How to plan a website project: what to prepare and what can wait

Overview

Lots of business owners put off a new website because they don't feel ready. The content isn't written, there's no brand guide, and nobody is sure what the site should cost. So the old site stays up for another year.

Here's the good news: you don't need a perfect brief to plan a website project with a studio. A good team will help you work out the details. A little preparation still goes a long way, though. It makes the first conversation more useful and the quote more accurate, and it helps you end up with a site that does its job.

This guide covers what's worth preparing before you get in touch, what can safely wait, and how to read the proposal you get back.

Start with one question: what should the website help people do?

Before you think about colours, page counts or platforms, write down what you want visitors to do. Most business websites have one or two main jobs, for example:

Pick the one that matters most. It becomes the test for every later decision. A homepage slider, a blog or a live chat widget is worth adding only if it helps people do that main job.

• Help a potential customer understand what you offer and send an inquiry.
• Let shoppers find the right product and buy it.
• Explain a new product clearly and get people to sign up.
• Show that an established company has grown, and win the trust of larger clients.

Know who the website is for

Next, describe the people you want to reach in a few plain sentences. Who are they? What are they trying to get done when they land on your site? What questions do they usually ask before they buy from you?

You probably already know the answers. Your sales calls, WhatsApp chats and customer emails are full of them. A list of the ten questions customers ask most often is one of the most useful things you can bring to a first meeting. It shapes the page structure, the copy and even the order of sections on the homepage.

Gather the content you already have

You don't need finished content, but it helps to collect what exists:

If you're planning a website redesign, also note which pages bring in the most visitors or inquiries. A careful redesign keeps the useful content and web addresses (or redirects them properly) so you don't lose the search traffic you've already built.

• Your current website, if you have one, plus any analytics access.
• Brand assets such as your logo files, colours and fonts, even if they're informal.
• Photos and videos of your work, team, products or premises.
• Existing copy: brochures, proposals, pitch decks or service descriptions.
• Sites you like, and a note on why you like them. "It feels calm" or "I can find prices easily" is more useful than a link on its own.

Decide who will look after the site

A website isn't finished on launch day. Someone will need to update prices, add new services, post news or swap photos. Think about who that person is and how comfortable they are with technology.

This affects the build more than people expect. A team that updates the site every week needs an easy editing setup for those sections. A site that rarely changes can be simpler. Saying this early helps the studio choose the right tools rather than the most fashionable ones. If you're still weighing up a hosted builder against a custom build, our guide on choosing between a website builder and a custom Next.js site walks through the trade-offs.

Have a rough website budget in mind

Many people hesitate to share a budget in case it gets spent in full. A range actually helps both sides. It shows the studio what's realistic and lets them suggest the right scope: a focused launch page now and more later, or a complete site in one go.

It's fine to say you haven't decided yet. A good studio will explain what drives the cost (the amount of content, custom features, integrations such as payments or booking, and editing needs) so you can make an informed choice. You can see how we approach this on our pricing page.

What can wait

Some things feel urgent but don't need to be settled before the first conversation:

• The final copy. It's often better written once the page structure is agreed.
• The exact technology. Explain your needs and let the studio recommend an approach and the reasons for it.
• Every page and feature. Agreeing a smaller, complete first version is usually better than planning everything at once.
• A perfect brand. If your identity needs work, that can be part of the project, or a separate brand identity step before it.

How to read a website proposal

When the proposal arrives, check that it answers these questions clearly:

If any of these answers are vague, ask. Clear answers now save awkward conversations later.

• What exactly is included, and what isn't? Look for a written scope and a list of exclusions.
• What is the total price, and when is each payment due? Payments should be tied to clear milestones.
• What is the timeline, and what do they need from you? Content, feedback and account access often decide how fast things move.
• Which costs are separate? Hosting, paid plugins, subscriptions and advertising are usually ongoing costs of their own.
• What happens at handover? Who owns the files and accounts, and what support is included after launch?
• What happens if the scope changes? Any change to price or timing should be agreed in writing before the extra work starts.

A quick website planning checklist

Ticking even three of these puts you in a strong position for a useful first conversation.

• I can say in one sentence what the site should help people do.
• I've listed who it's for and the questions they usually ask.
• I've gathered my logo, photos, existing copy and a few sites I like (with reasons).
• I know who will update the site after launch.
• I have a rough budget range, or I'm happy to say "not decided yet".

Let's talk it through

If you're planning a new website or a redesign and aren't sure where to start, we're happy to help you think it through. Have a look at how we approach website design and development, then send a few lines about your business and what you have in mind to hello@yoorie.com or through our contact page. A rough idea is fine. We'll read it and reply with a few good questions and a sensible next step.