Calculating design: Efficiently estimating time and effort

Efficient time calculation is crucial for the success of freelance web designers and graphic designers. Often we overestimate how much time we need for certain projects. However, in order to work profitably, it is essential to realistically assess the effort for each task. In this guide, you will dive deep into a range of strategies and tools that will help you evaluate the time needed accurately.

Key Insights

• The use of time tracking tools can help analyze the actual workload.
• The compensation collective agreement (VTV) provides valuable guidelines for various design services.
• Knowledge and experience of a designer significantly influence the effort estimation.
• There are various tools that support the calculation of design projects, such as web design calculator or design fee calculator.

Step-by-Step Guide

Step 1: Efficiently Track Time

At the beginning, you should accurately track your daily working hours. A simple time tracking tool can help you find out how much time you spend on different tasks.

At first, dealing with such software may seem time-consuming. But with a little training, it becomes easy to create projects and save times. It is important to use the tools regularly to have a realistic picture of your working habits. This process can help you identify unbilled hours and thus maximize your profit.

Step 2: Utilize Experience

If you take on new projects and feel that you cannot accurately assess the time needed, you should draw on the experiences of colleagues.

Especially in a creative field where many individual factors play a role, it is beneficial to exchange ideas with other designers. A useful tool is the compensation collective agreement (VTV), which is published by the Alliance of German Designers.

Step 3: VTV as a Calculation Aid

The VTV lists various design services and provides you with a well-founded assessment of how much time is needed for different tasks.

Here, the minimum and maximum time requirements for various disciplines are shown. This way, you can make a realistic estimation of how many hours you should allocate for a specific task.

Step 4: Evaluate Types of Assignments

In the calculation, you should also consider the specific effort of a project. A simple layout for a business card can be designed in many variations, and the associated effort can vary dramatically.

Note that a single-sided design generally requires less time than a multi-page business card or projects with special printing requirements. These different requirements should always be included in the calculation.

Step 5: Alternatives to Common Tools

Besides the VTV, there are other useful tools, such as the design fee calculator or specific tools for web design.

These software products can help you plan your hourly rate and the corresponding projects better. With the web design calculator, you can navigate through different categories and receive a total that is tailored to your specific design requirements.

Step 6: Communication with the Client

The handling of prices and time estimates should be transparently discussed with the client. You have the opportunity to set clear boundaries by explaining your spent time and the associated arguments.

Showing them how you arrived at a specific number can promote understanding and acceptance of the billed time and prevent misunderstandings.

Summary – Calculating Design: Practical Guide for Web Designers and Graphic Designers

To accurately assess the effort for design projects, precise time tracking and drawing on the experiences of colleagues are essential. The compensation collective agreement as well as various tools for effort estimation provide you with valuable assistance in your pricing. Don't forget to keep communication with your client transparent regarding the estimated time and price.