If you’re a web designer or developer, you’ve probably seen it: a client comes to you, eyes wide, overwhelmed by the thought of a website rebuild or a full site launch. It’s a big project. There’s content to gather, design decisions to make, and tech to wrangle. Without a clear system, both you and your client can quickly feel buried under a mountain of tasks.
Here’s how we break big website projects into manageable parts – a process that keeps clients calm, organised, and confident, while keeping your sanity intact.
1. Start with Clarity: Strategy Call & Pre-Consultation
Before any project begins, we schedule an initial strategy call with clients. The goal? Understand their business, goals, and vision for the site.
We also send a pre-consultation form, asking clients to:
Identify their key goals (bookings, leads, sales, etc.)
Share reference websites they like (design, functionality, vibe)
Begin thinking about their content and messaging
This early step helps both you and the client understand the scope and prevents overwhelm down the line.
2. Map the Project: Notion Timeline, Scope & Contract
Once the project is green-lit, we set up each project in a shared Notion space with:
A timeline broken into key milestones
A clear scope, so clients know exactly what’s included
A signed contract, to set expectations
By visualising the journey and defining boundaries upfront, clients can see progress and feel reassured that nothing is falling through the cracks.
3. Homepage Mockup First: Figma Approval Before WordPress
Instead of jumping straight into WordPress, we always start with a homepage mockup in Figma. This gives clients a visual reference early on, making it easier to:
Align on design direction
Catch any major changes before development
Reduce stress later in the project
Once the homepage is approved, we move into WordPress with confidence.
4. Feedback Phases: Structure & Pastel Tool
Feedback is a major stress point for clients and designers if not set up correctly. Be clear on your process and keep it manageable:
Phase 1: Homepage
2 rounds of feedback:
Implementation round – We make all requested changes (where possible)
Final check – Client reviews the implemented updates
Phase 2: Whole Site (1 week before launch)
Same 2-round process
We use Pastel, an online canvas tool, to make leaving and tracking feedback simple and visual
This system prevents a flood of scattered notes and keeps the project moving smoothly.
5. Handover & Aftercare
A smooth handover helps clients feel confident about managing their site post-launch. Our process includes:
Video tutorials showing clients how to make basic updates and maintain their site
4 weeks of aftercare, covering troubleshooting, error fixes, and recording extra tutorials if something needs extra explanation
The focus here is on empowerment – not adding content outside of scope, but giving clients the tools and support to manage what’s theirs.
6. Keep the Process Visible & Celebrate Wins
From strategy call to launch, clients can track progress via Notion and see tangible milestones. Breaking the project into clear phases, feedback rounds, and aftercare not only reduces overwhelm but also builds trust.
Remember: clients don’t just hire you for a website – they hire you for calm, clarity, and confidence. A structured approach ensures everyone feels in control, even when the project feels massive.
Takeaways for Designers
Break projects into phases: strategy → design → feedback → launch → aftercare
Collect info early with forms and reference sites
Mock up homepage first before development
Keep feedback structured with clear rounds and visual tools
Offer handover guides & short-term aftercare to empower clients
When clients feel guided and supported, overwhelm melts away and you get a smoother, more enjoyable process!
Takeaways for those Seeking a Designer
Ensure your designer has a clear process that involves strategy – you want a website that converts, not just one that looks pretty.
Double and triple check that the scope is clear and that you have signed a contract that outlines everything that should be included in your scope.
Always ask if aftercare is included, and of course – if you will you actually own your site once the website has launched.
Looking for a website journey full of clarity and excitement? At AWD, we help growing businesses go from website chaos to website clarity with a process that’s structured, supportive, and actually enjoyable. From the first strategy call through to handover and aftercare, you’ll feel guided every step of the way – no more late-night stress sessions over design decisions or tech headaches.
If you’re ready for a website that looks the part and works hard for your business, let’s chat.
