Checklist: How to prepare for a successful website project

Website projects that go smoothly tend to always have the same thing in common: before any design work begins, the team leading the redesign knows what the site needs to accomplish, who needs to be involved, and what content they’re working with. Upfront preparation saves time, reduces frustration, minimizes the risk of going over budget, and leads to better results.

At TBH Creative, we’ve helped hundreds of organizations successfully complete complex website redesigns. Some partners come to us with blank slates, while others arrive with well-defined goals. No matter how a collaboration starts, our experts will guide you through the process. Keep reading for our best tips for website project success.

What to do before your website kick-off meeting

At TBH Creative, every website project starts with a kick-off meeting that sets the tone for the entire partnership. We use this time to get on the same page about what the project needs to deliver, who’s responsible for what, and how we’ll work together. The more preparation your team does before this meeting, the more productive it will be.

​​Here are six things your team should tackle before the kick-off meeting.

The first question our new partners often ask is, “When do we get to see visuals?” We get it. Seeing your site’s refreshed design is the fun part. But if you start there, you’re likely to end up with a finished site that doesn’t actually solve your business problems. Before your kick-off meeting, answer these questions:

• Who is our target audience, and what do we want them to do on the site?
• What business goals should the website support, and how will we measure success?

Marketing typically leads a website project, but other team members bring valuable perspective, especially those who interact with your audience daily. Organize your internal team into three groups:

• Key stakeholders: Leadership who provide input on business direction and approve major milestones. They won’t be involved day-to-day.
• Project team: The people responsible for the project, attending meetings, providing content, making decisions, and collaborating with your agency.
• Extended team: Staff who interact with clients regularly, including sales, customer service, client success, administrators, or practitioners.

Once you’ve identified who fits into each of these groups, hold an internal website kick-off meeting to get everyone on the same page. Use these questions to start the conversation:

• What do we want the website to convey?
• Where does this project fit into our overall marketing strategy?
• Whose input is required at major milestones?
• Who will be the internal project lead?

Understanding your ideal clients and what they care about will help you prioritize content, site structure, and calls to action. Before the kick-off meeting, answer these questions:

• Who are our target audiences?
• What does each audience need from the website?
• What information are they most interested in?
• How are they finding us?
• How often will they return to the site?

Find out how to use existing resources to engage your target audience

You know your business better than anyone. Before the kick-off meeting, review your current site and identify what’s outdated, what’s missing, and what no longer reflects who you are. Content needs to be addressed before design because you have to know what you’re saying before you can determine how it should look.

Come prepared with a list of what you have and what’s missing. This will help determine page types, content needs, and where you need the most support.

Project timing requires balancing internal needs with realistic turnaround times. If you need extra time to review deliverables, that’s fine, but it will affect the overall schedule. Think ahead about who needs to approve what and when they’ll be available. A CEO on vacation during a key approval milestone can delay the entire project.

A commonly overlooked part of project planning is technical access. Gather the following before your website kick-off meeting:

• Admin access to your current website
• Hosting information and credentials
• Access to Google Analytics, Google Tag Manager, and Search Console
• A list of third-party tools that need to integrate with the new site (job postings, learning centers, etc.)

Having these ready ensures your team and your agency can hit the ground running.

Two things that can derail a website project

Even well-planned projects can go sideways. Here are some of the most common pitfalls.

Keeping stakeholders in the dark

Key stakeholders don’t need to be in every meeting, but they often have opinions that affect design and structure. Get their input at key milestones rather than waiting until the end. A surprise objection late in the project can blow your timeline and budget.

Overestimating your team’s capacity and capabilities

A website redesign requires significant internal effort. Even with an agency partner handling design and development, your team will need to review deliverables, provide content, and make decisions. This work is typically in addition to existing responsibilities. Before committing to a timeline, consider vacation schedules, experience and expertise, competing projects, and whether your team can realistically take on extra hours.

Launching 500+ websites taught us what works

These steps are part of our proven process. Preparing ahead doesn’t mean doing everything yourself. It means showing up informed so we can hit the ground running together. If you’re just getting started, we can help. Let’s talk about your website redesign project goals.

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