STUDIO FIVE

Updated December 2024

Are You About to Start a B2B Web Design Project?

A well-designed website is essential for B2B success in today’s fast-paced business landscape. However, launching a web design project can often feel like navigating a minefield of potential delays and overspending. Business owners, professionals, and entrepreneurs face the challenge of ensuring their vision comes to life without unnecessary setbacks. 

This post explores practical strategies to keep your B2B web design project on schedule and within budget. From setting clear objectives to leveraging the right tools, you’ll discover actionable tips to streamline your process and maximize your investment. Get ready to save time and money while creating a powerful online presence!

Why B2B Web Design Projects Get Off Track

At PixoLabo, we work with many B2B clients on their web design or re-design projects. Working on B2B web design projects differs slightly from working with smaller brands or individual service providers. The project is more extensive in scope, and more people are involved on the client side.

You would think a B2B web design project would be fast and efficient with these resources. Unfortunately, most B2B web design projects end up running late. So why is that?

B2B web design projects usually start with the best of intentions. And some of them continue along those lines and reach a successful conclusion. However, for a variety of reasons, many B2B web design projects end up running late.

Sometimes, the cause can be entirely unexpected; one time, a marketing director died on us before we even started. But those cases are fortunately very rare. The reasons why many B2B web design projects usually run late are much more mundane.

A B2B web design project running late can cause problems for both sides. The client has to wait longer to get their new online presence up and running, which may result in missed marketing opportunities. The web designer or agency has a project on their books longer than anticipated, which may limit their availability to work on other projects.

Therefore, it is in the interest of both sides to keep projects running smoothly. In other words, you must avoid the key reasons your B2B web design project is behind schedule.

Key Reasons Your B2B Web Design Project is Behind Schedule

Not Ready to Get Started

Getting started is one way to keep your B2B web design project on track. Yet, for some clients, this is somehow not an option. We had one project where not only every key player was scheduled for a vacation at the onset of the project, but they were also planning to move their office as soon as everyone was back at work. As soon as our team was ready to start, we were put on hold the first time.

To keep your B2B web design project on track right from the beginning,, ensure you are ready and able to do your part. Your web design partner is counting on you for at least some guidance and to provide some initial content, like your brand logo.

If, for some reason, you are not ready to start your B2B web design project from your end, don’t ask your service provider to get started. It is much more efficient to schedule your project for a time when both sides are ready to get started than constantly having to reschedule. And if you are not sure what getting started involves, ask your web design partner.

Too Many Chiefs (And Too Many Indians)

You may believe that having a big team at your end will help keep your B2B web design project moving smoothly. While this sounds entirely reasonable, it works the opposite way. You have heard the saying about too many chiefs and not enough Indians.

This holds for B2B web design projects as well. Having too many decision-makers will complicate your project instead of simplifying it! And so will too many helpers.

First of all, too many decision-makers will add more opinions, perhaps of a more personal nature than required, reducing your overall focus. We had projects in the past where everyone on the client team wanted to go in a different and opposite direction. As that client found out, that was a terrible way to bring their B2B web design project to a successful conclusion.

Having too many team members can complicate your project instead of making it run smoothly. The first problem is losing oversight over who does what. What started reasonably simple can quickly become an “I thought it was her/his responsibility.”

If clients don’t keep an eye on that, their B2B web design project can quickly run late. Too many contributors can lead to different content and design styles, which is not good.

Designate a Leader or Leaders

We agree that having more than one person on your team can simplify your B2B web design project. But it will be up to you to ensure your team all pull in the same direction. Here at the highly caffeinated agency, we recommend you designate two people to lead your project effort.

One person will be the actual project manager at the client end. That person is the go-between between the client and web design teams.

You should also designate a person who will provide final approval. Usually, that is the business owner or a senior management team member. In smaller companies, the project manager and the final decision-maker may be the same person.

For larger companies, we recommend having both. The project manager can take care of the day-to-day details of your B2B web design project. That way, the boss(es) can focus on running the business instead of their website project.

Not Having a Project Manager on Your Team

When we work on a B2B web design project, many people can be on our team. Since we are spread over three continents and several locations, project management is a big part of any successful project. Depending on your project, several teams and several project managers may be involved. That way, we always know where things are and what happens next.

Unfortunately, many of our clients don’t follow the same process. There is a common and mistaken belief that project management is solely the responsibility of your web design agency. Yes, your service provider should be responsible for managing the part of the project they are responsible for. The client’s responsible for managing their end of the project.

Yes, we know that everyone at the client’s end is very busy with his or her day-to-day responsibilities. We see how busy our clients are every time one of us meets with them. There have been times when we felt obligated to help out by answering phones or assisting a customer! Must be all that caffeine!

As a result, a web design project is usually added to an already busy schedule. Not surprisingly, this is precisely how your B2B web design project can go sideways.

Assign Your Project Manager

The best way to avoid delays is to assign a dedicated project manager with decision-making power to your B2B web design project, preferably at the very onset. Your project manager should be allocated resources and responsibilities to provide them with all the time and tools they need to do their job. Maybe that includes shifting some of their regular duties to someone else.

Having a dedicated project manager ensures that one person keeps an eye on the project at your end instead of several people working without guidance or oversight. Your project manager can keep your project on track by getting timely feedback, gathering resources needed for the design agency, and making decisions to keep the project moving.

Underestimating the Scope of Work

The next reason B2B web design projects usually run late is that the client underestimates the scope of work. We notice this, especially when clients want to provide their content.

Writing SEO-optimized content is a lot harder than it seems, and that can come as a big surprise to many of our clients. Writing content is challenging, and many clients struggle with visual content such as images, infographics, videos, etc.

To keep your B2B web design project on track, we recommend that you carefully consider what all you want to provide yourself and how much time you think it will take. This next step is critical! Take the amount of time you just estimated and TRIPLE IT! Now you have a much more accurate idea of how much effort this will take and if you can realistically handle that.

Professional web design agencies offer additional services, including content strategy and creation. If you don’t have the time or skills to handle that part internally, you should consider adding it to your project scope.

Most agencies would write your content for you instead of watching your B2B web design project slip further and further behind while you struggle with this yourself.

Not Providing Required Content

You know the old question: “What came first, the chicken or the egg?” There is an equivalent in the web design world: “What comes first, content or design?” The answer is a bit of both. To create an effective design, creative folks like us need to know what we need to design for! So, without content, there is only so far we can go. And the entire B2B web design project pretty much follows that premise.

Creating and building an effective business website is, in many ways, like working on a puzzle. For instance, your B2B web design project can’t be finished without all the required pieces. At a minimum, those include necessary images or content (think white papers, team bios, or facts & figures) to include on your new site.

More complex sites may have many more elements, meaning clients may need more time to assemble all the pieces.

Most professional web design agencies work with clients to establish a project timeline. To be effective, this should include deadlines for submitting client-provided content. It is essential for keeping your B2B web design project on track so that all input for design and copy, as well as any supporting files and other materials, are provided by the deadlines outlined in the schedule.

Missing deadlines means that other parts of the project will also be delayed. Your web design agency will try to keep your project moving forward as long as possible, but there is only so much they can do without your help and input. Moving on to a different part of your B2B web design project while they wait for your deliverables may not be an option.

No Timely Communication

This is one of the most common reasons B2B web design projects are delayed. Often, one stage of your B2B web design project must be completed before moving on to the next stage. Most B2B web design projects focus on the big picture and drill down to the details afterward.

If the client does not communicate feedback for an initial design concept, there is not much a web designer can do to keep moving the project forward.

Therefore, the web design agency and the client must provide timely feedback and communicate regularly. To make this as easy as possible, we recommend establishing some communication and feedback guidelines at or near the beginning of your project.

That should include how often you will communicate and how you will communicate. This will establish some expectations that will help keep your B2B web design project on track.

Here is something else to keep in mind. Not answering an email or missing a phone call on the same day is usually not a big deal. However, if this becomes a communication pattern and keeps happening, it can push your B2B web design projects back by weeks and even months.

Scope Creep During the Project

Most B2B web design projects start by defining the scope of the project. Here at the highly caffeinated agency, we start with a few simple questions we ask our clients, and based on their feedback, we develop a scope of work for the project.

Usually, that includes things like the actual design and development of the site, some content creation or editing, and some initial on-page and on-site SEO. In a way, the project scope becomes our road map for your project.

More Shiny Objects

Things start going sideways when other shiny objects distract the client along the way. Clients often see something on a competitor’s website and immediately want to add that as well. It’s not a problem if this is something straightforward.

But sometimes, what seems simple to an uninitiated client is complex. Custom contact forms, interactive image galleries, and custom e-commerce configurations can be added to your project. You have to wait a little longer and pay a little more.

We Forgot to Include This …

Another common way to introduce project scope creep in your B2B web design project is during the content creation phase. Content creation takes time and needs to happen at or near the start of your project.

Most clients know they need content for their key pages, services, and products. But frequently, they come back with requests to create additional content like FAQs, shipping and return policies, and even white papers and case studies!

If you are unsure how much and what kind of content you will need for your B2B web design project, simply ask your service provider. As experts, they will already know all the aspects you need to consider. Keep in mind that content creation takes time.

If you don’t include this from the onset of your project, you will keep your web designer waiting for content later in your project. And that means your B2B web design project will be even further behind.

Changing Directions During the Project

The most effective way to handle your B2B web design project is to establish a plan and follow through with it. Developing a project roadmap and having everyone follow it eliminates potential delays and other obstacles.

Of course, it doesn’t always work out like that. We recommend you anticipate a change or two during the project to keep your B2B web design project running smoothly from beginning to end.

Bringing in a New Team Member

A typical scenario occurs when a new person joins the client’s website project team. They may or may not understand the process or may not be on board with the objectives already defined. This particular situation is unfortunately all too common. Even worse, it is usually very disruptive to any B2B web design project and can cause significant delays of weeks or even months.

Generally, we advise clients against adding new team members to their web design project once it has begun. However, if a new person is essential to the project, we recommend they get a complete briefing on the direction, goals, and objectives already established.

A Competitor Just Got a Better Site

Another common scenario is when one of your key competitors just got a new online presence. You were hoping to launch yours’ first, and now they beat you to it. Not only that, but they also have many cool options and functionality. Of course, you will also want to add those to your project, right? Not so fast!

While nimble development tactics can benefit your B2B web design project, they are not always an option. As mentioned above, some changes can be incorporated into your existing project.

But those are mainly confined to increasing the font size or changing your primary colors. Other things are far less straightforward. In one case,, a client asked us to change the development platform halfway through the project!

Before you change directions halfway through your project, answer these questions:

1. What exactly is involved in making that change?
2. Is the intended change worth the extra time and money it will require?
3. What is the realistic outcome if you do NOT make that change?

Honest answers to these questions will help you keep your B2B web design project on track, on time, and on budget!

Insufficient Budget

The last item on our list of things that can derail your B2B web design project does not have a sufficient or realistic budget. Most likely, your web design partner worked with you to develop an acceptable project budget. At our agency, we take the extra step and inform our clients of potential cost overruns or unexpected expenses.

Usually, these arise when things get added to the project’s scope, such as extra content creation or editing. Other times, there may be unexpected obstacles to overcome, such as realizing your web host is incompatible with your new site. While this type of thing is not part of every B2B web design project, it is not a bad idea to plan ahead.

Therefore, we recommend adding between 10 and 20% to your total B2B web design budget. If the unexpected does come up, you are all set. If everything goes according to plan, you will have some extra funds to celebrate the launch of your new site, invest in a website maintenance plan, or allocate resources to ongoing content and search marketing campaigns.

Keeping Your B2B Web Design Project on Track

Many companies underestimate the time it takes to build a website, so it’s essential to be realistic about its impact on your schedules and workload. Yes, your web design agency will do the heavy lifting. Still, your input and contributions are essential to creating a high-quality business website that makes your brand stand out. Here are a few things you can do to help keep your B2B web design project on track.

Plan Ahead

The more you plan, the better your B2B web design project will end. Be sure to get feedback from all stakeholders and look at sites from your competitors and other industries. This will give you a better idea of what you want to achieve.

Evaluate Your Existing Site

Take a good look at your existing website. Most likely, your old website is not a throwaway. You may want to repurpose existing content and images for your new site. Other content, such as testimonials, can be used as-is.

Start Collecting the Pieces

Once you know what you want to keep from your existing site, start collecting and assembling it in one place! Start immediately; this part will take much longer than many clients believe. If you use cloud sharing, you can create a Dropbox or GitHub directory for your project and share it with your web design firm.

Use Project Management Tools

If you are not already using a project management tool, consider getting one for your B2B web design project. We recommend both Asana and Trello. Another option is the new end-to-end project management tool developed by our friends at Spona.

Consider Your Scheduling

Scheduling your B2B web design project is key to keeping it on track. A B2B website redesign usually takes between 6 and 12 weeks. You will need enough resources to focus on your project and other responsibilities during this time frame. Scheduling it during your busiest time of the year or when most of your team is on vacation is a great way to ensure your project will run late.

Onboard Your Web Design Team ASAP

Most companies redesign their websites once every three to five years. Most web design agencies redesign websites every day. If you want your B2B web design project to run as smoothly as possible,, we recommend selecting and hiring your web design partner as soon as possible. If you are unsure where to start, here are some thoughts on finding your ideal web design partner.

By bringing your web design team into the project early, you can benefit from their experience in helping you plan your B2B web design project. This is why you are not doing this all on your own in the first place.

In conclusion, while B2B web design projects often begin with enthusiasm and clear objectives, it’s crucial to acknowledge that unforeseen challenges can lead to delays. Clients and designers can work collaboratively to ensure a smoother process that saves time and money by proactively addressing the common pitfalls that can derail a project. 

Understanding these key reasons for delays empowers you to take actionable steps toward successful project completion. Contact us for more insights and strategies on keeping your B2B web design project on track.