Freelancing as a game artist can be exciting, but it often comes with challenges that go beyond creating great art. One of the biggest issues many game artists face is managing client communication and expectations.
Our recent Freelancer Survey at Fusion (formerly Devoted CG) revealed that many artists struggle with keeping managing client expectations. One artist expressed frustration after being hired as a 3D Environment Artist but then given 3D Props work for cinematics, “Getting fired after only 3 months because the client messed up… it cost me a lot of money in hardware and software.” 
Payment issues were also a common struggle, as another freelancer shared, “I still remember my 1st client, who refused to pay for the next month only because the studio pulled out of the deal.”
On the brighter side, some freelancers have had more rewarding experiences. As one freelancer noted,
“I joined a fantasy project I wasn’t initially interested in, but after a few months, I fully immersed myself in the genre… it has become my favorite style.”
With 2 out of 3 freelancers facing challenges, we want to offer some simple, straightforward advice on how to communicate better with clients and manage their expectations.
Clarify Client Instructions Early On
One of the most common problems freelancers face is unclear instructions from clients. A project might start with vague requests like, “We need a realistic background,” but what the client means by ‘realistic’ could vary significantly. This lack of clarity can lead to confusion and wasted time.
As one of our freelance artists shared, “Some clients are unsure about the scope of their work. Helping them break down tasks can prevent a lot of misunderstandings.”
Here are a few ways to make sure you are on the same page with your client from the start:
Ask for Detailed References |
Whenever a client gives you a broad instruction, ask for reference images or examples of what they’re looking for.
If they provide visuals, it’s much easier to get on the same page and avoid assumptions. |
Restate Their Requests in Your Own Words |
After discussing the project, restate the client’s instructions in your own words to confirm you understand them. For example, “So, you’re looking for a semi-realistic background with muted colors. Is that correct?”
This allows the client to clarify anything you might have misunderstood. |
Create a Simple Summary |
After your conversation, send a quick email or message summarizing the project details. This way, you both have a written record of what was agreed upon, and you can refer back to it later if any confusion arises. |
Set Boundaries and Define the Project Scope
One major issue that freelance game artists often face is scope creep, where clients start adding more tasks or changing the project halfway through. This can lead to stress and frustration, especially if it happens without an increase in payment or deadline extension.
Outline Everything at the Beginning |
Be sure to outline the full project scope before starting. This should include what you’ll deliver, how many revisions you’ll provide, and when the deadlines are. |
Stay Firm but Friendly |
If a client asks for additional work outside the agreed-upon scope, politely remind them of the original agreement. You can say something like, “I’d love to help with this, but it would require some extra time or budget adjustments.”
This way, the client knows that extra work will come with extra cost, and you protect yourself from being taken advantage of. |
Break the Project into Milestones |
For larger projects, it can help to break things down into smaller milestones with specific deadlines.
This helps both you and the client stay organized, and it also gives you more opportunities to get feedback along the way, reducing the need for last-minute changes. |
Handle Payments Professionally
One of the biggest concerns for freelancers, as shown in our survey, is getting paid on time. Some clients delay payments or, in the worst cases, don’t pay at all. Protecting yourself from these issues is key to running a successful freelance business.
Request an Upfront Deposit |
It’s common practice to ask for a percentage of the project fee upfront, such as 30-50%.
This protects you and ensures the client is serious about moving forward. It also provides some financial security before you dive into the work. |
Use Milestone Payments for Bigger Projects |
For larger or longer-term projects, consider breaking the payments into milestones.
This means you get paid after each phase of the project is completed, which helps keep the cash flow steady and reduces the risk of not getting paid. |
Clearly Outline Payment Terms |
Make sure you and your client agree on payment terms before you start working. Include deadlines for when invoices need to be paid, your preferred payment methods, and what happens if payments are late (for example, interest charges or project delays). |
Be Clear and Consistent in Communication
Good communication is key to any successful freelance project. It’s not just about responding quickly to emails, but also about being clear, consistent, and professional in your messaging.
Set Communication Expectations |
Let clients know when and how they can reach you. For example, “I typically respond to emails within 24 hours on weekdays” sets clear boundaries and avoids the pressure of feeling like you need to be available 24/7. |
Keep Written Records |
Always confirm important decisions or agreements in writing, even if they were discussed in person or over the phone. This helps prevent any misunderstandings later and gives you a record to refer back to. |
Again, Stay Friendly and Professional |
Even if a project gets stressful or the client seems demanding, keeping your communication polite and professional is essential. It helps maintain a positive working relationship and shows that you’re capable of handling challenges. |
Manage Feedback and Revisions Efficiently
Dealing with feedback and revisions can be tricky. Some clients may not know exactly what they want and ask for endless changes, while others might give very vague feedback like, “It’s not quite right.” Managing this process efficiently can save you a lot of time and frustration.
Set a Limit on Revisions |
From the start, agree on how many rounds of revisions you’ll include in the project. For example, three rounds of revisions is a common limit. This encourages clients to be more thoughtful about their feedback and prevents the project from dragging on. |
Ask for Specific Feedback |
If a client gives vague feedback, ask for more specific input. For example, if they say, “It’s not quite what I’m looking for,” you could ask, “Can you tell me exactly which part isn’t working for you? Is it the color scheme, the style, or the overall composition?”
This will help you get the information you need to make meaningful changes. |
Explain Your Decisions |
Sometimes, clients may not fully understand why certain artistic choices were made. Explaining your creative decisions can help them see the bigger picture and reduce the likelihood of unnecessary revisions. |
Remember, the key to a smooth project is getting everyone on the same page from the start. When expectations are clear, and communication flows easily, both you and your clients can focus on what matters most—creating amazing game art together.
However, protecting yourself from payment issues, miscommunication, and shifting expectations can be tough when going solo. That’s where Fusion by Devoted CG comes in. Fusion offers game artists a platform to manage client relationships more effectively, providing secured payments, NDAs, tax forms, contracts, and even access to a production manager to help resolve client issues.
On Fusion, as an artist, you can create and share portfolios directly on the platform, and if you’re hired through the platform, you’ll benefit from secured payments and access to a production manager to help resolve any client issues. Even better, when you bring your own clients to Fusion, it’s completely free to use.
Ready to take control of your freelance art career? Create your portfolio on Fusion today and get the protection and support you need to succeed as a game artist.
