How To Keep Your New Website Project on Budget and On Schedule
Are worries about cost overruns and slipped schedules keeping you from getting a new website?
They don’t have to be inevitable. Most cost overruns and missed deadlines can be eliminated by good management if you know how to approach the project. Here are some practical strategies:
1. Define Clear Goals and Scope Early On
Set clear objectives: Determine exactly what the website needs to accomplish (e.g., lead generation, e-commerce, brand awareness).
Outline specific features: Decide which functionalities are essential (e.g., blog, contact forms, payment gateways) and prioritize them to avoid scope creep.
Get it in writing: Don’t rely on memory or casual conversations to nail down the project details and change orders. Create a detailed scope of work (SOW) that outlines deliverables, timelines, and costs to ensure everyone is on the same page. And secure costs for change orders before you make them.
2. Establish a Realistic Budget
Understand your costs: Factor in design, web development, content creation, plugins, SEO, hosting, and ongoing maintenance.
Include a contingency fund: It is nearly impossible to think that you won’t have ideas that come up as you start the project. The challenge is to manage those with an eye on the budget. Setting aside 10-20% of the total budget for these kinds of occurrences will allow you to respond to the inevitable good ideas that will emerge during the process.
Ensure that your web developer provides a comprehensive printed estimate that includes the terms of the agreement.
3. Choose the Right Platform and Tools
Pick a scalable solution: Opt for a platform that meets current needs but can also scale with your business. Avoid costly custom builds unless absolutely necessary.
Use existing tools: Your web partner can help you identify plugins, templates, or pre-built features to reduce development time and costs, instead of custom coding everything from scratch.
4. Content Preparedness
Finalize your content before you begin: Knowing the content they are working with helps your web partner give you an accurate budget. It also allows the development to go faster. This doesn’t mean you can’t make changes, but it will impact costs to have major revisions and rewrites after the site is built.
Get all the feedback early. Getting the right people involved at the right time can save you money. Involving people late in the process can lead to substantial, out-of-scope, or costly changes.
5. Regular Communication and Collaboration
Set expectations: Have clear, regular communication with your web development team, discussing any potential changes before implementation. Showing examples of websites, you like and discussing the desired user experience before you start can prevent cost overruns.
Get signoffs at milestones: Agree on specific checkpoints (wireframes, design drafts, functionality testing) to review and approve the project in phases, ensuring the budget is on track.
6. Avoid Scope Creep
Stick to the plan: This is where most cost overruns occur. If you’re tempted to add new features or pages, evaluate if they’re critical for launch or if they can be added later. It’s helpful to consider your website a continuous work in progress, as you will want to update it regularly. Remember that features you can’t afford now may be added later, as more budget becomes available.
Have a change control process: Document any requested changes and agree on additional costs or timelines before proceeding with extra work.
7. Use a Fixed-Price Contract
Negotiate a fixed price: Where possible, opt for a fixed-price agreement rather than hourly billing. This gives you clarity on costs upfront and reduces the risk of exceeding the budget. Ensure the fixed price covers all required deliverables, so there are no hidden fees for unexpected work.
8. Plan for Post-Launch Expenses
Budget for maintenance: Know the cost of ongoing updates, security patches, and hosting fees—before you start.
9. Review the Budget Regularly
Regular status meetings: Schedule budget check-ins with the project team to stay informed of progress and any emerging budget risks.
10. DO YOUR DUE DILIGENCE ON YOUR VENDOr
Check references. Ask their clients about the experience and whether the web partner met their obligations and deadlines.
11. PLAN FOR PHASES
Schedule feature improvements for later, if they aren’t in the budget now. Thinking about your website in phases allows you to keep good ideas on the board for future revisions, if you can’t afford them now. It allows participants to embrace their creativity throughout the process—which can lead to good things down the road.
It doesn’t have to be perfect! This is a common impulse. But waiting until you have everything perfect will mean you will never get a new website. Move forward with getting a basic site, if your budget is tight, and expand on it as funds are available.
12. DON’T GET LOCKED IN
Make sure your website isn’t tied to one person. If your website developer goes out of business and is the only person who can maintain your code, you may have to rebuild your site. If it fits your needs, using a well-known, established website platform rather than a custom-coded site will allow you to have other web developers work on it, if needed.
Your website partner will coach you every step of the way, helping you find the best solutions for your budget. Cost overruns are NOT an imperative, and as you attend to the items listed here, you can find assurance that your project can come in on budget and on schedule.
You can grow your business.
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