From Chaos to Control: Helping a Web Agency Owner

A week ago I was approached by a Web Agency Owner.

Hardly any project ran smoothly for him.

The deadlines were almost never met.

And his clients were never happy with the results.

Everything was below average.

I scheduled a call with the owner and quickly realized what the problem was.

-> The agency did not really have a clear project outline.

They had a vague idea of what needed to be done before the start of the project.

-> The clients were always delayed in giving them information or feedback on time.

And that played a huge role in the project delivery.

-> The agency wanted to guarantee the quality of the websites delivered and meet agreed-upon deadlines.

They needed to have clear timelines and milestones to manage client expectations and internal workflows.

We understood what needed to be done.

(1) Clear Project Scope

We first drafted detailed project scope clauses that specified all features, functionalities, and design requirements of the websites.

We also included a process for handling change requests.

This was to ensure that any additions or modifications to the project scope were documented and agreed upon.

And on the side, adjustments to the timeline and budget were made.

(2) Client Responsibilities

We also outlined client responsibilities, including providing timely information, feedback, and approvals.

Added clauses specifying deadlines for client deliverables and responses to ensure accountability.

Included provisions for pausing the project if clients failed to meet their responsibilities, with potential additional costs for extended timelines.

(3) Quality and Timely Delivery

We set a detailed project timeline with milestones and deliverables to track progress and ensure timely completion.

We included quality assurance clauses to ensure the websites met the agency’s high standards before delivery.

Added a clause for final acceptance, giving clients a specified period to review the website and request any necessary adjustments.

(4) Payment Terms and Milestones

We defined a clear payment structure, including upfront deposits, milestone-based payments, and the final payment upon project completion.

We also added invoicing procedures and deadlines to ensure timely payments from clients.

(5) Confidentiality and IP Protection

Included confidentiality clauses to protect proprietary information and client data.

Clearly defined the ownership of the website and related assets, ensuring the agency retained ownership of its proprietary tools and libraries used in development.

(6) Dispute Resolution and Termination

We outlined the conditions under which the contract could be terminated by either party, including notice periods.

We also included a dispute resolution clause specifying mediation or arbitration as the preferred method for resolving conflicts.

At the end of it all, the agency owner had a contract that gave him more control.

Control over the project outcome and project delivery.

Control over the quality of the project.

And overall control over his client's expectations of him.

Are you also in a similar boat?

Do you have full control over how the project plays out in the end?

If not, then consider updating your contracts.

If you need my help with it, just like how I helped the agency owner, then reply to this email.

And I will send you steps on how we can work together.

Talk to you soon!

-- Akhil Mishra