How to manage a successful website project

What makes a website project successful? Ultimately, it’s about the end product – you get something that works for you and helps you achieve your goals.

We’re strong believers that, in order to make a project a true success, the process has to be right too. A trusted digital partner like Adaptable takes care of the logistics of “doing” for you – discovery, design, build, launch, ongoing support. But it takes two to tango as they say, and getting the right steps in place from your side is a massive piece of that puzzle.

A well-managed project (from both sides) leads to a smoother process, a better working relationship, and, in the end, a website or digital product that meets your objectives.

So as the client, what do you need to bring to the table to ensure your website project is a success?

Setting expectations

We start every website and digital project with discovery – a process where we have an in-depth discussion about your goals, core users, and key functionality. From there we produce a statement of work – which outlines and agrees on all key aspects of the project, including what will be delivered, when, and by who.

Key points to note on setting expectations:

• Scope, goals and key deliverables – Ensure that all of your internal stakeholders are aligned on what these are and that you are aware of what you’ve signed up for.
• Timelines, milestones and response times – As well as your development partner having milestones to hit for deliverables, you’ll also be expected to meet certain deadlines from your side in terms of giving feedback and providing sign-off.
• Establishing roles – From your side, who will be the main point of contact, and who gets ultimate sign-off? Which stakeholders need to be involved, and how will you gather and interpret their feedback?

Manging internal stakeholders

Identifying early who the key internal stakeholders and decision makers are on a website project is probably the most fundamental thing you can do to ensure its success. It’s important to get the right balance between securing internal buy-in and ending up in endless feedback loops that cause delays at key stages in the project. You also want to avoid “design by committee”, where you’re constantly trying to balance the agendas and preferences of multiple stakeholders until you end up with something without a distinct vision.

Key points to note on managing internal stakeholders:

• Agree on goals and objectives internally before you begin the project so you can ensure everyone is aligned.
• Clearly define who the stakeholders and decision-makers are, what’s expected of them and when, and how much input they get.
• Provide updates and seek feedback regularly to avoid bottlenecks.
• Set expectations and ensure timelines, deadlines and project scope are communicated, visible and that everyone’s signed up to them.

Meeting key milestones

Keeping to project milestones and feedback windows is vital for keeping the project moving forward smoothly. This is why the discovery process is key – this helps both sides get everything out on the table, have full visibility of the project goals and deliverables from the start so there are no surprises or delays along the way. A good approach from the agency’s side is to work iteratively in the design process so that you don’t end up going too far down one route only to have to turn back. Your end of the bargain is to provide feedback in an efficient way and on time so it can be actioned, and we can move on to the next stage.

Key points to note around project milestones:

• Ensure all feedback is collected, consolidated and delivered within each window to avoid last-minute changes and scope-creep.
• Unexpected delays happen, but if there are going to be any delays from your end, keep your development partner in the loop and let them know as soon as you can.

Clear & consistent communication

Communication and clarity are vital in any digital project, particularly when multiple people from different organisations are involved. Internal communication and communication between you and your development partner is key to tracking decisions, discussions and changes to ensure alignment at all times.

Key points to note on communication:

• Keep discussions and communication in the nominated channel to ensure everyone has visibility.
• Have a single point of contact from your side so there are no mixed messages or confusion.
• Provide any feedback in the preferred format requested by your development partner, and where feedback or changes can be tracked and clarified easily.

Managing third-parties

In addition to your internal team, it’s common to have other agencies and parties involved in or integral to a website project. This could be software providers, marketing agencies, or other technology partners who need to be kept informed of progress and may need to be involved in decisions around the project. It’s important to involve these third parties as early as possible and enable communication between them, yourselves, and your development partner to ensure everyone is aligned at all times.

Key points to note around managing third-parties:

• Involve third parties as early as possible so they can advise of anything they or your development partner needs to consider that will impact the project.
• Remember there might need to be some level of compromise – different requirements or needs from each organisation may or may not be able to be met, so there’ll be a balance to strike and it’s important to remember the core goals of the project in this context.
• Consider where each party fits in at the brief/RFP stage to ensure that every part of your digital strategy is aligned.

Ready to launch a successful website project and partnership? Get in touch to discuss your plans – we’d love to work with you.