#023 - Definition of Done

#023 - What's your 'definition of done'?

Learn the 3 attributes of an effective definition of done and how to use this simple concept to improve alignment and reduce stress with clients.

When do you consider a freelance project “done?”

Would your client agree?

Projects can get drawn out when there’s a misalignment around what ‘done’ means.

Misalignment on ‘done’ can also strain freelancer-client relationships.

You may feel resentful and like you’re being asked to overservice the client.

“I’ve already delivered the X,Y,Z!”

Your client may feel unsupported and frustrated, as though they’ve been baited and switched.

“That’s not what I was expecting. How am I supposed to use this?”

When one party pulls out the scope of work for clarity, they only find the deliverable is open to interpretation.

Avoid these challenges by getting clear on a definition of done upfront.

The 3 Elements of a Definition of Done (DoD)

A definition of done gets specific about what ‘done’ actually means.

To be effective, a definition of done must include three things:

1. Facts

• What metrics must be true for a project to be considered done?

2. Feeling

• How should stakeholders feel for this to be considered done?

3. Functionality

• When complete, what must this task enable others to do?

Example:

Before embarking on a social media content calendar with a client, we might agree that the definition of done is:

Content for 36 LinkedIn posts submitted by October 1. (Fact) The client feels confident they can execute the content program (Feelings). The client can easily access the content and execute the posts on the right day (Function).

Outlining a Definition of Done sparks conversations around specifics and expectations.

Take my DoD for the social media program; there’s room for improvement.

• What kind of content? Feed posts, carousel posts, videos?
• Which team members need to be able to access the content?
• What constitutes a ‘post?’ Is that just multimedia assets? Assets plus supporting copy? What about hashtags?

Establishing a DoD is a process that should be undertaken by you and your client together during the proposal phase.

Both parties need to be aligned and comfortable with the specifics contained in the definition of done before the project is agreed to and work has begun.

A misstep I see in the world of freelancing is that contractors will begin work on a project with only a loose understanding of what ‘done’ looks like, figuring that it can come into focus as the project progresses.

I understand why.

We’re eager to say ‘yes’ to win the work.

Clients will often express urgency and want us to get started right away.

We feel it’s good client service and don’t want to seem picky or hard to work with.

But without a clear picture of where you’re going, how will you know if you’ve arrived?

In all likelihood, you and the client already have ideas about what done looks like.

If they’re not in sync, one party will feel like the goal line has moved or that someone has to compromise or concede.

Therein likes the importance of a clear definition of done on day one.

It ensures everyone is on the same page, turning potential conflicts into collaborative discussions.

So, when do you consider a project "done"? Before you start. Define it, refine it, and watch your projects thrive.

​Jeff

Freelance Marketing Alliance

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