As a web designer or agency owner, you've likely encountered frustrating roadblocks in your projects. Challenges like scope creep can make even the most exciting projects feel like an uphill battle. But what if I told you that many of the most common issues stem from how you structure your web design workflow?
In my years of mentoring agency owners and freelancers, I've noticed a pattern of common pain points:
Scope creep that derails project timelines and budgets
Conflicts with dissatisfied clients who expected different outcomes
Projects that end up being unprofitable due to unexpected complications
Feeling locked into an initial scope with no room for adaptation
These issues often arise from a lack of a well-defined web design workflow. But fear not—with the right approach, you can transform your design project management and deliver better results for your clients while maintaining your sanity and profitability. Read on for my web design workflow tips, and check out how Wix Studio can streamline your operations.
What is a web design workflow?
A web design workflow is the structured process you follow to take a project from concept to completion. It's your roadmap for success, guiding you through each phase of the project and ensuring nothing falls through the cracks.
Read more: Optimize your web design process
The benefits of a web design workflow
An effective web design workflow is more than just a series of steps; it's a strategic approach that can revolutionize how you work. Let's explore the key benefits of a solid web design workflow.
You can better manage risk and costs
A robust web design workflow acts as a safety net for your projects. It reduces the likelihood of losing control or facing project failure, effectively minimizing overall risk. Moreover, it enables you to provide more accurate project quotes, allowing clients to budget more effectively and ensuring your projects remain profitable.
You’ll reduce the risk of scope creep
One of the most significant advantages of a well-structured workflow is its ability to accommodate change.
This is achieved by breaking the project down into a series of separate engagements, as I outlined below. Each stage is defined only after the previous stage has been completed. This allows you to take the findings from one stage and apply them to the next.
Since the scope is defined between stages rather than all upfront, changes can be made based on what is learned during the previous stage, thereby avoiding scope creep.
By incorporating breakpoints in your project timeline, you create opportunities to adapt based on user feedback or new client ideas.
This flexibility is crucial because clients often don't think of everything they need upfront. Your workflow should have a built-in mechanism to handle new features or ideas without derailing the entire project.
You’ll earn your clients’ trust
A clearly defined and communicated web design workflow does wonders for client relationships. It reassures clients that you know what you're doing and removes the uncertainty that often leads to micromanagement. When clients understand your workflow, they're more likely to trust your expertise and adopt a hands-off approach, allowing you to work more efficiently.
The phases of an effective web design workflow
The key to a successful web design workflow lies in breaking down your project into distinct phases. This approach allows for natural breakpoints between each phase, enabling you to adapt the scope as needed. Here's how to structure your workflow.
Phase 1: Review and recommend
This initial phase is essentially a discovery phase, but I've found that clients respond better to the term "review and recommendations." It provides more value in their minds than paying for you to "discover" things about their business.
Allocate approximately 10% of the total project budget for this phase. During this time, you'll:
Conduct initial user research
Assess the likelihood of user adoption
Perform a competitive analysis
Set key performance indicators (KPIs)
Map out the project's architecture
This phase can be contracted separately with a fixed price, giving both you and the client a clear understanding of the project's direction before committing to the full scope.
Phase 2: Design and prototype
Using the insights from the review phase, you can now define what needs to be prototyped and provide a fixed price for this sub-project. This phase typically involves:
Creating wireframes and mockups
Developing the aesthetic look and feel
Crafting the layout and information architecture
Initiating content creation
Conducting preliminary testing
The goal is to create a visual and functional representation of the final product, which will serve as a blueprint for the development phase.
Phase 3: Develop, populate and go live
With a detailed prototype in hand, you can now provide an accurate quote for the build phase. This stage includes:
Setting up a blank installation of the content management system
Building out the information architecture
Drafting and populating content
Technical development based on the approved prototype
Rigorous quality assurance testing
Usability testing with real users
Final adjustments and optimizations
Preparation for launch
By spinning up a blank CMS installation at the project's outset, you can begin structuring content and drafting copy while the development team implements the design and functionality.
This parallel approach maximizes efficiency and ensures that content is integrated seamlessly into the site structure. By this point, you have a clear picture of what needs to be built and populated, significantly reducing the risk of unexpected complications and delays.
Phase 4: Hand over to internal teams
It's important to stress that once live, your job as a web designer isn't done. Transferring project ownership to your client's team is crucial for long-term success. See the video below to learn how you can hand over your site to clients with Wix Studio.
Here's what to include in the handover:
Site documentation covering architecture, features and technical details
CMS and admin training sessions
Knowledge sharing about deployment and development
Clear SOPs for maintenance
Documentation for custom features
FYI: You can add these tutorials and guides to your client's dashboard in Wix Studio. Keep documentation clear and practical so they can maintain their sites independently.
Keep in mind, ideally your involvement should continue even after handover. This ensures the continual evolution of the website, as well as generating an ongoing income stream for you.
Phase 5: Post-launch support
Often overlooked, post-launch support is crucial for the long-term success of any web project.
This phase involves:
Technical support to address any issues that arise after launch
Ongoing optimization based on user feedback and analytics
Regular updates to keep the site secure and functioning optimally
Continued conversion rate optimization to improve performance
Offering post-launch support not only ensures the continued success of the project but also opens the door for ongoing client relationships and additional revenue streams.
How to successfully implement your web design workflow
Having a great workflow is one thing, but implementing it successfully is another. Here are some strategies to ensure your new workflow is effective:
Avoid fixed pricing for the entire project
One crucial aspect of implementing an effective web design workflow is moving away from fixed pricing for the entire project. Instead, adopt a more flexible approach:
Provide an initial estimate for the overall project to give clients a ballpark figure
Offer a fixed price only for the review and recommendation phase
Use insights from one phase to inform pricing for the next stage
This approach offers several benefits:
Allows for more accurate pricing as you gain a deeper understanding of the project
Ensures your profitability by aligning costs with actual work required
Eliminates the need for difficult conversations with clients when unexpected issues arise
Provides flexibility to adapt to changing project requirements without compromising your bottom line
By pricing each phase separately, you create a more transparent and fair process for both you and your clients. It allows you to deliver value at each stage while maintaining the flexibility to address unforeseen challenges or changes in scope.
Clearly communicate your web design workflow
Transparency is key. From the outset of each project, clearly communicate your workflow to the client. Explain what's required from them at each stage and how this approach benefits them. You may encounter some resistance from clients who prefer a fixed price for the entire project, but help them understand that this phased approach allows for more accurate pricing and greater flexibility.
Emphasize that by breaking the project into sub-projects, they gain the ability to adapt as they go, ensuring they remain within their budget while still achieving their goals. Additionally, this approach gives them the freedom to change suppliers between phases if they're unsatisfied, which is a significant advantage in terms of risk management.
Conduct regular reviews
Between each sub-project, conduct a thorough review. This is your opportunity to assess what's working, what isn't, and adjust the scope accordingly. These reviews are crucial for managing scope creep and accommodating client requests by building their cost into the next phase.
Discuss post-launch optimization
Start the conversation about post-launch optimization early in the project. Help clients understand that a website isn't a static brochure but a dynamic service that requires ongoing attention and optimization. This sets the stage for a long-term relationship and ensures the continued success of the project.
Maintain a post-launch ideas list
Encourage clients to think in terms of ongoing improvement by maintaining a post-launch ideas list. This list can capture new feature requests, optimization ideas and potential enhancements that arise during the project but aren't part of the current scope. It's a great way to plan for future iterations, keep the client engaged in the long-term success of their website, and ensure ongoing revenue for you as an agency owner or freelancer.
By cultivating this list, you create opportunities for additional work and establish yourself as a long-term partner in your client's digital success—and your own.
Sign up for Wix Studio and build your next great client site today.
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