So how do we go about starting and running a project? I've sketched an outline below, but bear in mind that every project is somewhat different.

Step 1: Exploration

Any potential project starts with us having an exploratory conversation to find out if working with us could be of value to you - and vice versa. I do not respond to RFQs or "invitations to tender" as for me they've proven to be a waste of time. 

In some cases we'll have that conversation when you've already got a good idea of what you want us to contribute to your project. In the ideal case we'll have that conversation before you've pinpointed your exact and immediate need - giving us room to explore options that might save time and money yet achieve the same goal.

At an appropriate point during our discussions we'll probably sign a mutual non-disclosure agreement (NDA). I insist on it being mutual as this allows us to freely brainstorm ideas. You can download my standard NDA here. All my project associates have signed an agreement with Panchromos Limited that binds them to any NDA I sign for projects I involve them with.

Many clients and potential clients have found these exploratory discussions extremely valuable in their own right. I'll be happy to act as a sparring partner as this also has a value for me, as I gain more insight into what is happening in industry and academia. Sometimes I might be able to refer you to others with whom it would be good to explore collaborations.

Step 2: Scope, timeframes and costs

If we find that there is a short-term opportunity to start a project then I'll prepare a proposal that can serve as a draft for an agreement on the scope (including deliverables), timeframes and phasing, and costs of a project. For short projects with a clear objective (e.g. design and build a breadboard to test X and Y, or creating concept designs) the proposal will probably be no more then a one page letter summarising what we'll deliver, how long it will take and what it will cost - if there is low technical risk and material costs are predictable I can usually give you a fixed-price quote.

Please bear in mind that a project proposal must be seen as a sales document describing my offer of our services to you (what, how long, how much). As such it does not usually include detailed project plans, design concepts, or technical details and unit cost breakdowns of possible solutions - coming up with those tends to be part of phase 1 of the project.

If you do need that level of detail it will take me a number of days to work this out, which I'm happy to do as a small project in its own right - call it a project scoping study. Depending on the level of detail and the questions you want answered this usually takes 3-7 days.

The very nature of product development work means that it is impossible to accurately estimate timescales, efforts required or materials used before we start doing the work. Most of our work involves early-stage technology and requirements that change as new data and insights become available, and our flexibility to deal with these is one of the benefits of working with us. For longer proposals I will therefore include bracketed estimates of timeframes and cost arrived at in good faith - those will be subject to review once the project goes underway.

Step 3: Doing the work

Once we got agreement on scope, timeframes, costs and Terms & Conditions we can get down to the project work - exactly what that work is depends on the project, follow the links on the right for some case studies or have a look here. My associates and I normally work from our own (home) offices and set our own working hours - giving us the flexibility to finish a prototype over the weekend when needed. I have a well-equipped workshop to make parts, and assemble and test models and prototypes.

During a project we will have regular contact through email, skype/phone calls and/or face-to-face meetings. I also use a web-based workspace that can be used by everyone on the project team.

My standard approach on protectable intellectual property is that if you fully paid for the work and unless we agree otherwise all IP that we generate in the course of our project is assigned to you.

Step 4: Paying us

I usually invoice based on the achievement of milestones or the acceptance of deliverables. For longer projects I reserve the right to invoice on a monthly basis. All my associates formally subcontract to me so you will only receive invoices from Panchromos Limited.

Where appropriate we can also discuss sharing risk and reward leading to lower upfront fees. This could be a good model if you're looking to use the results of our work to secure further investment,  a development contract or grant.