Every organization ought to have a set scheme as to how they will approach pro bono work for their promotional and marketing materials. So I want to give a few pointers for working with pro bono work which has proven to be successful in the industry. Pro bono is a term used to describe professional work taken voluntarily, without payment as a public service or charity. So for some agencies, pro bono is a charity as it is with Pulchry.

Most times pro bono work is done on a “as we have time” basis. Pro bono jobs are always on a constant battle against paid projects. With that in mind, its always wise to have your materials up front and cross checked for mistakes. It is best to get all content to it’s final stage so that there are no corrections to the content. Because pro bono work is juggled with on-going paid projects it can be pushed back in the timeline per the agency or designers choice.

“Placing agencies in the position to beat a deadline for a pro bono job is harmful to the companies image.”

Therefore it is wise to hire the designer 4-5 weeks in advance or later–even for the simplest job. Placing agencies in the position to beat a deadline for a pro bono job is harmful to the companies image. When an agency is forced to place “paid clients” on hold for a pro bono deadline this can weaken future relationships. Having the content early with the expected deadline announced lets the designer know that you are understanding and appreciative of his/her work and current load therefore strengthening future relationship. Many times the client may say; “Oh its real quick, we just need simple text and a tag-line.” This is a designers greatest nightmare. If it is an urgent need, and needing simple text layout, it’s best recommended to use services such as www.vistaprint.com. Little task as these are very time consuming, and use vital resources that can be dedicated to larger tasks. Please share below how you deal with situations as this.

Hiring in advance also gives time for the designer to be creative. No designer is comfortable with being rushed to complete a designated pro bono job. This brings emotional stress, which can and will be reflected in the final output of the job. This can and may lower future chances of pro bono work from that particular designer.

Be sure to have a list of 2-5 agencies or designers that consistently help you. This allows you to balance the load between them, and keep your deadlines manageable. Doing this also creates variety and taste, while also keeping the work load at a reasonable level to make sure your job is accepted. You can also use online services such as www.idealist.org which allows you to post projects as paid or pro bono and agencies/designers will respond with services they offer to complete your project. Remember your getting this for free, so don’t wear out your welcome. Practice good conduct. A designer will get worn out from a pro bono job with a monstrous list of corrections, lavish art-conferences, and spontaneous unforeseen projects. You most likely will loose pro bono status in the future.

“‘Oh its real quick, we just need simple text and a tag-line.’ This is a designers greatest nightmare. If it’s that urgent, there’s vistaprint.”

Always keep in mind the value of your project and what your receiving. Making it clear to the designer in the beginning and understanding the credit value of what you are getting pro bono will help you place a value on your project. If you need help with credit value, the designer/agency you hire can give you the going rate in your town. As in a service oriented non-profit organization, it is understandable that you may not have the funds to hire an agency or a designer. Always remember that agencies and designers welcome pro bono work to promote themselves. This charity can also help save you money in the long run. Again, understanding the principles of pro bono work will help you develop and maintain a long lasting relationship with a designer or agency. Following these principles for upcoming events will help you to maintain and secure pro bono status in your future relations.