This document outlines the key steps and considerations for planning and managing a website redesign project. It discusses pre-project planning including defining goals, timelines, budgets and content needs. It also covers selecting a web development firm, the typical project process, post launch activities like hosting and ongoing support, and answers common questions about themes, tools and stakeholder management. The overall presentation provides a framework to help organizations successfully complete a website redesign.

1. Website Redesign and
Project Management
Straight Talk and Things to Know Before
Starting Your Next Project
Ray van Hilst
Director of Client Results, Yoko Co

2. Let’s Start With Some Questions
• How many of you have never done a
website project?
• When was the last time you redesigned
your site?
• If you have a project coming up, why are
you considering the redesign?
• Any specific questions you’d like me to
address?
2

3. Today’s Agenda
• Pre-Project Planning
• Picking and Working With a Vendor
• Project Phases
• Post Launch
• Speed Round
• Questions
3
Resources and more at www.yokoco.com/aclf

4. 4
Pre-Project Planning:
The work BEFORE the work
“By failing to
prepare, you are
preparing to fail.”
- Benjamin Franklin

5. Start with “Why”
• What’s the business case for your redesign?
• Cosmetic or strategic change?
• Out of date technology
• Market changes
• Where is your website holding you back
• What does success look like?
• How will you measure it?
• Define the website’s mission?
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6. Build a Realistic Timeline
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• 6 to 9 months
• Soft launch
• Consider your
regular schedule

7. Review Your Functionality
• What functionality does your current
site have?
• What works well? What doesn’t?
• What do you need to do?
• Don’t forget the business case &
strategy
• If you’re going to add something,
what are you going to remove?
• Don’t customize!!
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8. Build a Realistic Budget
• Key factors:
• Design process / complexity
• Content deployment
• Custom development
• Share the load
• Plan for the unexpected
• Include your time or contractors
• Plan for post launch
8

9. Start on Content Early
• Content audit
• Content strategy
• Copyediting
• Copywriting
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10. 10
Choosing a Web Firm:
Like dating, but (maybe) more
expensive.
“The best partnerships
aren't dependent on a
mere common goal
but on a shared path
of equality, desire, and
no small amount of
passion.”
- Sarah MacLean

11. Decide what is really important to you…
• Price and cost?
• Design quality?
• Strategic guidance?
• Additional services?
• Levels of service?
• Experience?
• Long term support?
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12. What to look for in a web partner…
• Experience with
• Your technology
• Your type of organization
• Capabilities
• How much is done in house
• Custom design or templates
• Additional services
• Do they “get you”?
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13. The bidding process
• Pick no more than 4 firms
• Don’t be limited by geography
• Give them a general RFP
• Be frank about your budget
• 2 or 3 demos/discussions
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14. 14
The Project Process:
Proven. Repeatable. Manageable.
“It always seems
impossible until it’s
done.”
- Nelson Mandela

15. The Project Process
15
1 2 3 4 5
Discovery
Audience Analysis
Functional
Requirements
Content Needs
Web Strategy
Information
Architecture
Design
Wireframes
Design Concepts
Page Templates
Development
CMS Configuration
Template Building
SSO Integration
Plugin Configuration
Custom
Development
Deployment
Content Migration
Documents
Photos
Training
Delivery
Testing
Launch
Documentation

16. 16
Post Launch:
The work after the work.
“Focus on the
journey, not the
destination. Joy is
found not in finishing
an activity but in
doing it.”
- Greg Anderson

17. Hosting
• Managed Hosting
• Back-ups
• Disaster Recovery
• Uptime Monitoring
• Performance
• Content Distribution Networking
17

18. Growth Driven Design
• Measure what matters
• Define key metrics
• Establish goals
• Measure on consistent basis
• Continuous updates and adjustments
• Add new functionality as appropriate
18

19. Long Term Support
• Content strategy
• Upgrades and maintenance
• Performance & analytics reporting
• Added functionality and content
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20. 20
Speed Round:
Other things you should know.
“The things you're
closest to are often
the things you
know least about.”
- Matthew Desmond

21. 21
Theme or Custom Design?
Saves money in the short term.
Confines you in the long term.

22. 22
You aren’t unique…
Many other chapters are in the same situation.
Ask around. See what others have done.
Look to other organizations. (ASAE, State SAE, etc.)

23. 23
You don’t need all the tools…
Project management software makes it easy.
But so does good old fashioned organization
Use modern collaboration tools such as Google Drive and Dropbox

24. 24
You still have a full time job…
Consider your timeline and plan accordingly.
Break the project into manageable chunks.
Sometimes it’s worth paying for help.

25. 25
Map out your decision making
process…
Who are the real stakeholders? Who REALLY needs to approve.
Follow the RACI Matrix
Responsible • Accountable • Consulted • Informed

26. 26
Questions?
Ray van Hilst
Director of Client Results
Yoko Co
ray@yokoco.com
703-594-6207
www.yokoco.com
More resources at:
www.yokoco.com/aclf

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