In the world of creative projects, the line between “done” and really done can often feel a bit blurry. What starts as a clear vision can quickly turn into a series of endless tweaks and revisions if expectations aren’t defined from the beginning. That’s where the “definition of done” comes in – and it’s a crucial element in keeping both you and your client on the same page.
What is Definition of Done?
Simply put, the “definition of done” is a clear agreement between you and your client that outlines what the finished project will look like. It’s not just about what needs to be delivered but also the criteria that make the project complete. For example, if you’re designing a website, your definition of done could include having all pages functioning properly, content uploaded, and a final review with the client.
This agreed-upon standard ensures there’s no confusion or gray area about when the work is truly finished.
Why is it so important?
Without a definition of done, creative projects can easily fall into the trap of scope creep—when extra tasks or revisions pop up unexpectedly, often without additional payment. You may think you’re finished, only to receive feedback that leads to more edits, more back-and-forth, and more time spent on something that should have been completed.
A clear definition of done helps you avoid these pitfalls in a few key ways:
Saves time and resources
When everyone knows what’s expected, you can avoid endless revisions. This keeps the project on schedule and allows you to move on to the next opportunity sooner.
Keeps projects on budget
If the project’s end goal is clearly defined, it’s easier to avoid unexpected extra work, keeping costs within the agreed-upon budget and preventing misunderstandings about additional charges.
Sets clear expectations
Both you and the client know exactly what will be delivered, so there’s no room for miscommunication. This keeps frustration at bay and ensures a smoother process.
Reduces client anxiety
When your client knows exactly what the finished product will look like, it builds trust and confidence. They’ll feel more secure knowing that their vision is understood and that the project will meet their expectations.
How to Define Done in your projects
Creating a clear definition of done doesn’t have to be complicated, especially when you’re using Ok-Ok. Here’s how to effectively define done:
Add a custom section for Definition of Done
In your project proposal, Ok-Ok allows you to create a custom section labeled “Definition of Done.” This is where you and your client can agree on the specific criteria that mark the project as complete. By including this section in the proposal, both you and the client will have a reference point throughout the project to ensure alignment.
Get specific with deliverables
Ok-Ok makes it easy to outline concrete deliverables within the proposal, ensuring no detail is overlooked. For example, if you’re working on a branding project, deliverables might include a finalized logo in multiple formats, a brand style guide, and X rounds of revisions. By specifying these items upfront, you leave no room for vague interpretations.
Reference deliverables in the Definition of Done section
To make things even clearer, cross-reference your concrete deliverables within the Definition of Done section. With Ok-Ok, it’s easy to reference different parts of your proposal – just type @ and a list will appear.
And, don’t forget: define amount of revisions
While revisions are often necessary, they shouldn’t be unlimited. Ok-Ok lets you specify the number of revision rounds within the deliverables, such as “up to 3 rounds of revisions included.” Include this in the Definition of Done to prevent confusion and scope creep down the road.
In creative projects, having a well-defined Definition of Done can make all the difference. It prevents misunderstandings, keeps the project on track, and ensures both you and your client are aligned from the start. By using Ok-Ok’s intuitive tools you’ll save time, reduce frustration, and deliver work that meets or exceeds your client’s vision.
Looking to avoid scope creep in your next project? Check out our blog on Scope Creep and Project Bloat: How to Avoid Doing More Than You’re Paid For for more insights on keeping projects focused and profitable.
