Most website companies and managers have a shell of a plan when building or re-building a website. Website managers know inherently what needs to be done, but document very little. In short, they approach a website redesign by the seat-of-their-pants.
Here are 5 steps to ensure that the project will begin with an excellent plan and will finish on time.
1. Detailed List of Requirements

If you have ever been involved in moving residences, you’ll remember that it is rarely the large items that take the longest, it is the nick-nacks and other small items. We move the furniture, dressers and stereo in the first 2 hours, but towards the end, the little items get hurriedly thrown into garbage bags and squeezed into the back seat.
Website managers have a good idea of about 80% of the work involved in a project before it starts. It is the other 20% that gets them in trouble – the little things. Spending a few days with top leaders, the marketing team and others within the organization to ensure EXACTLY what work will be performed is a necessity.
Once agreement is created on the requirements necessary for success, you must cut-off the possibility of scope-creep. I do this by creating a new project, which I call Phase 2.
Eliminate Scope Creep by Creating an Automatic PHASE 2
Communicate and get agreement on the following: Anything outside these requirements will be completed in a PHASE 2 designation of the project. In other words, after the redesign is launched, the additional tasks will be performed just like another project. This accomplishes three things:
- The original project gets completed on time and within budget
- Additional features are welcome without limitations on the original project
- This practically ELIMINATES scope creep from the get-go
Completing a project in this manner reassures the stakeholders that you are competent, reliable and organized. Phase 2 designation also sets expectations of results. Creating additional phases based on desired features keeps the attention on progress instead of the anxiety involved in a rushed website overhaul with unnecessary additions to the project.
The sense of completion by everyone involved in large projects can not be underestimated.
2. Estimating Time – Thoroughly

Creating an approximate project duration and cost of a website project can be done within 5 minutes by an experienced website professional. It is called Analogous Estimating. This type of estimate can be communicated very easily by referencing past projects or similar website launches. However, deadlines must be hit and milestones must be met, so a details are necessary to ensure all requirements are met within a set time-frame and the project stays within budget.
Once the project is confirmed, a detailed list of every individual task must be accounted for, including every page on the website from the online forms, to the “thank you” pages. This includes PDF designs (will the logo change on old content?). Personally, I make a list of every page that exists on the site and log it on my task-list with an estimate of the time I think it will take to transform it within the new design. Each and every page that exists is logged. To get a good solid list, I refer to the taxonomy of the site, list each page, and review every link within the site. This can take as long as two days on large sites.
The following is a typical list includes in my estimating process:
- Content Pages
- Include Pages
- StyleSheets
- Script Pages
- Supporting Pages (thank you page)
- Dynamic Pages/Action Pages
- E-commerce
- Newsletter & Press Releases (logo changes
- Old PDFs (remember branding)
- Other non-web documents
3. Peer Reviewed Estimates

Peer reviewed research is the standard in science for a reason – to ensure all aspects of a research project is addressed, previous research done on the subject is taken into account AND that sound research methodology is affirmed by other scientific professionals. Approaching a website project is no different.
The people that should review your estimates are those that are actually doing the work involved. The designers, programmers, database professionals, marketing, content experts, editors and hosting/network professionals. Never take into account that your estimates are accurate, because they will NOT be. They are a rough draft, at best. Your peers will appreciate that you consulted with them, they will feel they have a stake in meeting the deadlines that THEY helped create and their suggestions will make you look good when the project is launched on time.
Each person involved should have a list of the website tasks and your estimates. It should be presented as a ROUGH DRAFT of the project, that will not be final until all professionals involved review it, make necessary changes, provide any and all information that will affect the project and “sign off” on the project task list. This document can then be transformed from estimate to PROJECT PLAN.
4. Contingencies

Speak internally with management about personnel and hiring options that may be involved given the worst case scenarios. Learn what the budget allows if a programmer resigns in the middle of the project? What if someone gets hit by a bus? Do we have everyone’s job description and a staffing service on-hand? Always remember that people get sick. Holidays are celebrated. Motivation ebbs and flows. Efficiencies increase and decrease depending on many factors including hours worked, length of project, salary satisfaction, job satisfaction, results of annual reviews. Bring all this information into account and plan accordingly.
I often ask during critical times in a project if anyone plans on being sick in the next week. This question is met with laughter, but when hyper-critical tasks need to be accomplished to hit a milestone, nothing is a bigger de-motivator than an unplanned absence.
People do get sick, but when you ask a group if anyone plans on being sick, it also eliminates the desire to take a sick day for fear that the group will think they are not committed to the project. Laugh, but this technique works. I have yet to have someone take a sick day or ANY day off after asking that question during a critical time.
Request from your staff that they handle any personal matters before a critical milestone is met.
On the day of a launch, I failed to remind the team that they were expected to stay late in case the site did not launch by the end of the day. A programmer announced that she had to leave at her normal time on the day of a launch because her dog had to be taken outside to use the bathroom. She lived an hour away. The site was not fully up and running and my main programmer couldn’t stay.
The result was that she worked from home for 2 hours that evening, but this is the type of thing must be considered as a “worst-case-scenario.” Staff must be available. Critical decision makers must be accessible. Contingency plans must be created to ensure a project completes on time. I learned my lesson. Never take anything for granted especially the obvious. People will roll their eyes, but it is better than your supervisor rolling hers when the project doesn’t launch.
5. Progress Review and Communication

Progress Review
It is said that the best way to ensure that a person does not gain weight over a period of years is for that person to weigh themselves daily. If two, three or five pounds is gained, it is quickly noted and action can be easily taken to ensure the trend does not continue. In fact the weight-gain can be reversed in a short amount of time and done with little effort.
Much like weight gain, project status must be analyzed daily. Updates by staff should be made on the project task list for all to see. This ensures that everyone is aware of the progress being made, if the project is ahead or behind the intended schedule, it should be made public.
If this is followed, the project can easily be brought back on schedule if the team is behind by only four to five hours. If a project is analyzed every 2 weeks or on Fridays, the project can be at-risk of being late by as much as four-five days before it is caught.
Communication
Entire libraries can be filled with communication book. How to communicate, how to read body language, how to write effectively, and the like. I’ll break down communication into two parts: Over Communicating and Under Communicating.
If you were going to make a communication mistake, would you rather under communicate or over communicate? I choose to OVER COMMUNICATE. Mistakes are rarely made when over communicating AND you can always decrease communication without a high risk of a project delay. Lack of communication ALWAYS creates project delays or re-work.
This does not mean having long drawn out meetings, but rather a project manager serves themselves and the project well if they communicate on a one-on-one basis with each individual more than meeting with a group. This keeps efficiencies and project communications UP while minimizing the waste involved in always having to meet with the ENTIRE team. Since most of what needs to be communicated can been done in 5-10 minute increments with the necessary folks involved, it also allows fewer and shorter meetings when they are necessary.
I have used these 5 steps for over 15 years when managing projects and people. My experience is that if these steps are followed, there are few things that can negatively impact a project’s time-line. My website projects finish on time and within budget because of this – and not because of some inherent intelligence or special magical powers. I prepare diligently, receive feedback and commitment, create contingencies, communicate with staff and leaders and always refer to the project time-line as the standard.
I hope this helps your next project.