Your Part in Making This Project Awesome š¤
Great websites are a team effort! While we handle all the technical heavy lifting, there are some things only you can provide. Here's your roadmap to being the perfect project partner and ensuring your website turns out exactly as you envision.
The Big Picture: Why Your Input Matters
You're the Expert on Your Business We're WordPress wizards, but you're the expert on your customers, your industry, and your goals. The magic happens when we combine our technical skills with your business knowledge.
Faster Project = Lower Cost When you provide what we need quickly and clearly, projects move faster and cost less. When we're waiting for information or feedback, the project timeline stretches (and so does the budget).
Better Results Clear communication and timely decisions lead to websites that truly serve your business goals rather than just looking pretty.
Before We Start: Project Setup
Information We Need From You
Business Goals & Requirements
What you want the website to accomplish (generate leads, sell products, build credibility, etc.)
Who your target audience is and what they need from your site
Key functionality requirements (contact forms, e-commerce, user accounts, etc.)
Design preferences and any examples of sites you love (or hate)
Content strategy - what information needs to be on the site
Brand Materials & Content
Logo files in various formats (vector files preferred when available)
Brand guidelines if you have them (colors, fonts, style preferences)
Existing content you want to use (text, images, videos)
High-quality photos and graphics (we can help source these if needed)
Business information (address, phone, hours, staff bios, etc.)
Technical Access & Information
Domain registration access or registrar information
Existing hosting account details (if you have hosting)
Current website admin access (for redesigns or migrations)
Email hosting information and any special requirements
Third-party service accounts you want integrated (Google Analytics, social media, etc.)
Hosting & Technical Setup
If You're Managing Your Own Hosting:
Choose a quality hosting provider (we strongly recommend Websavers.ca)
Ensure adequate resources for your website's needs
Maintain regular backups of your website data
Keep hosting accounts in good standing with current payment
Provide access when we need to work on server-level configurations
Domain Management:
Keep domain registration current and in your name
Provide DNS access when we need to make changes
Coordinate domain pointing for launch timing
Maintain control of your domain registration for security
During Development: Keeping Things Moving
Communication & Feedback
Response Times That Keep Projects on Track:
Business decisions: 2-3 business days for important choices
Content review: 1 week for reviewing and approving content
Design feedback: 3-5 business days for design reviews
Quick questions: Same day or next business day when possible
Quality Feedback Makes Everything Better:
Be specific: "Make the logo bigger" vs. "I don't like how this looks"
Explain the why: "This doesn't feel professional enough for our industry"
Reference examples: "More like this site we discussed" with a link
Prioritize requests: "The contact form is critical, the color tweaks can wait"
Content & Decision Making
Content Is King (And Your Responsibility)
Provide final content before we start building pages
Review everything carefully - typos and errors delay projects
Ensure legal compliance - you own the content and are responsible for its accuracy
Plan for growth - think about content you'll add after launch
Decision-Making Authority
Designate one main contact who can make decisions and provide feedback
Establish approval processes early if multiple people need to sign off
Stick to decisions once made (changes are possible but affect timeline and budget)
Communicate stakeholder feedback clearly and in consolidated form
Testing & Quality Assurance
Be an Active Tester:
Test everything thoroughly on the staging site before launch
Try to break things - click every button, fill out every form
Test on your devices - your phone, tablet, and computer
Check content carefully - this is your last chance for easy changes
Report Issues Clearly:
Describe what you expected vs. what actually happened
Include device and browser information when reporting problems
Take screenshots when something looks wrong
Test proposed fixes and confirm they work as expected
Legal & Compliance Responsibilities
Content Ownership & Rights
You're Responsible For:
Owning or licensing all content you provide (text, images, videos)
Obtaining necessary permissions for copyrighted material
Ensuring accuracy of all business information and claims
Compliance with industry regulations that affect your business
We'll Help With:
Technical compliance (accessibility standards, SEO best practices)
WordPress security and coding standards
General web best practices and recommendations
Sourcing licensed content when you need professional photos or graphics
Privacy & Legal Pages
Required Legal Content:
Privacy policy that complies with applicable laws
Terms of service if you're selling products or services online
Cookie notices if required in your jurisdiction
Industry-specific disclaimers that apply to your business
We Can Provide:
Technical privacy policy sections about website functionality
Templates and guidance for standard legal pages
Recommendations for legal review when needed
Implementation of whatever legal content you provide
Launch & Go-Live Process
Pre-Launch Checklist (Your Part)
Final Content Review:
Proofread everything one more time
Verify contact information is accurate and current
Test all forms to make sure you receive submissions
Check business hours, location, pricing - anything that changes frequently
Technical Coordination:
Confirm hosting readiness if you're managing your own hosting
Plan for DNS changes and brief downtime during launch
Set up email accounts that are referenced on the new site
Prepare social media and other marketing for the launch
Launch Day Availability:
Be available for quick decisions and testing during launch
Test immediately after we notify you the site is live
Report any issues quickly so we can address them while we're actively monitoring
Post-Launch Responsibilities
Immediate Post-Launch (First 48 Hours):
Monitor website performance and report any issues immediately
Test all functionality thoroughly in the live environment
Check email delivery from contact forms and other automated systems
Verify mobile performance on various devices
Ongoing Website Management:
Keep content updated with current information
Monitor form submissions and respond to customer inquiries
Maintain hosting and domain services and renewals
Plan regular content updates to keep the site fresh and relevant
Timeline & Project Management
Staying on Schedule
Your Timeline Responsibilities:
Provide materials according to agreed-upon deadlines
Make decisions within the timeframes we discuss
Plan for review time - budget time in your schedule for project reviews
Communicate conflicts early if you'll be unavailable for extended periods
When Life Happens:
Tell us about vacations or busy periods that might affect your availability
Reschedule milestones proactively rather than missing deadlines
Communicate emergencies that might delay your input
Work with us to adjust timelines when necessary
Managing Scope & Changes
Helping Keep Projects on Track:
Review proposals carefully and ask questions before signing off
Think through requirements thoroughly during planning phase
Understand change procedures and budget accordingly
Prioritize requests when new ideas come up during development
What We'll Help You With
You're Not Alone in This:
Guidance on best practices for content, design, and functionality
Recommendations for hosting, third-party services, and technical decisions
Training and documentation to help you manage your site after launch
Ongoing support according to your chosen support plan
When You Need Extra Help:
Content creation assistance if you need help writing or organizing content
Professional photography coordination if you need new images
Additional training for you or your team on managing the website
Strategic consulting on digital marketing and website optimization
Red Flags: When to Speak Up
Tell Us Immediately If:
You're not clear on what we're building or how it will work
Timeline expectations don't match your business needs
Budget concerns arise during the project
Technical requirements change due to business developments
Stakeholder feedback conflicts with previous decisions
We'd Rather Know Sooner:
When you're unhappy with direction or progress
If communication isn't working for your preferred style
When business priorities shift during development
If you need more explanation of technical decisions or recommendations
Setting Yourself Up for Success
Before Project Kickoff
Organize Your Materials:
Gather all content in one place (Google Drive, Dropbox, etc.)
Collect brand assets and any existing marketing materials
Document requirements and goals clearly
Set internal expectations with your team about timeline and process
Clear Your Schedule:
Block time for project reviews in your calendar
Plan decision-making meetings with internal stakeholders
Budget time for testing and feedback
Avoid major commitments during critical project phases
During the Project
Stay Engaged:
Read our weekly updates and ask questions when something's unclear
Participate in scheduled calls and milestone reviews
Provide feedback promptly to keep momentum going
Celebrate milestones - project progress should feel good!
The Bottom Line:
Your active participation makes the difference between a good website and a great one. We're here to guide you through the process and handle all the technical complexity, but your input, decisions, and business knowledge are what make the website truly serve your goals.
Questions About Your Role?
We're always happy to clarify expectations, adjust processes to work better for your situation, or provide additional guidance on any aspect of the project.
Because the best websites happen when everyone knows their part and plays it well.