Website Creation Process: What to Expect with an Agency

Creating a professional website can seem like a real challenge, especially if it's your first time working with an agency. Many entrepreneurs have no idea where to start or what they should prepare. If you understand how everything works, it's much easier to avoid surprises and get the result you want.

If you want a collaboration that even goes well with a web agency, you need to be prepared to openly communicate, plan and understand every stage of the process. From initial discussions to launch, every step counts for the site to serve your business. Once you know what to expect, you are no longer just the “customer”, but become part of the team.

Typically, the process has several large phases: planning and strategy, design and development, then testing and optimization. If you manage to communicate well and manage your expectations, you have a good chance of not exceeding either your budget or your deadline. And after launch, technical support is what makes the investment count in the long run.

Key conclusions

• Good collaboration with an agency means communicating clearly and planning carefully, otherwise problems may arise
• The development process has clear stages: strategy, launch, subsequent support
• If you know what you expect from the project, you have a much better chance that it will turn out well and not exceed the costs

Key steps in working with an agency

The success of one web project depends on how the client and the agency work together. It all starts with clear goals, a well-crafted brief, and realistic planning of resources and time.

‍

Setting the objectives and requirements of the project

At first, you need to be very clear why you want the site. Do you want to grow your business? To be more visible? Gather a community? It's good to know from the beginning.

The agency organizes meetings to understand target audience and what functions do you necessarily want. You will discuss:

• What type of website do you want (presentation, online store, blog...)
• How many pages do you think you need
• Special functions (forms, integrations, custom stuff)
• The budget you have in mind

Usually someone from the agency notes all the requirements and also asks about the technical side: domain, hosting, integration with other software, etc.

Without knowing exactly what you want, the project can go crazy quite easily.

‍

The role of the initial brief and the collection of information

The brief is like a project map. The agency will ask for details about visual identity of the firm, who the competitors are and what style of design you prefer.

Usually you need to send materials such as:

A specialist from the agency will analyze everything in order to understand the right tone and style. Often, they also look at competitors' sites to see what you can do differently.

The technical part is also checked here — do you already have a domain, hosting, other digital tools?

At the end, the brief gathers all the important information. This is the document that guides the entire team.

‍

Resource planning and work schedule

The agency forms a team depending on how complicated the site is. You can have designers, developers, SEO people, project managers, depending on the case.

The work calendar looks something like this, by weeks:

• Weeks 1-2: Research, wireframes
• Weeks 3-4: Visual design, feedback and approval
• Weeks 5-6: Development, programming
• Week 7: Testing, latest optimizations

It also determines the times when you have to give the “ok” on certain phases. If you skip them, you risk not meeting the deadline.

A project manager holds the thread and keeps you updated on progress. You usually have access to a tool where you can see what's been done and what's next.

It also allows “safe” time for any unforeseen changes. It's better than waking up late at the end.

‍

Web development process explained

Developing a website has some clear steps that turn your idea into a functional website. Each stage comes with concrete goals and deliverables, otherwise everything remains at the stage of “it would be cool if...”

‍

Structuring the sitemap and site architecture

The first thing is to make a map of the site. Specialists analyze what you want and put on paper all the pages you need.

The sitemap usually includes pages like home, About Us, services, Kontakt, but you can also add sections such as blog, gallery, testimonials — it depends on the business.

The architecture of the site shows how the pages link to each other. The goal is for people to quickly find what they are looking for, without getting lost in menus.

Special functions are also established: forms, online payments, restricted access zones, what you actually need.

What matters at this stage:

• Full menu structure
• Links between pages
• Special Functionalities
• How content is organized

‍

Visual design and validation with customer

By structure, designers come up with the visual part. Make mockups and prototypes to see what your site might look like, not just imagine.

The visual identity of the company is respected: colors, logo, styles, everything related to the brand. You usually get multiple variations for important pages and you can choose or request adjustments.

Validation is done along the way, not at the end. Every visual detail is discussed and adjusted until you are satisfied.

The steps of visual design:

1. Research on brand and competition
2. Wireframes (skeleton of pages)
3. Color mockups
4. Presentation and feedback from you

‍

Effective development and implementation of functionalities

Programmers enter the scene after the design is nailed down. They write the code and put together all the features you approved.

Start with the basic structure, then add the more complicated ones: forms, payments, integrations with servicesExternal — what you need, practically.

The development is done in pieces, so that it can be tested along the way. Programmers check that everything goes both on the mobile, and on the desktop, and in all kinds of browsers (that otherwise surely something unforeseen appears).

A content management system is also set up, so you can change texts and pictures without depending on anyone technically.

What technologies are used?It depends on how complex the project is. For simple sites it goes HTML, CSS, JavaScript, but if you want something more advanced, PHP, Python or other languages can come into play. Every project is different, honestly.

‍

Testing, feedback and revisions

Before launch, the site is seriously put to the test. Specialists leave nothing to chance: every form, button or link is checked with a critical eye, looking for any escape.

The upload speed is also measured on all kinds of connections, not just the perfect internet from the office. The site should move well, whether you are on the desktop or on the phone, otherwise who else has the patience?

The client gets access to a test version, so that he can also browse everything that has been done. If he sees text mistakes, missing images, or something that doesn't work as expected, he signals quickly.

What is being tested, specifically:

• Forms (do they work or not?)
• Compatibility with different browsers
• Adapting to mobile
• Loading speed
• Data security

The development team fixes everything that comes to light. It keeps adjusting until the site actually ticks all the requirements and standards promised to the customer.

‍

Communication and management of expectations

Good communication and realistic expectations management are, frankly, essential to any collaboration with a web agency. If it is not clear from the beginning who, what and when is doing it, misunderstandings quickly arise and the project can get stuck.

‍

Transparency in the process and checkpoints

A serious agency establishes, from the very beginning, clear points of verification. Without them, everything becomes vague. Design approval, content review, functionality testing — all have their place on the calendar.

The client receives documentation with deadlines, without vague promises. He knows what he will get and when, not just by words.

Key points to check:

• Approval of wireframes and design
• Review of content and images
• Functionality testing
• Final launch

Transparency requires the agency to announce any delay or problem as soon as it arises. Nobody wants unpleasant surprises in the end, right?

The client can see the progress of the project at any time. There are progress reports, usually weekly or biweekly, it depends on how it has been established.

‍

Communication channels and team roles

Typically, every project has an account manager who keeps in touch with the client. He's the man you can turn to when you have questions or want to clarify something.

Who is part of the team:

• Account Manager— coordinate communication
• Designer— takes care of the visual side
• Developer— Implement the functionalities
• SEO Specialist— optimize for Google and the rest

Communication channels are chosen from the beginning. It can be email, phone, project management platforms or even video calls, it depends on what each one prefers.

The communication schedule is clearly set. The customer knows when they receive updates and by what means, without looking at the inbox at random.

Feedback meetings are put on the calendar ahead of time. This is how progress is discussed, doubts are clarified and details are not lost along the way.

‍

Change management and adaptation along the way

Changes occur all the time, it is impossible to avoid them. The important thing is to have a clear process so that nothing is lost along the way.

What kind of changes can occur:

• Text or images to change
• Design changes, colors, fonts
• New Functionality Added
• Restructuring of pages or sections

Each change is analyzed: how long it lasts, what impact it has and how much it costs. The client receives a clear estimate of Additional Costs if that's the case.

Big changes can postpone the release, there is no point in anyone hiding this. The agency announces immediately and, if necessary, comes up with alternative options.

The documentation is updated with each change, so that the thread is not lost and everyone knows what has changed.

Any changes must be clearly approved in writing before they are implemented. It's a safety precaution for both sides, that there should be no discussions afterwards.

‍

Site delivery and post-launch support

After the development is completed, the official handover of the site follows and, as a rule, a training session for the client. Most agencies stay with the customer after launch, with maintenance and updates when needed.

‍

Website delivery and training session

The delivery of the site involves the transfer of all files to the client's server, using secure protocols such as SFTP or FTP. You don't leave anything on sticks or email, everything is organized.

What the client receives when handing over:

• Full source code
• Database plus server settings
• Media files: pictures, videos, documents
• Technical documentation and user guides

The training session usually lasts from one hour to three, depending on the complexity of the site. The technical team shows the client how to edit the content in the admin panel without the need for advanced knowledge.

The client learns to add pages, change texts, upload images. If there are more complex functions (such as user management or traffic reports), a quick demonstration is also done.

The training also covers the security side. The client receives advice for regular backups and security updates so that no unpleasant surprises occur after launch.

‍

Maintenance, updates and subsequent adjustments

Most of the time, agencies provide maintenance packages for 6 or even 12 months. In general, this is where security updates, automatic backups, and site performance monitoring come in — issues you don't really want to ignore.

What kind of support do you get after launch?

• Security updates and plugins
• Weekly or daily backups, depending on the package
• Monitoring for charging time
• Quick fix of minor technical errors

If you need content or design changes, they are charged separately. A simple intervention costs somewhere between 50 and 150 lei per hour, but if it comes to more serious changes in functionality, it must be evaluated separately - there is no universal recipe here.

In the response time chapter, for common problems, you can expect 24-48 hours. If there is an emergency that blocks the site, it usually resolves within 4-6 hours. Sounds decent, right?

Most serious agencies use ticketing systems to keep track of requests. You get regular updates, so never stay in the fog about what's going on with your problem.

For a concrete example of reputation in the industry, you can refer to Sizyce's rating on DesignRush, the industry-leading B2B Marketplace connecting brands with agencies - the leading B2B platform that connects brands with trusted agencies.

‍