Don’t be a Scope Creep: Defining website project scope well

 

Having a physical store or an office is not enough these days as businesses move online at a faster rate. This prevailing business diaspora has made the website an in-demand business tool for most businesses who can afford to have one. But the usual pitfall of businesses wanting to have a website is that most business owners think that having one is just like setting up a social media page. Little do they know that a website is entirely a different story.

Like any other projects, doing a website isn’t just about telling your business objectives and showing your peg design, then that’s it. Many project owners, who are usually also the business owners, think that a little chit-chat with the provider is enough to keep the ball rolling. This is the most common misconception that brings a lot of confusion and finger-pointing between providers and project owners.

Now, the truth about having a website is, starting one needs a lot of preparations on the project owner’s side. And preparation usually includes extensive consolidation and finalization of the content that you need. The content should be aligned with your business objectives. Now, to give you an idea on what to do, what follows are things you should consolidate and finalize before sending out a project brief (or Terms of Reference)

• Relax

Do not overwhelm yourselves with the ‘what ifs’. Focus on the important things that you think the website should address. Is your website merely informative and will serve as a bulletin about your company’s progress and new offerings? Or do you envisioned it to be more than that? Think clear about that kind of things – BUT, do not overthink.

Overthinking is like a last-minute packing of your suitcase. Believe me, you’ll end up having excess baggage which you won’t like.

• Clearly define your objectives

All projects begin with series of objectives; otherwise, what’s the point of doing so, right? On a website context, the business objectives always serve as the cornerstone of your website. The design, the content choices, the content architecture, and functionalities are all anchored to your objectives.

• Keep the non-negotiables and weed out the wish lists.

Drafting the scope and the brief for your website project is like making a list of the things you need to buy for your new house. Certainly, not all of things you want can be bought all at the same time. You can proceed with the essentials first, then buy the other stuff when the time is right.

The same thing goes for the website. You should always begin with the aspects that matter most to your websites like products and services page, and the compelling story about your company.

Fancying some cool transitions and functionalities? Or maybe drooling over the e-commerce module? Stop right there! Think again. Is this something that you really need to up on your website? If YES, then write it down and explain briefly the rationale of this element in your website.

When you’re done, go through it again. Does including it make any sense to your business and urgency? If it doesn’t, then weed it out.

• Coordinate with other stakeholders or business unit people

The scope of your project should include all-encompassing business objectives from various business units. It shouldn’t just include yours as the project proponent, but also the other project owners. Get their feedback and seek what they intend to include or remove from the initial scope. Set up a meeting or a brainstorming session if you need to. That will be helpful in trimming down the scope to the most important ones and to keep the objectivity in the brief.

• Make it official

Brainstorming is not the end of the line for the brief. Make sure all key people involved in the planning – even those who will benefit from it – are acknowledged with all indicated items.

This will also help the project proponent avoid blaming and finger-pointing internally.

• Oops, make sure you are ready with the materials.

This is what most project owners and proponents tend to overlook – securing materials to be uploaded such as service/product specs sheets, images, and articles. They think that all of these should be under the website developer and provider. In most cases, it isn’t.  Clients provide content and other materials necessary for the success of the website.

As a matter of fact, 75% of website project delay is attributed to insufficient materials for uploading or the lack thereof.

If you do not have these materials, web development companies like iManila provide content writing service for an additional cost. In some cases, even photo shoots can be provided too. However, like content writing, it comes with a premium cost.

***

Nothing beats a well-written website brief. It is helpful for both the developer and the project owner to track the progress of the development. Also, it will serve as a binding document to check if everything in the website is well-delivered. After all, a happy developer has an equally fulfilled client (project owner).

Thinking of putting up a website? Or perhaps a revamp? Leave it to us! We’ll make sure you’ll get the website that you want. Just shoot us an email containing your project scope at [email protected] or call us at (02) 565-4064 to schedule a face-to-face meeting.