6 Easy Steps to Working with Web Companies

Your boss just told you it’s time to overhaul the organization’s Website. Overcome with excitement, your head becomes flurried with ideas. What can you do with the colors? The layout? How to revamp the content? Then you realize you’re only one person, a person whose workload is already too heavy – and forget about hiring an assistant or working overtime. Solution: You need to hire a Web company.

Step 1: Getting Prepared
Selecting a Web company to partner with for your organization’s Website design or redesign should be as important as selecting the location where you would build your home, or the builder that would be responsible for actually building your home. This, of course, requires not only research on Web companies that are able to serve your needs, but research into what those needs are. Before you call, email, or even visit a Web company’s site, you should know the following basic information:

1. What is the goal and purpose of your site?

2. What is your budget? If you do not have a set budget, a ceiling budget would be a good place to start.

3. How quickly do you need the site completed?

4. Who are your target demographics and audience?

5. What special or required features will your site need?

6. Does your organization have a hosting server or will you need one?

7. Does the site need to be database-driven? (Do you need to update your site often?)

8. Do you want the requested information to be supplied to you in a specific format or to include specific details such as references, suggested technologies, etc.?

Once you’ve collected this information, you may consider issuing a formal RFP (request for proposal), depending on the depth of your organization’s needs. An RFP will require greater depth and research on your part, but if you’re only interested in getting the ball rolling, the above information should be a good start.

Step 2: Finding Web Companies
Data in hand, you’re ready to start reviewing Web companies that can meet your needs. Knowing where to start can be a challenge of its own. Below, we have gathered some information on places you might start:

1. Google, Yahoo! & Overture

   The best place to start would simply be search engines and directories such as Google, Yahoo!, and Overture. You can run a simple search such as “Web design,” or be more specific such as “Web design Maryland,” or “Non-profit Web design.” These terms will return plenty of results.

2. Chamber of Commerce

   Contact your local Chamber of Commerce to see if it includes Web design and development firms as members, or if it can offer recommendations.

3. Word of Mouth

   Think of a site out there that you admire and check it for a “design by” or “site by” mark. This will, of course, let you know which Web company designed and developed the site. If the “design by” or “site by” mark is not readily visible, call the site’s owners and ask who they used.

Step 3: Narrowing the List
So now you have your data in-hand and you’ve found some Web companies that seem to be a good fit. Now it’s time to narrow the list down. Where will you actually distribute your information or RFP? Selecting these Web companies can be simple or complex. Check to see if your organization has requirements or financial set-asides, such as a need for woman-owned businesses or Web companies in a specific geographical location. Here we have listed some tips on what to look for when narrowing down your list of possible Web companies:

1. Does their site look and feel professionally developed? Are you able to navigate easily and find contact information? If not, chances are these folks are not the best to hire to design your site.

2. Do they work with organizations in your specific issue or focus? There are companies that specialize in working exclusively with issue-based non-profits and corporations. Finding a company that matches your organization’s outlook and goals can help with a smooth relationship and make the work less taxing and more enjoyable.

3. Look through the company portfolio to see if you like the look and feel of the sites they have designed and developed. If you answer yes to this, it sounds like you may have found a good fit and it is time to submit your request.

4. Limit the number of Web companies to which you distribute your request, as you (the already busy employee) won’t have time to give 10 proposals equal and due consideration. I suggest you distribute your request to 3-5 companies and that you give these companies at least 15-30 days from request to delivery of the proposal. And it is always nice if you can be available for pre-proposal questions and answers by email. Remember: No matter how detailed you try to be, someone will always have questions.

Step 4: Reviewing the Proposal
Depending on the size of your organization, you may have a proposal or vendor grading scale in place. I am not married to having or not having one, as I believe a proposal is much like the person or company writing it and will vary greatly. I feel the best policy, when it comes to reviewing a proposal, is much the same as reviewing an individual resume. Below I have listed some of what I look for:

1. Did the proposal address your specific project or was it too vague and scripted?

2. Did the proposal read as if the company really understood your project? Did they incorporate items specific to your proposal?

3. Did they address each of the required items from your request or RFP?

Not sure who to hire? Invite the top three companies to meet with you in person or be included in a teleconference. This should do the trick.

Step 5: Making a Selection
Making a selection is a hard process and, depending on your earlier decisions, could be based on cost, grading, or a number of mitigating factors. The best advice I can give you in selecting a vendor is to look for three key things:

1. Did you feel connected to anything in their portfolio or proposal? If you like the look and feel of their work, chances are you’re going to be happy with what they do for your organization.

2. When speaking or meeting in person, did you connect? You have to work with this vendor for the next 2-6 months; it is important that you have a solid connection and feel that the vendor either can meet you head-on or, when applicable, lead you through the process.

3. Don’t be a penny pincher! From Websites to the home we live in, we get what we pay for, but we all live in the “now” era. When looking for a Web company, keep the following in mind:

   
   You can’t have your cake and eat it too!

Good + Fast

If you want it GOOD + FAST (which is what most people want!) you will pay a premium price.

Good + Cheap

If you want GOOD + CHEAP, you will be working on the project for a good deal of time to come.

Fast + Cheap

If you want FAST + CHEAP, you run the risk of a spotty site that hurts your organization more than it helps. Don't just throw something on the Web because you think you have to.

Slow down and take your time. If you seek quality Web companies, you can find a way to get as much of all three angles as possible. It is also very important that you say thank you and notify the non-selected Web companies, as much time and energy went into each proposal.

Step 6: Being Realistic
Many companies and organizations I encounter suffer from what I call the “field of dreams” complex. This is all based on the theory “if you build it, they will come”. A website is only one component of your marketing or membership strategy. You need to market it, put that URL on every postcard and flyer you send out, and drive potential members to your site so they can learn about your organization. In helping you be realistic about the Web process I have a few more tips and tidbits to pass on:

• Set goals: What will this new site accomplish?

• Set limitations: What will this new site not accomplish?

• If our organization does not have funds set aside for all our bells and whistles, can we stagger this into a phased approach?

• What amount of time can our staff allocate to this project?

• Is this the right time for our organization to undertake a Web project?

I wish you the very best in your Web endeavor.

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