Website project plan template: phases, rounds and sign-off, in one document
A free website project plan template for agencies: six phases, the feedback rounds and sign-offs inside each, who owns what, and the dates. Word download or copy it
The HopBack teamOctober 20267 minutes read
Key takeaways
A website project plan is the document that says what gets built, in what order, who approves each stage and by when.
Most templates list the phases and stop.
This one adds the two things that actually decide whether a web project runs late: the number of feedback rounds in each phase, and the sign-off that closes it.
Six phases, each with the same five lines: what is produced, who reviews it, how many rounds of feedback are included, the sign-off that closes the phase, and the date. The rounds and the sign-off are the parts most plans leave out, and they are the parts that stop a project drifting.
Phase
Produces
Rounds included
Closed by
1. Discovery
Brief, sitemap, content inventory
1
Brief approved
2. Design
Wireframes, then visual design
2 wireframe, 3 design
Design approved
3. Content
Copy and assets per page
2
Content approved
4. Build
Staging site
2
Staging approved
5. Launch
Live site, redirects, tracking
1
Launch approved
6. Aftercare
Fixes and the first review
1
Project closed
Three rounds on design and two on the build is the shape most agencies settle on. If your contract says something different, change the numbers; the point is that they are written down before anyone sends a link.
Where feedback happens: one review link per phase, comments pinned to the thing; email is for scheduling only
Phase 1: Discovery
Produces: the brief, the sitemap, a content inventory of what exists and what is new.
Reviewed by: client lead.
Rounds included: one.
Closed by: brief approved, with a name and a date.
Due:
Phase 2: Design
Produces: wireframes for the key pages, then visual design for the same pages, then the remaining pages from the approved system.
Reviewed by: client lead, plus anyone the client lead names; feedback from others goes through the client lead.
Rounds included: two on wireframes, three on visual design. A round is one review link sent and one set of feedback received.
Closed by: design approved. After approval, design changes are a change request, estimated separately.
Due: wireframes , design
Phase 3: Content
Produces: final copy and assets for every page in the sitemap.
Reviewed by: client lead.
Rounds included: two.
Closed by: content approved. Content that arrives after this date moves the launch date by the same number of days.
Due:
Phase 4: Build
Produces: the site on a staging link, every page, every form working.
Reviewed by: the agency first (the technical pass: links, forms, widths, browsers, speed), then the client lead (the content pass: words, images, order, calls to action).
Rounds included: two client rounds on staging.
Closed by: staging approved.
Due:
Phase 5: Launch
Produces: the live site, redirects from old URLs, analytics and search console verified, forms tested live.
Reviewed by: client lead, same day.
Rounds included: one, for launch-day fixes only.
Closed by: launch approved.
Launch date:
Phase 6: Aftercare
Produces: fixes raised in the first two weeks, and a 30-day review of analytics and search.
Rounds included: one.
Closed by: project closed; ongoing work moves to a retainer or a new quote.
Due:
Rules we both agree to
One person on each side approves. Other people can comment; the two leads decide.
Feedback goes on the review link, pinned to the thing it is about. Email is for scheduling.
A round is a round. Feedback that arrives after a round closes goes into the next round or a change request.
Approval is recorded with a name and a date, and it is final for that phase.
A missed feedback deadline moves the launch date by the same number of days.
How to use it
Fill in the dates backwards from launch. Put the launch date in first, then work back: aftercare after it, build before it, content before build, design before content. Most dates that slip were set forwards from today.
Agree the rounds before the first link goes out. The number of rounds is a contract term, not a hope. Say it out loud in the kick-off and put it in the plan.
Name the one approver. The template has a line for the client lead because projects with three approvers have no approver.
Send each phase as one review link. Everyone comments on the same thing, every comment is pinned to what it is about, and when the lead approves, the phase is done.
Keep the rules section. It is short and it is the part the client will thank you for in week six.
How HopBack handles this
HopBack is built around the same shape as this plan. Set the number of rounds on a review and the client sees Round 2 of 3 on the link. Set a deadline and HopBack sends the reminders. When the client finishes, they approve, and HopBack records the name and the time. The plan says what will happen; the review link makes it happen.
How many revision rounds should a website project include?
Three on design and two on the build is the most common shape. One round is usually too few for a client to feel heard; more than three means the brief was not right. Write the number into the plan and the contract.
What is the difference between a website project plan and a proposal?
The proposal sells the project and sets the price. The plan runs it: phases, dates, who approves what, how many rounds. The plan is agreed after the proposal is signed, usually at kick-off.
Should the client sign the project plan?
Yes, or at least approve it in writing. Phase 1 closes with the brief approved, and the plan is part of the brief.
What happens when content is late?
Rule 5: the launch moves by the same number of days. Saying it in the plan means it is not a surprise when it happens.
Is there a Google Docs version?
Download the Word file and open it in Google Docs with File, then Open, then Upload. The formatting is plain so it survives the trip.