8 tips for web designers to keep clients on schedule and finish projects on time
A common challenge that many web designers experience is that their projects drag on and on, and stretch out longer than expected.
Emotionally, this exhausts and frustrates us, adds to our mental load, and impacts our health and job satisfaction.
Practically, our schedules get thrown out the window, our other client work gets encroached upon, and the sustainability and bottom line of our businesses get compromised.
But it's not only us who are negatively impacted when web project timelines drag out.
Our clients also carry the mental load of the unfinished project and many feel frustrated at not being able to get their new websites and their work out into the world.
I'm most grateful for my business these days because the very nature of my one-week website model means that I thankfully don't have this issue in my business (which is one of the reasons why I created this model).
But, not all of us want to switch to a one-week website model – I get that!
However, there's a number of core components of this system that – even if you're a custom web designer – you can still take and implement in your own business.
Here’s the 8 key steps I follow in my business to ensure I can deliver on my promises to my clients and we get their website out into the world both on time and on budget.
Table of Contents
01
Communicate website project scope and set clear boundaries
One of the reasons why web projects 'blow out' is because the client doesn't completely understand what's required of them.
Website builds can feel overwhelming for our clients, so being clear in your communications with them, and supporting them to be as informed and organised as possible, can help you get a great outcome, and your clients to have a positive customer experience.
In my one-week website model I send a detailed proposal document to every prospective client. This document outlines:
Everything we discussed on our call
A clear and transparent outline of inclusions and deliverables
What their tasks and responsibilities would be
How many hours they'd need to dedicate to their project
Boundaries around things like customisations and reviews.
Being clear about your process, and one another's roles and responsibilities from the very beginning helps the client make an informed decision about whether or not they have the time, energy and capacity to participate in the ways that will be required of them.
02
Reinforce a clear website design schedule
A helpful way to stick to a project's timeline is to create a clear schedule at the beginning of the project, which is why my welcome document outlines the key dates and milestones, which my clients can then add to their calendars.
This ensures that both parties are on the same page, and can take responsibility for their relevant tasks and to-dos.
I also suggest sending regular friendly emails, reminding clients of upcoming deadlines and checkpoints.
I have a set of standard email scripts that I use for every client, which saves time and ensures I don’t leave anything important out of the emails.
This proactive approach helps establish expectations; keeps both parties informed, accountable and on track; and supports you to anticipate and identify any issues or misunderstandings that may pop up.
03
Introduce web design contract clauses for delays and rescheduling
To protect your time, resources and energy, it's essential to include clauses in your contract that address delays and reschedules.
You may like to consider daily 'late fees' that are charged if your client is late in getting information/materials/feedback to you, or you could consider applying a delay or reschedule fee if they are a certain number of days late.
While setting firm boundaries such as these may feel uncomfortable to you, it's important to keep in mind that they are supportive for both you and the client (and other clients who have also booked your time).
You have your own wellbeing and other deliverables to tend to, and clients tend to find it helpful to have clear and transparent parameters and timeframes to work within.
I recommend The Standout Squarespace Course (that’s an affiliate link btw!) which covers – in amongst many things – important clauses to include in your contract as a web designer.
It’s also important that your clients actually sign their contract before you start work – I send my contracts using Adobe Acrobat e-sign (it’s free with your Adobe creative cloud account!) and I make it clear to my clients that I don’t book their spot in the calendar until that signed contract is received.
04
Meet with your client at key stages
Incorporating check-in points at important stages of the web project will help prevent it from veering off track.
Before content is due, during the build phase, and during the review phase, I suggest scheduling progress meetings to help prevent misunderstandings and last-minute changes that may cause delays.
These checkpoints are also a great time to talk about what's coming up next and to make sure the client has important milestones in their calendar.
05
Review periods instead of review rounds
Moving from review rounds to review periods has been a game-changer at Alana Jade Studio.
Not only do review periods streamline the review process, they support you to avoid scope creep and project extensions, and they save on review time because the client is invited to consolidate their feedback.
I help my clients focus during their review periods with a helpful video that steps them through what to look for, and I provide them with a shared review document on Google Drive with predetermined headings that guides them through each page of their new website.
We then use this review document as a checklist that helps to consolidate everything into one spot (so important things getting lost in emails) and makes sure I don't miss any important requests from the client.
I share more about this process in this article here.
06
Spot red flag clients early
Some clients are more prone to causing project delays, and it can save a lot of time and energy to identify them early on.
While some of the above tips will help you manage these kinds of clients, what’s better is if you don’t have to deal with these types of clients in the first place.
You can do this by going back through your list of clients from the last 1 to 2 years and identifying which clients were dreams to work with, and which were not, and why.
Review your sales call notes for these clients and see if you can identify any common themes that could help you differentiate green flag clients from red flag clients, early on in the process.
07
Handover the website to your client with extra care
Something that can take up lots of time is clients returning after a project is completed, asking for changes or edits.
This generally happens because we are not 100% clear with our clients that the project has finished.
To avoid this, I give all my clients an in-depth handover pack complete with video recordings and ways they can work with me in the future if they need my help (plus special client-only discounts).
Because of this, both parties are clear that the project is now complete and the client knows exactly how to reach out if they need further help.
08
Try an alternative website design business model
If you're at a point in your custom web design business where you feel like you've tried everything, yet your timelines still keep blowing out, it may be worth moving to an alternative business model - like my one-week website delivery system.
Without one word on an exaggeration, this model has changed. my. life. Here's just some of the reasons why:
My web projects always finish on time
I'm never working on more than one website build at a time (my clients love having my undivided attention and creativity in this way!)
Each project is predictable and streamlined
I don't have to spend time creating bespoke quotes
Each project schedule is the same, which means all the assets I send to my clients (like their proposal doc, project calendar and handover doc) only need some slight and quick personalisations
My work is of the highest quality because this model supports a way of working that values my wellbeing and nurtures my nervous system.
As a web designer, the power is in your hands to manage your projects in ways that support them to stay on track and get completed on time.
These eight tips have worked wonders for me in my one-week website delivery system, and I know they can support both you and your clients too.
Frequently asked questions
-
The timeline for a website project depends on the scope, complexity, and how efficiently you and your client work together. Traditional custom web design projects often take weeks or even months to create.
However, I prefer to use a one-week website business model which eliminates common delays that often happen in custom designed projects. With clear communication, structured timelines, and review periods instead of open-ended revisions, a high-quality website can be completed in just one dedicated week. This model not only benefits the designer but also ensures the client gets a high-quality website in a calm manner, short timeframe and without unnecessary stress.
-
Website design can be stressful when projects drag on, expectations aren’t clearly set, or clients delay content and feedback. This leads to frustration, an overwhelming workload, resentment and sometimes even leads to burnout.
The key to reducing stress is having a structured system in place which sets clear boundaries, timelines, and responsibilities from the start.
-
A smooth onboarding process is essential to keeping website projects on track. Here’s what I do in my web design business to ensure clients are prepared:
Send a detailed proposal – before starting, I provide a proposal that outlines the project scope, deliverables, client responsibilities, and timeline.
Set clear deadlines – included in the proposal is a project schedule so the client can plan ahead. I’m also very clear about how much time the client will need to invest when preparing their website content, so they enter the project understanding what is required of them.
Get a signed contract – I don’t book clients in until the contract is signed, protecting both parties.
Provide onboarding resources – I send out a welcome document and website pack which guides the client through the process and helps them to gather all the content and information needed for a successful website project.
Having a structured onboarding process outlining clear expectations will help prevent delays and keep projects stress-free.
-
One of the biggest causes of web project delays is waiting on clients for content. To avoid this, take a more proactive approach by:
Set clear expectations upfront – tell clients exactly what content is needed and by when. Record this in your proposal, contracts and onboarding documents.
Use structured content planners and checklists – instead of waiting for clients to figure it out themselves and staring at a blank screen, provide ready-to-fill templates.
Send reminders and have check-in calls – regular friendly emails and check-in calls throughout the process, reminding the client of key dates and milestones, ensures clients stay on track with their content deadlines.
Include project delay and rescheduling fees in your contract – ideally you don’t want to have to do this but, as a last resort, charging fees for delays and rescheduling can protect you, other client projects and the bottom line of your business.
-
Asking the right questions early prevents misunderstandings, scope creep, and unnecessary revisions. Questions might include:
What is the purpose of your website? Understanding the primary goal helps tailor the design and functionality.
Who is your target audience? Knowing the audience informs design choices and content strategy.
What specific features do you need? Identifying requirements like booking systems, blogs, or e-commerce capabilities ensures all functionalities are planned.
Do you have branding guidelines in place? Some clients think that a logo is all they need. However, colours and fonts chosen by a professional (not DIY) are essential for getting a great website result.
What content do you already have, and what still needs to be created? Assessing the availability of content helps in planning the project timeline.
Do you have a deadline or launch date in mind? Aligning on timelines ensures expectations are met.
I cover all these questions and more in my sales call. You can get a copy of my sales call questionnaire here.
Want more helpful tips and tutorials like this?
Join our designer mailing list – there’s no automated email sequences or sales funnels at all. Instead, you can expect helpful tips about running a kind and calm web design business and exclusive discounted offers. We only send emails about once a month.
