Introduction:
In this blog post, I’m going to walk you through the entire standard operating procedure (SOP) that my web development and design agency uses to manage and fulfill projects. I’ve previously shared some insights on about how we operate, many people have messaged me and expressed interest in seeing the behind-the-scenes SOPs.
No hidden agendas – just sharing knowledge.
Sales and Onboarding Process:
Sales: I handle all sales, bringing in clients by understanding their needs and selling them on our services.
Onboarding: Once a client is secured, they receive an onboarding form via JotForm. This form captures essential business details like services offered, unique selling points, and operational areas.
Here’s what the form includes:
- Business description, unique aspects, and customer journey specifics.
- Service checklists tailored to the client’s industry (e.g. residential vs. commercial services).
- Information on discounts, financing options, trust badges, and key messages.
Project Management and Execution:
- Project Manager Role: My virtual assistance, oversees client communication and ensures the SOP is followed meticulously using Notion for project tracking.
- Content Creation: After onboarding, we create a dedicated Google Drive folder for each client. Here, we draft the website content using ChatVTT (Our own custom AI agent) for articulation but based on the client’s input from the onboarding form.
Design and Development:
- Design Brief: The content and design brief are merged into a single document, providing clear instructions and examples for the UI designer.
- Design Examples: We show quality benchmarks but emphasise not to copy, just to inspire.
- Wireframe: A pre-created wireframe blueprint ensures design consistency and conversion optimisation.
- Development: Once the design is approved, developers turn the design into a live site using Bricksbuilder.io. We aim for pixel-perfect replication with a low initial investment in design, which allows us to commit to projects with minimal risk.
Quality Assurance and SEO:
- QA Sweep: Before going live, we conduct a quality assurance check, although our current checklist is still evolving.
- SEO: Basic on-page and technical SEO is outsourced for around $500-$800, covering all pages of the site to enhance visibility.
Launch and Off-boarding:
- Launch: After final approvals, the site goes live.
- Payment Structure: Payments are structured with as much upfront as possible, followed by monthly instalments.
Tools and Outsourcing:
- Software: We use TimeDoctor for tracking developer hours, ensuring productivity and accountability.
- Outsourcing: Designers and developers are often sourced from our own network and design communities.
Conclusion:
This SOP has been instrumental in scaling our agency while maintaining quality and client satisfaction. I hope this insight helps you in your own ventures or inspires you to think about how you can standardise your processes. Feel free to follow me on Instagram @TeamVletto for more updates and insights into running a web design agency.
Note: Remember, these procedures might not fit every agency, but they’ve worked for us, and can be adapted to various industries.
