“Sorry for the long email…” is something clients often say. But here’s a secret: as a project manager, I actually love getting your messages. Your detailed feedback and questions don’t slow us down at all—they help us build exactly what you need. After dozens of website launches at Clockwork, I’ve found our most successful projects tend to feature engaged clients.
But what’s the difference between a good website and one that exceeds your loftiest expectations? Let me walk you through six ways you can collaborate with your web design team to help build a website you love:
1. Participate Throughout the Process
Staying involved in your website project makes all the difference between good and exceptional results. Your feedback helps us nail those key branding decisions, even when you think it’s not adding much. Quick responses keep things moving and let us focus on creating something you’ll love. And don’t worry. I’m not talking about endless meetings! Some weeks we might need an hour, others just a quick 15-minute check-in.
When we worked with the Georgia Department of Education on their Culinary Hub, their team’s involvement helped us fine-tune their custom Menu Matrix into something truly revolutionary. Cafeteria staff provided real-world feedback that shaped everything from recipe categorization to user workflows, resulting in a tool that keeps stakeholders across the state on the same page. The result is healthier, streamlined meal planning for students across Georgia.
Project Management (PM) Insight: Don’t hold back information, thinking you’re “bothering” your project manager. The more context we have, the better we can solve your problems.
2. Meet Internally Before Our Check-ins
The most productive client meetings tend to happen when your team has already discussed the previous action items among yourselves. Taking just 15-30 minutes before our scheduled check-ins to gather your team, review deliverables, and address questions internally makes a world of difference.
This preparation helps us spend our time together moving forward rather than catching up. It also gives you a chance to identify any internal disagreements or questions that might need resolution before involving our team.
PM Insight: Create a shared document where team members can add questions or concerns before your internal meetings. At Clockwork, we use a project management tool called Teamwork where you can chat with us and see what tasks are pending from week to week.
3. Do Your Market Research
We’re always looking for inspiration, and your input is invaluable. If there are websites you love (or strongly dislike), we want to know about them. Your industry expertise combined with our design knowledge creates the perfect foundation for a successful website. Take some time to browse websites both within and outside your industry, noting elements that resonate with you.
Look beyond just the design elements and think about your users. Consider organization, content structure, functionality, and user experience. Even small details like button placement or menu organization can provide valuable direction for your project.
For Hancock Askew’s website redesign, their team showed us financial websites they admired. This research revealed how both individual tax clients and corporate customers expect to navigate these sites. With these insights, we created a structure that makes complex financial services easy to find. Their market research made a big difference in the final product.
PM Insight: Create a collection of screenshots or links showcasing elements you like, even if they’re from completely different industries. Drop them in a Google Drive folder and share it with your web design team. Sometimes the best ideas come from unexpected places.
4. Ask Questions and Communicate Transparently
Website projects involve many moving parts. If something doesn’t make sense or you’re concerned about a particular aspect of the project, bring it up early. I’d much rather address a potential issue in week two than discover a misalignment in week eight.
This transparency extends to changes in requirements or timeline as well. We understand that business needs evolve, and we’re committed to finding solutions that work for you without compromising quality or blowing the budget. We’re here to answer any and all questions.
PM Insight: Keep a running list of questions or concerns between meetings. It’s easier to address three small questions right away than to let them grow into major roadblocks that could affect your timeline or budget down the road.
5. Trust Your Experts (That's Us!)
You hired us for our expertise, and while we always want your input, sometimes we might push back on ideas that could compromise your site’s performance, security, or user experience. However, constructive feedback is always welcome on our end. Openly discussing your likes and dislikes is how we get to a finished product that you’re proud to call your own.
When Delta Zeta wanted to showcase their 175 chapters, our team recommended custom post types instead of static pages. This approach not only made their site easier to manage and customize without coding skills but also contributed to their website winning first place at the 101st Communications Association Awards for Greek organizations across the country.
PM Insight: If we suggest an alternative approach, ask us to explain the reasoning. Understanding the “why” can help you make informed decisions about your website.
6. Know Your POC and Primary Approving Stakeholders
Not every agency has a clear process for managing approvals and communication, but we’ve found it makes a huge difference. At Clockwork, we use Teamwork (our project management tool) to keep everyone in the loop about who’s responsible for what. But for this to work, we need to know two key people on your team:
- Your point of contact – Who will be the primary communicator with us? This person turns “someone will do that” into “Julia will do that.”
- Your key stakeholders – Who needs to sign off on deliverables? Is it just you, or are there executives, partners, or sponsors who need to approve certain elements?
Another project with GaDOE—their main website redesign—really drove this lesson home. With dozens of departments and hundreds of stakeholders involved, we needed to know exactly who could approve what. Clearly defined roles helped us navigate their complex organizational structure and keep this massive project on schedule, despite so many moving parts.
PM Insight: If your web design agency doesn’t use a tool like Teamwork, consider creating a simple RACI chart (Responsible, Accountable, Consulted, Informed) for your website project to clarify who handles what on your team.
Building Digital Dreams Together
At the end of the day, your website is a collaboration. When both of our teams bring their A-game, the results speak for themselves. We’ve built enough websites to know that the process matters just as much as the final product.
And remember that we’re not just building a website. We’re building a relationship. We may even become pen pals for a short while as we piece together your new digital home. Many of our clients stay with us long after launch, working with our team for ongoing maintenance, updates, and even complete redesigns as their needs evolve.
So don’t be shy about telling us what you need or how we’re doing. Getting it wrong is just a springboard to getting it right.
Ready to get started on your website project? Contact us–Let’s build something amazing together.
FAQs About Working With Web Design Agencies
How much input should I provide during the design process?
We welcome all the input you’re comfortable sharing. Specific feedback on what you like or dislike helps us fine-tune designs to match your vision. This is your website. Our job is to bring your vision to life while applying best practices for user experience and functionality.
What information should I prepare before our kickoff meeting?
Gather your brand assets (logos, colors, images), examples of websites you admire, content plans and where you need help writing new content. If you have an existing site, note what you’d like to keep or change. That tends to be a first step in many of our projects.
How often should I expect updates during my website project?
Most projects include weekly check-ins, but we’re flexible based on your schedule and project needs. Between meetings, your project manager will keep you updated via email on progress and upcoming tasks. Our Teamwork platform also gives you 24/7 access to see exactly where things stand without having to ask.
What happens if my requirements change during the project?
Changes happen—we get it. When new needs come up, we’ll talk through how they impact the timeline and budget, then adjust accordingly. The key is letting us know as soon as possible. Early communication helps us find solutions that work without derailing the project or creating surprise costs.
How do you handle feedback and revisions?
We build multiple review rounds into every project phase—design, development, and content. Specific feedback works best (e.g., “The blue is too bright” rather than “I don’t like the colors”). Most projects include one revision round per stage, with additional rounds available if needed. We track all feedback in our project management system so nothing gets missed.
