This web design process is for our internal staff but may be of interest to clients wanting to see detailed information about what’s needed or where your project is at.
If you feel like you’re on an assembly line, that’s great. Why? Because it is through our systems that we work to ensure every client is happy, every time, and balance high quality work with reasonable budgets on predictable timeframes.
Internally, we have a financial reward for projects done ahead of schedule and a financial accountability for projects delivered late. Clients also have a degree of control to balance timeline vs. budget; for more information please see your Swift Consultant.
This is a step-by-step map of how your project will come together. The base of any internet marketing hierarchy is your base storefront, your website. Other more advanced systems ranging from mass email marketing to facebook fan sites, PPC Pay-per-click and SEO Search Engine Optimization are all layered on top of this hierarchy. Roles are defined within the CRM under Admin >> Company Call Sheet.
Colored by Responsible Team Member (in Chronological order, not order of importance!):
- Sales Consultant
- Site Producer.
- Art Director. In charge of look & feel.
- Site Technician. In charge of making site function and executing design, including menu styling.
- SEO Supervisor. In charge of menu contents, delegation of rewrite tasks, copying content.
- Content Supervisor / Writer. In charge of content, headlines if needed or bullet points, rewriting content if needed.
- Phase 1: Base Camp / Website Foundation. Website Construction (New businesses) or Mirroring (Clients who have existing sites and are hiring us for Search Engine Positioning / Optimization). Each step must track their time via the timeclock within the CRM.
- Project is Started: The selling agent / initiating consultant starts the project by creating an opportunity in SwiftCRM, then sharing it to the site producer. As soon as the agreement (contract) is signed and the first payment is made, it should be claimed / reassigned to the Site Producer, who can then add the selling consultant back to the team so he/she can see an overview of what’s going on with the project.
- Pre-Production: Site Producer: Assign team in CRM by “Adding Subscribers”: Designer, Technician, Content, SEO; share back to selling agent / consultant; ensure agreement made, ensure contract is in the file signed, initial payment is made. Be sure we have design methodology and notes, and source-material for content if any exists, and basic business info (phone, address, URL). Setup basic structure:
- Hosting as ClientProject.SwiftWebDesigner.com. Enable WPCMS2 theme, if not a news-style site create 2 pages called “home” and “news”; in Settings >> Reading set the home page to Home and blog / news to “news”.
- If the domain is new and has no traffic, ask the client to set the nameserver immediately as found on SwiftWebDesigner.com/nameserver. If this is an upgrade to an existing site that has traffic, wait to do this til the project is fully approved. Create a ticket to admin to add MX records.
- Setup CRM client as first initial, last name on CRM via Admin panel
- Prompt client to setup Aweber account via our affiliate link (at http://swiftcrm.com/recommended) if they don’t already have a mass email account, in most cases.
- SendOutCards if noted / agreed to. This may require calling client and walking them through setup (via our tracking URL / affiliate link if sales person does not have an SOC account; if sales rep does, then be sure to use theirs so they get credit for the sale).
- Setup Google Apps admin account and send video / post to client for how to manage.
- Add Google Analytics if client does not already have; if client does have, request they add swiftseoteam at gmail dot com as an admin (to setup goals and ensure working correctly).
- Login to Google Maps center as SwiftSEOTeam; Call client on alternate phone (cel, most often) while at their main phone; add business to Google Maps (if not already claimed) and have them phone-verify while on the 2nd phone. SEO team will handle the rest, but initial ownership verification needs to be done via phone by site producer.
- Design Approval. Must be pretty close i.e. 95% approved; small tweaks can be done after conversion to a working site, but the overall design, colors, concept, style, font, navigation-type must be approved prior to conversion. Assigned to: Site Producer to get approval required to call client for any notes, and relay them back to the assigned designer with exact references and/or source material. Designer should bounce ideas off the other designer/designers on our team for quick notes prior to client presentation. Approval must be via recorded phone call (then upload to CRM) or in writing (simple approval based on exact file name) and entered into CRM.
- New Sites or Major Re-Design: “3x3x3.1” Methodology or “Springboard” Methodology
- Existing Sites or Minor Re-Design: Existing site will be mirrored over, then notes given.
- SEO Initial Keyword Research. This is done for all clients at prior to conversion. This overlaps step A for timing, but must be completed before proceeding to Content stage. Assigned to: SEO Team. Create a google doc and paste top 10 keywords into CRM. Start the SEO settings in WPCSMS; list top keywords and setup SEO Silo categories.
- Content. Assigned to: Writing Team.
- New Sites or Major Re-Design: Clone & Rewrite based on competitors / market-research.
- Existing Sites or Minor Re-Design: Mirror over existing content from old site; ensure there’s no “duplicate content” penalty and rewrite if needed or apply spinners / unique content plugins.
- Design Conversion. Assigned to: Technicians (not “programmer” team, though most the programmers can code and program). If any text is missing or needed, fill with latin placeholder; if image is missing, add in placeholder and notify designer.
- Final Notes Addressed. Collect any notes from client and assign. Completion of projects is higher priority than initiating new ones, but beyond 2 rounds of notes we need to ensure the budget is accurate; if constrained, discuss with management.
- Success! Site producer to collect final payment; if site delivered on time or early, email accounting to add bonuses to payroll. If delivered late, email accounting to subtract bonuses from payroll. Note to staff: All parties involved share in the team bonus; this is to ensure everyone works smoothly and efficiently and any little tasks at the “edge” of your expectations are handled quickly. If not already done, ask the client to set the nameserver immediately as found onSwiftWebDesigner.com/nameserver.
- Training of Human Client(s) for stable usage. All training should be via online videos and/or blog posts, to avoid repeating training, however, site producer needs to ensure all questions are answered. Collect final payment, send phase-1-closing-survey.
- Sales Consultant to Follow up at 7 days after final payment to ensure stability and ask for referrals, and again at 30 days. If any training issues or code issues, send a note to relevant party or site producer.
- Phase 2 if relevant.