Contracts

Why contracts are needed

When undertaking freelance work it is important to have a contract in place for the protection of both the freelancer and the client. Having a written contract will help to prevent disagreements over such things as who is responsible for providing or updating content on a site, when the project should be completed. In the worst case scenario, not having a contract could lead to an expensive legal battle. A good contract will clearly outline the obligations and rights of both parties to the contract. Payment terms and schedule, timescales, deliverables, intellectual property rights and compliance with relevant legislation should all be covered by the contract. In this way both parties have recourse should the other party not keep to their side of the bargain.

Writing a contract

To begin putting together a contract, it would be useful to look at some sample contracts or contract templates for ideas of what to include. Using this information, a rough draft could be put together which could then form the basis for consultation with a legal expert to finalise the contract. Some of the clauses which might be included in a web development contract are:

  • Definition of the services
  • Outline & scope of project
  • Schedule – including milestones and deliverables
  • Payment terms
  • Client Obligations
  • Intellectual Property
  • Data Protection
  • Confidentiality
  • Accessibility
  • Hosting and maintenance
  • Cancellation Terms
  • Limitations and exclusions of liability

Sample contract: British Design Innovation Sample Contract- PDF

Project Management

Every project will be managed using a project management methodology of some sort. There are many different methodologies available and it is a good idea to weigh up the pros and cons of each method before coming to a decision on which one to use for a particular project. Some of the more common project managements models are listed below with a brief description of each.

Waterfall Model

The traditional and most common method of project management is the waterfall model. It involves dividing the project into phases which are completed in sequence. Within each phase there may be many iterations. Once a stage has been completed and the project moves into the next phase, it is not easy to go back and change anything which is why one of the disadvantages of this model is inflexibility. Another disadvantage of this model is the lack of non-documentation deliverables before the final stage. The advantages of this model are that it is tried and tested, works well for smaller projects and is comparatively easy to implement.

Spiral Model

The spiral model involves iterations of each phase of a project in a spiral. This model focuses on risk reduction. Risks are identified and addressed. Once this has been done, the spiral model may terminate in a waterfall model. The advantages of this model are that it involves a high amount of risk analysis, allowing problems to be fixed at an earlier stage of the project which saves time and money. In addition to this, software deliverables are produced at an early stage of development allowing a clearer idea of what the final product will be like. This model works best for larger projects where a greater element of risk is involved. It does not scale well and may not be suitable for smaller projects. It is quite a complicated method which requires skill to implement correctly and can be expensive.

PRINCE2

PRINCE2 is approved by the U.K. government and is required to be used in all government projects. PRINCE2 follows on from the earlier method PRINCE which stands for Projects IN Controlled Environments. PRINCE2 requires professional training and accreditation in the method. There are six stages involved in a project being managed with the PRINCE2 method:

  • Starting up a project
  • Directing a project
  • Initiating a project
  • Controlling a stage
  • Managing stage boundaries
  • Closing a project

Agile

Agile is a new approach to IT project management. This method is similar to extreme programming as each stage involves an interation of the entire project lifecycle so that software is produced in the early stages of the project. It focuses heavily on communication between teams with face-to-face meetings being very important. Advantages of this method are its flexibility and that it adapts very quickly to changes in the client’s requirements. Disadvantages are that it can be hard to know how much effort will be involved at the outset of the project and the need for face-to-face meetings can cause delays and impose constraints.

Professional Development & Accreditation

Because the web development industry is so new there are very few recognised professional standards or bodies to demonstrate competence such as there are for other professionals i.e. doctors, accountants. The British Computer Society is one of the few professional bodies which exist for IT professionals. Although this society is for workers in the IT sector generally and not specifically aimed at web developers, joining this society is an option for achieving some form of professional status.

British Computer Society - http://www.bcs.org/

Due to the fast-moving nature of the web industry, professional development and updating of skills is especially necessary. Obtaining qualifications and accreditation is possible by various means including attendance at evening or part-time courses. Some of the relevant accreditation which would be useful to have  include the Certified Internet Webmaster (C.I.W.) qualification. C.I.W. is the industry-standard qualification for web professionals. The accreditation conferred by this qualification is divided into four areas – Web Foundations, Web Design, Web Development and Web Security. This course is offered by academic institutions, governments and businesses across the world – including at the University of the West of Scotland.

C.I.W. website - http://www.ciwcertified.com/

Self-employment

Self-employment is a common option for web professionals.

There is a lot of help available to people who wish to start their own business, both from the government and from other organisations such as banks.

Many things need to be considered when starting a business including:

  • researching the market for your product or service,
  • writing a business plan,
  • sourcing finance and grants,
  • researching the legal requirements for your business,
  • setting up a separate business bank account,
  • procedure for keeping accounts,
  • time management.

It is a legal requirement for all self-employed people to pay national insurance, although it is possible to apply for an exemption if your earnings are below a certain threshold. In addition to this, accounts must be kept showing income and outgoings, and a tax return must be filed every year.

Business Gateway offer free help, support and advice to anyone considering setting up a business. They run training seminars and workshops on the various aspects including business planning, finance, marketing, tax and keeping accounts.