Landing a large-scale client with a massive disorganization project is every professional organizer’s dream—and a daunting challenge. The stakes are high, especially when the client has long-term potential for repeat business. As a professional organizer, how you approach your proposal can set the tone for the entire project and future collaboration. Should you discount your services to secure the deal? What tools should you use to streamline project management and communication?
This blog post will walk you through how to create an effective project proposal for a large client, decide on pricing strategies, and leverage the right tools to manage and execute the project successfully.
1. Building a Winning Proposal: Set Clear Expectations
Your proposal should reflect professionalism, value, and a clear roadmap to success. Here’s how to craft a compelling pitch:
A. Showcase Immediate Impact
In the scenario you described, the client’s immediate goal is to declutter and organize the main office area to rent coworking spaces and start generating revenue. Your proposal should emphasize:
- The return on investment (ROI) they’ll see by achieving this goal quickly.
- A clear timeline and deliverables, such as sorting, decluttering, and creating a functional layout.
- How your expertise will save them time, money, and stress.
Actionable Tip: Use language that focuses on outcomes: “Within two weeks, this space will be transformed into a functional, professional environment ready to attract coworking tenants.”
B. Break the Project Into Phases
Outline your services in distinct phases, such as:
- Phase 1: Office Transformation – Decluttering, organizing, and creating a workspace for coworking tenants.
- Phase 2: Inventory Organization – Addressing the remaining building inventory to maximize storage and functionality.
- Phase 3: Ongoing Maintenance – Regular touch-ups and potential design or staging projects.
This phased approach helps the client visualize how you’ll tackle their larger goals while maintaining focus on the immediate priority.
C. Address Pricing Clearly
Rather than offering a steep discount to secure future work, highlight the value you’re bringing to the first phase of the project. Discounts can undervalue your services and set the expectation that future work will also be discounted. Instead:
- Provide tiered pricing options for additional phases.
- Offer a modest “first-time client bonus” or free add-on service (e.g., an extra day of maintenance or an organizing toolkit) to sweeten the deal.
- Emphasize how your work will enable them to generate revenue quickly, which will fund subsequent projects.
2. Selecting the Right Tools for Project Management and Communication
For a project of this scale, effective project management and communication are critical. Here are the tools and apps to consider:
A. Project Management
Use a project management tool to keep tasks, deadlines, and progress organized. These apps will help you and your client stay aligned:
- Trello or Asana: Create task boards for each phase of the project with deadlines and assignments.
- ClickUp: A more advanced tool for tracking milestones, budgets, and team collaboration if multiple organizers are involved.
Pro Tip: Share a “Client View” of your project board to keep them informed without overwhelming them with too much detail.
B. Visual Collaboration for Design and Inspiration
Since this project may involve design work, you’ll want a tool for sharing inspiration and visual concepts. Consider:
- Pinterest: Create a shared board where you can upload mood boards or pin coworking space ideas.
- Canva: Design professional, polished mockups of the proposed layout and decor for the coworking spaces.
- Google Drive: For storing and sharing photos, inventory lists, or floor plans.
Pro Tip: During the proposal stage, include a visual element like a simple mood board or layout sketch to give the client a sneak peek of your creative vision.
C. Communication Tools
Maintain clear communication with the client throughout the project using:
- Slack: A central hub for quick updates and file sharing.
- Zoom or Google Meet: Schedule virtual check-ins for progress reviews.
- Email Templates: Create reusable email templates for updates, check-ins, and invoicing.
3. Overcoming Objections: Should You Discount Your Services?
It’s tempting to discount your work when pursuing a big project with long-term potential, but this can be a slippery slope. Here’s how to navigate this decision:
A. Emphasize Value Over Discounts
Explain how your work is an investment in their business’s success. Show them the numbers:
- Decluttering the office will create rentable coworking spaces, generating immediate income.
- Your streamlined approach will reduce downtime, allowing them to focus on their other operations.
B. Offer Creative Incentives Instead of Discounts
Instead of lowering your rates, consider adding value:
- Include a complimentary consultation for Phase 2 of the project.
- Provide a “Quick Wins Checklist” they can implement themselves in the future.
- Offer a free digital organization guide tailored to their inventory challenges.
C. Set Boundaries for Long-Term Work
If you choose to discount the first phase, make it clear that your rates for future phases will be at full price. Put this in writing within your proposal to avoid misunderstandings later.
4. Practical Steps to Win the Client and Execute Successfully
Here’s a step-by-step plan for tackling this project:
- Initial Assessment: Conduct a thorough walkthrough of the space and take photos for reference.
- Proposal Submission: Include a detailed scope of work, phased approach, and clear pricing. Add visuals like layout sketches or mood boards to stand out.
- Kickoff Meeting: Set clear expectations and define milestones with the client.
- Project Execution: Use project management tools to track progress and maintain communication with the client.
- Client Review and Feedback: Schedule regular check-ins to ensure satisfaction and make adjustments as needed.
- Phase 1 Completion: Present the transformed office space with a walkthrough and discuss plans for future phases.
Conclusion: Start Strong for a Long-Term Partnership
Securing a large client like this is an exciting opportunity to showcase your skills and build a long-term relationship. By crafting a value-driven proposal, leveraging the right tools, and focusing on clear communication, you’ll set the stage for a successful collaboration.
Ready to turn this massive space into a functional and profitable coworking hub? Start with a proposal that highlights your expertise and lays the groundwork for a lasting partnership.
About Elizabeth Cramer
Elizabeth is a small business owner and co-founder of Hedl.