding structure around your services and project schedule, and having a plan (and solutions!) for how you handle opportunities that come my way that aren't a good fit, will help you honor your boundaries and make you a more grounded, happy business owner!
Here are some examples of how I've added structure to my services to better support my boundaries:
EXAMPLE 1:
Boundary ➝
I wanted to stop being stretched so thin and work with less clients at a time (but still reach my financial goals)
Solution ➝
I consolidated my branding process into one month, raised my rates and put together a project schedule that has me working with only ONE new branding client every month (which results in around 9-10 new branding clients per year).
EXAMPLE 2:
Boundary ➝
I wanted to start saying NO to small graphic design projects that always seem to drag on forever and just don't feel "worth it" in the end
Solution ➝
I started offering day rates aka "Design Days.” Clients book me for the day and we work through their design to-do list! No more spending hours creating custom proposals for small projects, clients love the quick turnaround and we get through so much in one dedicated day!
EXAMPLE 3:
Boundary ➝
I wanted to stop offering website design and focus on branding... but didn't want to leave my clients high and dry after we wrapped up their brand
Solution ➝
I did let go of website design AND created a network of website designer referral partners who live and breathe websites. I find the perfect fit for each client and work to ensure a smooth transition from branding to website.
How your design services are structured should be unique to you. So, again, be honest about your own interests and talents, capacity, and what you want your business to feel like day-to-day. Then structure your services and set boundaries in a way that makes sense to you and helps you do your best work!
2.) Clearly communicate your expectations to clients upfront
We've all had experiences with client projects where things go awry and there's frustration on one (or both) ends.
Sometimes it's a matter of a simple misunderstanding, being human and forgetting, or maybe it's not a good personality match that makes working together difficult.
And sometimes, it's us.
Yes, it's true that you can do everything in your power to communicate details around your project and sometimes the client still won't "get it." But when difficulties come up during client projects, I believe that we, as designers, need to always take a look at our role and make changes that help things go smoother in the future.
Ultimately, it's our job to lead the project, guide our clients and clearly communicate details and expectations to them upfront. If they're confused or not understanding something mid-project, it's important to go back and look at our communication and see where we can improve.
Because at the end of the day, we want our clients to not only walk away with a wonderful final product but also have a fantastic experience. And that involves clear and thorough communication.
Some of the most important expectations to set with your design clients for every project:
1. YOUR NEXT AVAILABLE PROJECT OPENING
Note this upfront during the inquiry process, so they aren't surprised when they get your proposal and timeline. They'll be more likely to sign off and pay their down payment right away!
2. PROJECT TIMELINE
I'm a big believer in outlining a specific timeline for clients, including due dates for every proof and deliverable, as well as when I need to receive their feedback throughout our time together. I always build in wiggle room should they need more time to review or we get off by a couple days (the creative process isn't always completely linear!). But a specific timeline outlined in your proposal and communication after they've booked helps maintain project momentum, keeps everyone accountable, and ensures everyone is clear on what they're responsible for and when. I have project timelines outlined in my project management system that I use, so clients can refer to it any time during our project.
3. CLIENT CONTENT / HOMEWORK DUE DATES
Collecting content from clients is a big pain point for many designers - we talk about this a lot inside the Designer Mentorship Program! Yes, it's important to understand that clients are busy like us... but when it comes to design projects, it's important that they get you what you need to do the job they hired you to do.
So, clearly communicate a due date for when the client needs to get their completed content (copywriting, photos, etc.), branding workbook, etc. Highlight these due dates EVERYWHERE: within your project timeline in your proposal, in your contract, in your post-booking communication... EVERYWHERE. You could even set up automatic reminders for them to complete it within your project management system! And in your contract, be sure to have a clause that covers what happens if they don't get you what you need on time (delayed project start date, additional fees apply, etc.) because I promise you, it will happen at some point and it's important that you protect yourself and your time!
4. PAYMENT SCHEDULE
When are project payments due? Whether 100% is due upfront or you're breaking up your project payments, be sure you outline this clearly in your proposal AND contract. Pro-tip: Set up email reminders in your project management system to go out when the payment is due! These automated reminders take the pressure off you to bug them about making their payment.
5. EXPECTATIONS FOR COMMUNICATION
Will you communicate via email or a project management system? Are you okay with receiving texts or unscheduled calls, or should everything be done via email? how can clients schedule meetings with you? How many days do they have between revisions to get back to you? And what happens if you don't hear back from them? These are all things to think about and include in your proposal, contract, and initial conversations, and will help ensure that you set good boundaries up front.
If your client veers from the modes of communication you outlined, just kindly redirect them back to how/where you need them to contact you. It helps to explain why you have things set up this way (for example, to make sure all our communication is in one place and nothing slips through the cracks).
6. NUMBER OF REVISIONS
Projects with endless revisions... we've all been there, right?! Help minimize all the back and forth up front by determining and clear communication the number of rounds of revisions that are included with every phase of your project. For example, in my branding process, there is one round of revisions during the mood board phase, two rounds with their chosen branding concept, and one round with their marketing collateral. Also, be sure to include a policy that outlines that your hourly rate will be charged if they request more revisions!
Your expectations and policies may look different from mine, depending on the type of design work you do, your ideal client, and other factors. But the point is, to know what you need from your client in order to have a successful project and communicate that clearly up front, in writing (and verbally, if you feel the need!) so you can have something to fall back on if things get off track.
3. Get comfortable saying "no"
When I first started my business, I was a "yes" person. I took on any and every project that was offered to me. I worked crazy hours. I let clients run the project, instead of me leading it. I would quote projects on the low end of things due to a scarcity mindset. The list goes on.
Going through these growing pains is part of the journey and the lessons you learn from experiencing them is invaluable. But if you're starting to feel a lot of resentment about your clients and design projects, if you feel undervalued in the work you're doing, if you're feeling burnt out... it may be time to start putting up better boundaries and becoming more comfortable saying "no."
This was really hard for me at first, since I do have people-pleasing tendencies. Now? I say "no" at all. the. time. in my business. Quite frankly, probably more than I say "yes." It feels very empowering when I set a boundary because I know that when I say "no" to something, it gives me the opportunity to say a big "yes" to something else.
Here are some examples:
I say NO to ➝
Working with multiple branding clients at a time
So I can say YES to ➝
Pouring my creative energy, focus, and devoted attention to one branding client, having time in my schedule to serve my past branding clients with their on-going graphic design needs, and spending lots of time with my young daughter... a key reason I started my business in the first place.
I say NO to ➝
Taking on small one-off design projects and doing hourly work
So I can say YES to ➝
Having a simplified project schedule (with specific branding slots and designated days for Design Days), which also helps me avoid feeling creatively exhausted, leads to more predictable finances, and gives me both the structure and flexibility I need to run a life-first business. Plus, I save time not having to do lots of custom proposals!
I say NO to ➝
Doing everything myself (and inevitably allowing things to fall through the cracks)
So I can say YES to ➝
More whitespace in my days and weeks, while still moving toward my business goals. This has involved hiring a VA to help me with both weekly marketing and admin tasks as well as bigger business "projects" that would otherwise never get done, AND leaning on my production designer to help me with specific parts of my client branding process.
These are just a few examples based on my own personal and business goals. Yours may (and should!) look completely different... because they'll be rooted in your own business goals and vision for your design studio.
What boundaries do you need to put into place in your design business? What do you need to start saying "no" to, so you can continue focusing on what's most important in your business (and your life)?
Share with me in the comments below!
Start setting better boundaries and building a business that you love.
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Join the Designer Mentorship program - a monthly membership for designers who are in the early years of their freelance or small business journey and looking for mentorship to help them navigate all that comes with working with clients and running a smooth and profitable business.
Through regular group calls and online community discussions, you will have direct access to me and the opportunity to learn from my 10 years of experience running my design studio… and connect with other growth- and community-minded designers who are willing to share what’s working (and what isn’t).
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