In this blog post, I’d like to share how you as the client, and your developer (pick me, pick me!) forge a successful partnership on your new website development. Navigating a new project is exciting, but when done right, it nothing short of magic. This is my developers client guide for building a new website.

Navigating Successful Web Development Projects: Key Expectations and Avoiding Scope Creep

Getting started on a web development project is an exciting journey that holds great potential for transforming your business or personal brand and the main goal is almost always to increase sales or generate leads and bookings. Success hinges on clear communication, well-defined expectations and effective project management (more on that later).

This comprehensive (and sometimes messy) guide covers what you should expect from your web developer’s project scope before starting, how to avoid and manage scope creep during the project, and what should be completed before you pop open the Prosecco and sign the project as done.

So, without further ado, this is my developers’ guide for clients when building a new website.

Before the Project Begins: What to Expect from Your Web Developer’s Project Scope

1. Have a Detailed Project Description

I don’t begin putting a scope together until I have spend an hour talking through the project on Google Meets or Zoom. Face to face meetings, even online, can bring out much more information than a phonecall or a few emails with lists. A thorough project scope starts with a clear description of the project, including:

• Project Goals: Define the primary purpose of the website, whether it’s to sell products, generate leads or provide information.
• Target Audience: Identify who the website is aimed at to ensure the design and functionality meet their needs. If you’re working on an academic site we probably won’t use huge fonts with video backgrounds. Likewise if you’re a rockstar we might keep away from the pastels!
• Key Features and Functionality: Outline specific features needed, such as e-commerce capabilities, contact forms, or booking systems. An important part of our call is how each of these features will work. For example, a contact form could be used for user-submitted content, taking payments via Stripe or just a vanilla contact form.

2. Mark Down Your Deliverables

Your developer should provide a detailed list of deliverables. These can include:

• Design Deliverables: Mockups, wireframes, and final design files. This is not always necessary and a first draft can be provided based in inspiration you have found from other websites while researching.
• Development Deliverables: A list of additional software that has been scoped out that will meet your needs.
• Content Deliverables: A list of Text, images, and other media that developer will require. Consider using Dropbox, WeTransfer or Google Drive and always name images files descriptively.
• Documentation: From the beginning, the developer should begin compiling User guides and documentation for custom features. A finished document should be presented to you during go-live. I have found though that the vast majority of clients much prefer Loom videos.

3. Create a Solid Project Timeline

A realistic timeline is crucial for managing expectations:

• Milestones: Key dates for major deliverables, like first draft, design completion and testing phases.
• Deadlines: Specific deadlines for each project phase.
• Review Periods: Time allocated for you to review and provide feedback.

4. The Project’s Roles and Responsibilities

Clear roles and responsibilities prevent misunderstandings:

• Client Responsibilities: Providing content, feedback, and necessary access to systems. Not having logins to old websites for example, can delay the project by days or even weeks.
• Developer Responsibilities: Designing, developing, testing, and launching the website, plus ongoing support if agreed upon.

5. Define the Scope of Work

Defining the scope of work helps avoid scope creep:

• Inclusions: Tasks and functionalities included in the project.
• Exclusions: Clearly state what’s not included.
• Assumptions: Any assumptions made during planning that could impact the project.

6. Budget and Payment Terms

Transparency about costs and payment terms is essential:

• Total Project Cost: Detailed breakdown of costs, including design, development, and third-party services (particularly were WordPress plugins, Shopify apps or hardware such as POS for retail may be applicable).
• Payment Schedule: Milestone-based payment terms, such as initial deposit and final payment upon completion.
• Additional Costs: Potential extra costs for additional features or changes.

7. Testing and Quality Assurance for your new website

Quality assurance ensures the website functions correctly:

• Testing Phases: When and how testing will be conducted. I always test on dozens of real mobile and tablet devices in top browsers.
• Bug Fixes: Handling and timeframe for fixing identified issues. You will always be informed of any delay in case of unexpected bug fixes.

8. Website Maintenance and Support after launch

Post-launch support is crucial for ongoing success:

• Warranty Period: Period during which issues will be fixed free of charge. At The Web Co., this is standard at three months.
• Ongoing Maintenance: Options for updates, backups, and security checks.
• Support Availability: Developer’s availability for support and response times. We have our own dedicated support system which you will have access to.

Understanding and Avoiding Scope Creep

What is Scope Creep?

Scope creep is very common in the web development industry. This usually happens when the project scope expands beyond its original objectives due to additional features or changes introduced without corresponding adjustments to the timeline, budget, or resources. This can lead to significant delays, increased costs, and frustration for both parties. At The Web Co., we use a fantastic project management system to keep everything on track – you will also have live access to our Monday board.

The Main Causes of Scope Creep

Scope creep can be caused by:

• Unclear Initial Requirements: Vague project goals and deliverables.
  Our initial and post-kick-off call will avoid this.
• Poor Communication: Miscommunication or lack of communication.
  At The Web Co., we’re a bit different to move agencies and I (Robert) have worked with a few. I will schedule a 30-45 minute call each week, but you can still call us at any time with questions. I have found that the more issues I am asked to clarify with a client, the better is it to tweak my approach.
• Stakeholder Influence: Additional inputs or changes requested by stakeholders.

How to Avoid Scope Creep 😱

1. Clearly Define the Project Scope

Start with a well-defined project scope. Some call be a scope fanatic because I am meticulous and for a number of years my main job was working with other agencies re-working their scopes to get products back on track. One agency had my number saved as the firefighter – a role I love 🧑‍🚒 . So, how to define a scope clearly:

• Detailed Project Description: Clearly outline goals, objectives, and deliverables.
• Specific Requirements: Document all functionalities and design elements.
• Inclusions and Exclusions: State what’s included and excluded.

2. Effective Communication is key

Maintain regular and transparent communication:

• Regular Updates: Have a weekly call, with a few short ones in between.
• Feedback Mechanism: Establish a clear process for feedback. Each developer uses different tools, but at The Web Co., we’re huge fans of Bugherd.
• Documentation: Keep detailed records of communications and decisions.

3. Implement a Change Control Process

Manage changes systematically:

• Change Requests: Require formal change requests.
• Impact Assessment: Assess the impact of changes (some new functionality may affect existing functionality)
• Approval Process: Ensure changes are approved by both parties.

4. Set Realistic Expectations

Manage expectations from the start:

• Realistic Timelines: Develop realistic timelines.
• Flexible Yet Firm: Your developer will be flexible to minor changes but firm on significant deviations. Large changes, particularly where software is concerned can always be added to a mini-project post-go-live.
• Milestones: Break the project into manageable milestones.

5. Prioritise Features and Requirements

Focus on essential features first:

• Must-Have vs. Nice-to-Have: Categorise features accordingly.
• Minimum Viable Product (MVP): Aim for an MVP with core features before building out the rest of the project’s functionality.

6. Document Everything

Ensure comprehensive documentation:

• Project Scope Document: Keep it updated and signed off by both sides.
• Change Log: Maintain a log of all changes.
• Meeting Minutes: Document key points and decisions.

7. Collaborative Approach within the Client’s Team

Foster a collaborative environment:

• Involve Stakeholders: Engage stakeholders in planning and reviews.
• Regular Reviews: Conduct regular reviews to gather feedback.
• Problem-Solving Mindset: Approach challenges with a problem-solving mindset.

Before Signing Off: Ensuring Project Completion

1. Finalised Design Implementation

Ensure the final design matches the approved mockups and is fully responsive.

At The Web Co., this will always be the case but we have seen many cases over the years where mobile and tablet responsiveness has not been tested or corrected.

• Design Alignment: Matches approved mockups and wireframes (taking into account agreed changes along the way).
• Responsive Design: Works on all devices.
• Brand Consistency: Aligns with your brand’s guidelines.

2. Functional Features

Verify that all features and functionalities are operational:

• Core Features: E-commerce capabilities, contact forms, etc.
• Interactive Elements: Sliders, animations, interactive menus.
• Third-Party Integrations: Functional integrations with external services.

We will walk through each step together. This will also be on a regularly backed up staging website so do not be afraid to test is alone or with colleagues.

3. Content Population

Ensure the website is populated with final content:

• Text: Correct and error-free text.
• Images and Videos: Properly placed and optimised media. We will ensure media is served in next-generation format as long as they are provided in a large enough size to compress while remaining sharp.
• SEO Elements: Meta titles, descriptions, and keywords in place.

4. The developer must carry out Thorough Testing and QA

Comprehensive testing ensures a smooth launch:

• Cross-Browser Testing: Functions across all major browsers.
• Device Testing: Tested on multiple devices.
• Performance Testing: Loads quickly and performs well.
• Functionality Testing: All features work properly.
• Security Testing: Ensured site security.

You should always be given a report on this prior to considering signing off on a project.

5. Bug Fixes and Revisions

Address all issues identified during testing:

• Bug Resolution: All reported bugs fixed.
• Client Feedback: Revisions based on feedback given and completed.

6. User Training and Documentation

Receive necessary training and documentation:

• User Training: Sessions or tutorials on using and maintaining the site.
• Documentation: Guides and troubleshooting tips for custom features. I always create ‘How To’ videos in a private folder for each area of your website.

7. SEO and Analytics Setup

Prepare your site for search engines and tracking:

• SEO Optimisation: On-page SEO elements optimised.
• Analytics Setup: Tracking tools set up to monitor traffic (such as Google Analytics, Hotjar and Klaviyo)

8. Backup and Launch Preparation

The developer must ensure backups and launch readiness:

• Backups: Full backups to prevent data loss.
• Launch Plan: Detailed plan for a smooth launch to be signed off on.

9. Post-Launch Support

Understand the level of post-launch support:

• Support Availability: Immediate post-launch support period.
• Maintenance Agreement: Ongoing maintenance and support options.

Conclusion

Successfully navigating a web development project requires clear expectations, thorough planning, and effective communication. By understanding what to expect from your web developer’s project scope, being aware of scope creep and how to prevent it, and ensuring all necessary tasks are completed before signing off, you can achieve a successful project launch.

Following this developers guide for clients when building a new website will help set the stage for a smooth and productive web development experience, benefiting both clients and developers alike.

So remember:

1. Don’t sign off on a scope until you are sure it completed your new website’s needs
2. Ensure you receive a full QA and security report
3. A go-live plan should always be provided to you and agreed upon
4. Once the site is live, ensure speed optimisations are checked

I hope this has been helpful to you as a reader (both client and developer). If you have any questions, please don’t hesitate to send me an email. Do you have your own developers guide for clients when building a new website? If so, please share them with me.

Have a great day,
Robert @ The Web Co.