How We'll Work Together
A collaborative, transparent process designed for busy nonprofit teams
I've refined my process to be as smooth and efficient as possible for nonprofit teams. You'll know exactly what to expect at every stage, and I'll handle all the technical details while you focus on your mission.
Total Timeline: 5-6 weeks from kickoff to launch
*Not including Add-on or extra services
How We'll Stay Connected
Email
Primary communication for updates, sharing drafts, and feedback
Video Calls
Kickoff meeting, mid-project check-in (optional), training session
Loom Videos
I often record quick videos to present designs or explain concepts
Your Project Portal (if applicable)
Centralized place for files, feedback, and timeline tracking
Response Times
My responses: Within 24 hours on weekdays
Your feedback: Requested within 3-5 business days to keep project on track
Phase 1: Discovery & Strategy
Timeline: Week 1
What I Need From You:
✓ Brand guidelines (or logo + color hex codes)
✓ Access to your ESP
✓ Examples of past emails
✓ 2-3 competitor/inspiration examples
✓ Any copy or content for templates
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We'll discuss:
Your nonprofit's mission and programs
Target audience and supporter segmentsTarget audience and supporter segments
Current email performance and challenges
Goals for this project
Brand guidelines and visual preferences
Technical setup (ESP, integrations)
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I'll review:
Your last 10-15 email campaigns
Open rates, click rates, and engagement patterns
Mobile display and accessibility issues
CTA effectiveness and placement
Brand consistency
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You'll receive a detailed plan including:
Recommended template structure
Design approach and rationale
Success metrics we'll track
Project timeline and milestones
Phase 2: Design & Development
Timeline: Weeks 2-4
What I Need From You:
✓ Timely feedback (within 3-5 business days)
✓ Content for template examples
✓ High-quality photos/images (or I can source)
✓ Approval from key stakeholders
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I create mood boards and/or provide guidance for style direction
Design first template (usually newsletter)
Share for your feedback
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Incorporate your feedback
Design remaining templates
Ensure mobile responsiveness
Optimize for conversion
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Present complete template system
Make requested revisions
Test across devices and email clients
Finalize all designs
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Async feedback via email or Loom videos
Optional mid-project check-in call
Clear revision process (included rounds vary by package)
Phase 3: Implementation & Training
Timeline: Week 5
What I Need From You:
✓ Schedule training session
✓ Have team members attend training
✓ Test templates after setup
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Upload all templates to your platform
Configure for easy editing
Set up any automations
Test thoroughly
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Live session covering:
How to edit each template
Best practices for customizationImage sizing and optimization
Troubleshooting common issues
When to reach out for help
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You'll receive:
Recorded training video
Step-by-step editing guide
Image sizing cheat sheet
Brand guidelines (if created)
Template maintenance tips
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Send test emails together
Answer any questions
Ensure your team feels confident
Phase 4: Launch & Support
Timeline: Week 6 onward
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Send first email using new templates
Monitor performance
Gather team feedback
Make any necessary adjustments
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You have:
Email support for questions
Minor tweaks and adjustmentsj
Troubleshooting help
Check-in at 2 weeks and 4 weeks
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After 30 days:
Optional monthly retainer for ongoing support
A/B testing services
Template updates as needed
Strategy consultations
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Send test emails together
Answer any questions
Ensure your team feels confident
✺ Frequently asked questions ✺
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Email Primary communication for updates, sharing drafts, and feedback
Video Calls Kick-off meeting, mid-project check-in (optional), training session
Loom Videos I often record quick videos to present designs or explain concepts
Your Project Portal (if applicable) Centralized place for files, feedback, and timeline tracking
Response Times:
My responses: Within 24 hours on weekdays
Your feedback: Requested within 3-5 business days to keep your project on track
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Educational Approach I don't just hand over templates. I empower your team to use them confidently
Nonprofit Expertise I understand your constraints, compliance needs, and donor psychology
Flexible & Understanding Nonprofit schedules are unpredictable. I build in flexibility for delayed feedback or changing priorities.
Mission-Focused Every design decision is made with your goals and impact in mind, not just aesthetics
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Life happens, especially at nonprofits! We can pause for up to 2 weeks without issue. Longer pauses require rescheduling.
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Absolutely! Additional templates can be added for $300-500 each depending on complexity.
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First draft is always exploratory. Your feedback guides the direction. We iterate until you're thrilled.
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I provide copy structure guidance and placeholder text, but final copy is typically yours or from a copywriter I can recommend.
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I can migrate templates to a new platform for a fee. Amount depends on complexity.
Ready to improve your nonprofit email reach?
Let's discuss how strategic email design can help you engage more supporters and raise more funds.
Not sure what your needs are? Start with a free audit. I’ll review your current email designs and discuss improvements at no cost.
Based in Seattle. Working with nonprofits nationwide.
