What We Learned from 4 Years of Pilots
Pilots are a discovery process that we use to kick off almost every new project.
It has been an essential part of Rubric’s process since day one, largely based on our collective experiences running projects with a more traditional proposal method.
To put it simply, it’s a standalone discovery phase that we do before the project even starts. This helps us better understand how a client’s business works, the goals of the project, and what it will take for the project to be a success.
Traditionally, firms give clients a proposal upfront with a fully detailed timeline and estimate. A contract is created, then both parties are locked in for months to come, even if new insights on the project emerge. Expectations can vary wildly, and both parties can walk away unhappy.
After doing Pilots over the course of 4 years for hundreds of clients, a few patterns have emerged.
It always pays off
There’s never been a time where we or a client have regretted doing a Pilot. It always provides new insights and clarity on the project and allows us to better align with the client.
It can dramatically affect the scope
There have been many times where we were given a rough estimate for a fully custom site based on our initial discussions with a new client. After going deeper in the Pilot, it became clear that a fully custom site was not necessary–not even close–and a much smaller site using Squarespace was more than enough. If we were working in a traditional process, we would have been pressured to stick to the initial scope, even if we knew deep down that it was overkill.
It’s a great first date
It can be a big leap to jump into a 3-6 month contract with someone you have only talked to a few times–for both the client and the designer. We think of the Pilot as a sample project where we get a feel for what it's like to work together. If the project isn’t going to be a good fit, the Pilot gives us and the client a test run with much lower stakes.
It usually goes bigger than the project
Clients are often surprised at the takeaways from a Pilot that go beyond the immediate project. Pilots provide an opportunity for us and the client to take a step back and look at the company from a high level–why they do what they do, who their customers are, how they differentiate, and why this project is important.
The difference is night and day
It took us years of trial and error before we developed the Pilot process. The difference is night and day both in project outcomes and in how satisfied clients are with the experience. The scope is always more defined, expectations more aligned, and the work is better informed.
They build trust
Trust plays a role in any important project. The project could have a major impact on a client’s business–handing over that responsibility to someone else is not easy. Instead of making a huge commitment to someone you just met, Pilots help the client and designer take a much smaller leap. Seeing how we work on a smaller scale has gone a long way in helping clients feel comfortable taking on a bigger project together.