The Complete Guide to Website Project Management in 2025

Looking for an in-depth guide on website project management? Look no more because in this article, I'll give you everything you need to know about executing website projects.

If you stay with me to the end, I'll arm you with actionable advice on website project management, practical steps and workflows, tools, templates, best practices and more, specific to creative agencies.

All right, lets get to it.

First, why does website project management really matter in this day and age? Let's have a quick look. Then we go fast thereafter. 

Importance of Website Project Management in 2025  

Here’s why managing website projects effectively is more important than ever.  

Increasing Demand for Personalized and Dynamic Websites  

Websites today are far more complex than they were a few years ago. Today, static website just can't cut it anymore. Customers want smart websites that can interact with the client, offer personalized user experiences, and perform seamlessly across all devices. 

Websites that seamlessly integrate with other platforms and support advanced analytics. They also have to be fast and optimized for search engines.

Creating a website that does all of these is no small task. You have to find a way to balance creativity with technical expertise, while also ensuring that the final product aligns with your client’s goals.

It'll take proper project management to pull off. 

Without it, your team risk missing deadlines, going over budget or delivering a site that doesn’t meet client expectations.

Clients’ High Expectations Must be Met

Clients want websites that reflect their brand, meet their business objectives and deliver results quickly. Managing these expectations is one of the toughest parts of website projects.    

Clients Demand Transparency and Involvement

Clients today want to be more involved in the website-building process. They want to understand what’s happening, give feedback and see progress at every stage. Failing to keep clients updated will cost you trust points if not the project itself.

Effective Project Management Drives Agency Growth and Profitability  

When projects are executed smoothly, agencies benefit in more ways than one.

First, happy, satisfied clients lead to repeat business and referrals. It's a no-brainer really. 

Second, good project management prevents costly mistakes. Poorly planned projects can run over budget, miss deadlines and cut into your agency’s profits. 

Finally, effective project management will help build your reputation. In a competitive creative market, you'll stand out if you consistently deliver high-quality work on time and within budget. 

Now, let's get to the nitty-gritty of this guide — how to effectively execute a website project. 

Web Project Workflows

Planning and Strategy

Effective planning is the backbone of any successful website project. Without a solid strategy, the project might lose direction, exceed budgets or fail to meet deadlines.

Planning and strategy may not be the most glamorous part of website projects, but it’s the most critical. By setting clear goals, defining the scope and creating a realistic timeline, you set the stage for success.  Let’s look at this in more detail.

Setting Clear Goals 

Before diving into the technical details, define the project’s purpose. Ask the right questions to establish what the website should achieve.  

What is the client’s primary objective? 

Will the website sell products or provide information?  

Who is the target audience?

Knowing this will shape design, content and functionality.  

Define the Scope of Work 

I mean set clear boundaries for the project. Remember the scope creep we talked about earlier? This is where you lay the groundwork to prevent it. So what's included and what's not (equally important). 

Deliverables

List all the deliverables. Example:  

• The number of website pages (e.g., homepage, about page, blog).  
• Specific features (e.g., contact forms, e-commerce functionality, or booking systems).  
• Any integrations such as third-party apps or payment gateways.  

Be as specific as possible. If you can specify the various page elements (hero section, navigation bar, featured content section), by all means, do it. 

Then the exclusions — what the project won't be covering. Will your agency also be responsible for writing content and promoting it (SEO)? Make this clear upfront.

What would tangible outcomes of the project be? Wireframes and prototypes, final design files, a fully functional website?  

What's the Timeline and Resource Allocation Plan? 

You've the goals, scope and deliverables all figured out. Now, iron out how the work will be done.

Create a Project Timeline 

When will each task or phase be completed? Break the project into smaller stages so you can easily track progress and spot potential delays.  

Divide the project into these phases  

• Discovery and Planning: client meetings, research, and defining scope.  
• Design: creating wireframes, prototypes, and final designs.  
• Development: writing code, building the site, and testing.  
• Launch: deploying the website and providing post-launch support.  

Set milestones for each phase — specific points where progress can be reviewed. It could be:  

• Completion of wireframes  
• Approval of the homepage design  
• Final testing before launch  

Assign deadlines to these milestones. Don't forget to build in some buffer time to accommodate unforeseen circumstances. 

Assigning Resources 

I mean people, tools and budget for the project. Who will handle each task?  

• Designers to create the visual layout 
• Developers to write the code and build functionality
• Project managers to ensure the work stays on track

Will everything be done in-house or will you outsource to a freelancer or another agency?

Allocate the budget breaking it down into categories: 

• Design tools (e.g., Figma or Adobe XD subscriptions).  
• Development tools or hosting services.  
• Team hours (if billing by time).  

Design and Prototyping  

This is where the wheels begin to turn and the ball starts rolling. The phase where ideas take shape visually and the foundation for the final website is laid. 

Remember the balance (between creativity and functionality) we've been harping on about? Well, this is where you find and establish it.

Make sure the design meets user needs, aligns with the client’s brand and is actually feasible. 

Create Wireframes and Design Mockups 

Wireframes are the backbone of website design. The basic, black-and-white layouts that outline the structure and functionality of the site. They may have the colors or decorations but they'll clearly show you how everything will pan out.  

A few tips…

Focus on:  

User Flow

How users will navigate the site and accomplish their goals.  

Content Placement

Where key elements like text, images, buttons, and menus will be positioned. 

Responsiveness

Ensuring the layout works on different screen sizes, such as mobile, tablet, and desktop.  

Once you're done with wireframing, move on to design mockups. Add colors, fonts and branding elements to the wireframe.

The goal is to create a realistic visual representation of the final website. So pay close attention to detail. Elements such as typography, spacing and imagery should align with the client’s brand and vision.  

What's Your Client’s Input on This?  

Collaboration with your client is essential during the design phase. While you bring your expertise in design, they bring insights into their brand and audience. Clear communication and active involvement will prevent misunderstandings and ensure everyone is on the same page.  

Here’s what you can do… 

Present Design Concepts Clearly

Use easy-to-understand tools such as Figma or Adobe XD to share designs with clients. Include annotations to explain your choices for layout, colors and elements.  

Gather Feedback in Stages

Break the design process into steps so you don't overwhelm your client.

Listen and Adapt

Does your client have specific preferences or concerns? While you should guide them with your expertise, be open to their suggestions as well. Be flexible.  

Set Clear Deadlines

Give clients a timeline for providing feedback so the project can move forward. You don't have forever. There's a deadline to beat. 

Development and Testing: Building and Perfecting the Website

Once the designs are finalized and approved, the next critical step in website project management is development and testing.

This is where your creative agency brings ideas to life by turning visual designs into a functional, user-friendly website.

Translating designs into code ensures the client’s vision becomes reality, while rigorous testing guarantees a polished, error-free website. 

Again, let’s break this down — into two essential steps: development and usability testing.

Translating Designs into Code

The development stage is where your design files transform into a fully interactive website. Developers use various programming languages, frameworks and tools to bring the designs to life.

Front-End Development

This involves coding the parts of the website users will see and interact with. Using HTML, CSS, and JavaScript, developers ensure that the layout, colors, typography and animations match the approved designs.

They'll use responsive frameworks (e.g., Bootstrap) to ensure the website looks great on all screen sizes, especially mobile devices.

Back-End Development

While the front end handles the visible aspects, the back end powers the website behind the scenes.

It involves setting up databases, servers and APIs to ensure smooth data processing, content management and user interactions. 

Conducting Usability Testing and Resolving Bugs

Once the website is fully developed, testing begins. The goal is to ensure the site functions as intended, provides a good user experience and is free of bugs.

What the Heck is Usability Testing?

Usability testing evaluates how real users interact with the website. This step ensures the design and functionality align with user expectations.

What Should You Test? 

Navigation

Can users find what they need quickly?

Speed

Does the site load fast on all devices?

Forms

Are all forms working as intended (e.g., sign-ups, contact forms)?

Responsiveness

Does the site adjust well to different screen sizes?

What Tools Should You Use? 

Tools such as BrowserStack, Google Lighthouse, or manual testing on different devices can help check usability.

Resolve Bugs and Errors

During testing, issues like broken links, slow-loading pages or misaligned layouts may appear. These must be fixed before launch.

Bug Tracking Systems

Use ManyRequests to log bugs, assign tasks and track progress. This keeps the team organized and ensures no issue is overlooked.

Test the Website Again (Regression Testing) 

After fixing bugs, test the website again to ensure the fixes didn’t cause new issues. This is called regression testing, very crucial for maintaining quality.

Launch and Post-Launch Support: Ensuring Long-Term Success

Now that everything is set, it's time to press “Launch”. 

Make no mistake, though. This stage is just as important as the earlier ones because a successful launch sets the tone for the website’s performance and user experience.

Going live is an exciting but critical step. A lot can go wrong if you’re not prepared, so careful planning is essential. Here’s how to manage it effectively.

Pre-Launch Checklist

Perform a thorough review to make sure everything is in order.

Key areas to check… 

Content Accuracy

Ensure all text, images and videos are correct and free of errors. Double-check important details such as contact information and pricing.

Functionality

Test all interactive elements such as forms, buttons and links, to ensure they work as intended.

Performance

Use Google PageSpeed Insights or GTmetrix to check the website’s loading speed. A slow site will drive users away.

Mobile Responsiveness

Ensure the site looks and works well on all screen sizes, including smartphones and tablets.

SEO Readiness

Optimize meta tags, alt texts and other SEO elements to make sure the site is discoverable by search engines.

Carry your client along while you're at it. Provide them with a final review of the site and address any last-minute concerns or feedback.

Have You Sorted Hosting and Domain? 

Ensure the hosting environment is ready and secure. Use reliable providers who offer automatic backups and SSL certificates.

Domain Configuration

Point the domain to the hosting server and test to confirm the website is accessible at the correct URL.

It's Go Time, Buddy! 

Choose an ideal time for launch, preferably during off-peak hours. This reduces the risk of heavy traffic overwhelming the server during the initial stages.

Once the website goes live, monitor its performance closely. Use Google Analytics to track traffic and user behavior (if it's an already established website) and keep an eye on server uptime using monitoring tools.

Maintenance and Updates

Launching a website is not the end of the project. Websites need regular care to stay functional, secure and relevant. Hence the need for post-launch support. Here's what to do. 

Regular Maintenance Tasks

Software Updates

Keep the website’s CMS, plugins and themes up to date to ensure security and compatibility.

Security Checks

Regularly scan the site for vulnerabilities and update passwords to prevent unauthorized access.

Backup Management

Set up automatic backups to ensure you can restore the site quickly if something goes wrong.

Monitor Performance

Track the website’s performance over time to ensure it continues to meet user expectations. Key areas to monitor include

Load Speed

Regularly check for any slowdowns caused by new content or server issues.

Traffic Analytics

Monitor user behavior, popular pages and bounce rates. Again, use Google Analytics or whichever tool you prefer, really. 

Error Tracking

Keep an eye out for broken links or pages that return error codes, such as 404s.

Content Updates

A website that never changes will eventually feel outdated. Encourage the client to regularly add and update content to keep the site fresh and engaging.

They can share news, updates or helpful articles.

Expect Feedback and Changes

Feedback will come flooding in once users start interacting with the site. Maintain a line of communication with the client to address these needs quickly.

Best Tools for Website Project Management in 2025

You need the right tools to stay organized, work efficiently, and deliver high-quality results. There's no way around this. 

How else would you manage tasks, collaborate with teams and build designs which meet clients’ expectations?

So what do we have? 

The best tools in five key areas of website project management: project management, collaboration, design, development and quality assurance.

Project Management Platforms: ManyRequests for Task Tracking

A strong project management platform helps you organize tasks, assign responsibilities, set deadlines and track progress. ManyRequests stands out as one of the best tools for this purpose, for creative agencies.

Task Management

With ManyRequests, you can create tasks for each step of the project and assign them to specific team members.

Client Portal

Clients can submit requests, view progress and provide feedback, all in one platform. This reduces back-and-forth emails and makes communication smoother.

Progress Tracking

The platform gives a clear overview of project timelines and task completion, ensuring deadlines are met.

Using ManyRequests, you keep your projects on track and your clients in the loop.

Collaboration Tools: ManyRequests for Teamwork

Clear communication and teamwork are essential for any successful website project. ManyRequests also shines in the area of collaboration, as it simplifies communication among team members and clients.

Centralized Communication

With all messages residing in one place, it’s easier to track conversations, avoid misunderstandings and keep everyone on the same wavelength.

File Sharing

Share design drafts, documents and feedback directly on the platform to streamline collaboration.

Notifications

Team members and clients get notified of updates in real time, helping avoid delays.

ManyRequests combines project management and collaboration, making it a powerful all-in-one tool for creative agencies.

Design and Prototyping Tools: Figma, Adobe XD, and Sketch

When it comes to design and prototyping, tools like Figma, Adobe XD and Sketch help bring creative ideas to life. These tools allow designers to create layouts, test prototypes and share designs with team members and clients.

Figma

Figma is known for its real-time collaboration features.

Teams can work on the same design file at the same time, making it easy to brainstorm and make quick changes.

It’s cloud-based, so there’s no need for heavy downloads or installations.

Adobe XD

Adobe XD is perfect for creating interactive prototypes and testing them before development.

Its integration with other Adobe tools like Photoshop and Illustrator makes it a great choice for agencies already using Adobe products.

Sketch

Sketch is a user-friendly design tool with a strong focus on responsive designs. plugins,You can easily extend its functionality using its large library of plugins. 

Development Tools: GitHub, CodePen and Webflow

Coding, version control and visual building tools save time and ensure accuracy. GitHub, CodePen and Webflow are some of the best options available.

Webflow

Webflow allows designers to create responsive websites visually without writing code.

The platform generates clean, production-ready code, making it ideal for smaller projects or quick turnarounds.

GitHub

GitHub is essential for managing version control.

Developers can work on the same project, track changes and resolve code conflicts using pull requests.

It’s especially useful for teams working on larger projects involving multiple contributors.

CodePen

CodePen is an interactive platform for front-end developers to test HTML, CSS and JavaScript code snippets.

It’s a great tool for experimenting with designs and sharing ideas with team members or clients.

Quality Assurance Tools: BrowserStack, Google Lighthouse, and Selenium

Before a website goes live, quality assurance (QA) ensures it performs well, is error-free, and delivers a great user experience. BrowserStack, Google Lighthouse and Selenium are top tools for QA.

BrowserStack

BrowserStack lets you test your website on different browsers, devices and operating systems to be sure your website works well for all users, regardless of their device or browser.

Google Lighthouse

Lighthouse is a free tool that evaluates website performance, accessibility and SEO.It provides clear recommendations to improve areas like page speed and usability.

Selenium

Selenium is an open-source testing tool that automates the process of checking website functionality.It’s perfect for large projects where manual testing would be too time-consuming.

Unique Challenges of Website Projects   

Website projects are some of the most complex tasks creative agencies handle. Not only do you have to build good-looking websites, you also have to make them functional. 

You must also find a way to keep everybody involved, informed and of course, happy.  

Having a clear understanding of these challenges and having effective solutions, your agency can navigate the complexities of website projects more effectively.

With the right processes, tools, and mindset, you'll deliver websites that not only meet client expectations but also stand out in an increasingly competitive digital world.  

Let's look more closely at these:  

Finding the Sweet Spot Between Creativity and Functionality  

Creative agencies thrive on innovation and bold ideas but website projects demand more than creativity.

A website must not only be a pretty face, it must also do the work seamlessly and do it across different devices and browsers. 

A visually stunning website with captivating animations might look great on a designer’s screen but could also be slow to load on a mobile device. On the other hand, a technically perfect website may lack the creative flair needed to engage its target audience.  

Striking this delicate balance between eye-catching design, user-friendly navigation, and technical performance is where most agencies drop the ball.

To avoid dropping the ball too, you should get your designers and developers on board from the get-go.

By collaborating early, they get to create solutions that satisfy both creative and technical needs. Conducting usability testing during development will also help ensure the final product works for real users, not just in theory.  

Coordinating Across Diverse Teams  

Building a website involves multiple skill sets — design, development, content creation and marketing —each team with its own modus operandi. This can lead to a clash of viewpoints, miscommunication or delays. 

For example, designers may prioritize aesthetics while developers obsess with functionality and marketers push for conversion-focused elements.  

Contrasting vocabularies could also be a source of friction and frustration. For example, while designers talk about “layouts” and “color schemes,” developers might refer to “CSS” and “responsive grids.”

Managing these differing perspectives requires clear communication and alignment on shared goals. It'll help to have a central project manager who acts as a bridge between teams, ensuring everyone agrees on the adopted workflows.

Regular check-ins, shared project management tools and detailed documentation can help avoid misunderstandings.  

Additionally, using a common vocabulary can ease collaboration. Explaining technical terms or using visual aids can reduce confusion and foster better teamwork.  

📌 Check out our guide for managing virtual teams here.

Managing Scope Creep and Meeting Tight Deadlines  

Scope creep — the often subtle but gradual expansion of a project’s requirements — can derail even the best-planned website projects. 

Clients may request additional features or last-minute changes, often without understanding how these affect the timeline or budget.  

Most times, deadlines are often tight and agencies must deliver quality work quickly. Trying to manage both scope creep and tight timelines can lead to burnout, lower-quality output or strained client relationships.  

So make sure you set clearly defined project boundaries from the beginning. A detailed In the contract or statement of work, outline deliverables, timelines and costs. And when new requests arise (as they often do), you can use this document to explain the impact on deadlines or budgets.  

Doesn't hurt to have some breathing space. So always build flexibility into the schedule. Adding buffer time between key milestones allows room for unexpected challenges or revisions. Do well to set realistic client expectations to ensure a smoother process for everyone involved.

📌 To avoid scope creeps, consider using our Free Project Scope Template to protect yourself from these types of clients.

Adapting to Rapid Technological Advancements and Trends  

New tools, frameworks, and design every 2 seconds (kidding), it's really hard to keep up with a constantly changing creative design landscape. It's like chasing after a high-speed train. You just have to hop on it. Else, you get left behind — quickly. 

It's 2025, buddy, clients expect their websites fast, secure, mobile-friendly and optimized for search engines. Oh and they want some of that AI  automation power. 

Keeping up with these trends while delivering current projects is daunting but also possible. 

So don't get left behind — prioritize continuous learning and encourage your team members to stay updated through webinars, courses and industry events.

ion and collaboration tools are essential, but even with the right tools, managing so many moving parts is challenging.  

Managing Client Expectations  

Clients often come into website projects with unrealistic expectations. You can't blame them. We humans have the habit of wanting what we can barely afford. 

So don't freak out (show empathy) next time when your client asks for a $100,000 website but can only put up a tiny fraction of that.

For some other clients, it may not be so much about money as it is about time.

Helping clients understand (and trust the process) and setting realistic expectations from the start is crucial.

They may want their websites finished yesterday but as with virtually all things in life, quality work takes time.

Rushing through design, development or testing phases can lead to mistakes and bugs, which could take even more time to fix. 

Find the right balance between speed and quality. 

Testing and Quality Assurance  

Testing is one of the most overlooked yet critical stages of a website project. A site that looks great on one browser might break on another, or a feature might not work properly on mobile devices. Testing across multiple devices, browsers and screen sizes can be time-consuming but is essential for a successful launch.

Best Practices for Smooth Website Project Management

Whether you're working with internal teams or clients, following these best practices will help you avoid delays, confusion and scope creep. 

Below, I break down five essential best practices that will set your projects up for success.

1. Establish Clear Communication

Good communication is the foundation of any successful project. Without it, misunderstandings can lead to missed deadlines, rework and client dissatisfaction.

How can you do this effectively? 

Regular Check-Ins

Schedule regular meetings with your team and clients to discuss progress, address concerns and make decisions. Weekly updates are often enough to keep everyone informed without overwhelming them.

Centralized Tools Come in Handy

An all-in-one tool such as ManyRequests helps keep communication in one place. This ensures everyone has access to the same information, avoiding confusion caused by scattered emails or chat messages.

Don't Send Clients to Dreamland

At the start of the project, clearly outline what's realistic within the given time. Make clear what’s expected from all parties, including timelines, deliverables and feedback processes. Don't overpromise and underdeliver. Do the reverse instead. 

2. Set Realistic Timelines

This is a common mistake — underestimating how long tasks will take. Unrealistic timelines put unnecessary pressure on teams and can lead to missed deadlines.

Here's how you can dodge this bullet…

Buffer Up

Always include extra time in your schedule for unexpected delays. It could be as a result of revisions, technical issues or last-minute client requests. A buffer of 10–20% can make a big difference.

Break Down Tasks

Divide the project into smaller, manageable milestones with clear deadlines. This makes it easier to track progress and ensures the team stays on schedule.

Communicate Timeframes

Make sure clients understand the time required for each phase of the project, from initial design to final testing. This helps set realistic expectations and reduces pressure for rushed results.

By planning realistic timelines, you give your team the breathing room they need to deliver high-quality work.

3. Documentation Always

Documentation is often overlooked, but it’s essential for keeping everyone aligned and ensuring no detail is missed.

Track Feedback and Changes

Maintaining a record of all client feedback and revisions will prevent miscommunication and help all parties work with the most up-to-date information.

Use Project Management Tools

Use ManyRequests to document tasks, deadlines and client requests in one place. This will help your team stay organized and avoid duplication of work.

Don't Sleep on a Knowledge Base

For long-term projects, consider creating a shared folder or document that includes everything from style guides to technical specifications. This serves as a single source of truth for everyone involved.

4. Be Agile

Expect and accept change. A client may drop a new request. A technical issue may come up. You must be flexible to survive.

Here's how…

Accept to Feedback

Clients may change their minds or request updates as the project evolves. Instead of resisting these changes, work with your team to find solutions to keep the project moving.

Iteration is How You Fast

Break the project into smaller phases and deliver work incrementally. This allows for feedback at each stage, reducing the risk of major revisions later on.

Beware of Scope Creep

Use your initial project agreement to clarify what’s included and discuss any additional costs or timeline changes for new requests.

By being agile, you get to adapt to changes without derailing the project.

5. Get Your Clients Educated

Help clients understand the process and their responsibilities. Else, you get them frustrated. 

Explain the Process

Break down the project phases for your clients including design, development, testing and launch. 

No big jargon please. They aren't your contemporary. Use simple language to explain what happens at each step.

Set Feedback Expectations

Let clients know when you need their input and how detailed their feedback should be.

Encourage them to provide specific suggestions. If they ask you to “spruce it up”, ask them how. If they want it bigger, ask them how much. 

Make Your Clients Important

Make them understand that their involvement is key to the project’s success. Get them to see how approving designs or providing content (when required) will keep the project moving forward.

Educated clients are compliant clients. They're more likely to trust your expertise and work with you as true partners in the process.

Website Project Management Templates

Check out our templates collection to get free templates for your project. You'll find free templates for web design proposal, project scope statement, project estimate.

Frequently Asked Questions

What is web project management?

Website project management involves planning, organizing and overseeing the tasks required to create a website. From initial client meetings to design, development, testing and launch. 

What are the most important tools for managing website projects?

Essential tools for managing website projects include project management platforms such as ManyRequests for task tracking, design tools like Figma or Adobe XD for prototyping, development tools such as GitHub for version control and quality assurance tools like BrowserStack for testing.

Conclusion

Thanks a bunch for staying to the end of this guide. I really do appreciate it. 

So what next? Implementation. To get great results, you must execute. 

Get a free trial with ManyRequest to simplify your website project management. Watch it transform your workflows and improve client satisfaction.

Click here to get it now. 

Okay that's it for this guide. Thank you once again and see you on the next one. Bye.

‍

Originally Published: April 23, 2024