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Website Redesign: Are you planning to succeed or succeeding to fail? It all starts with your RFP.
The document emphasizes the importance of a well-prepared Request for Proposal (RFP) for successful website redesign projects. Key elements include thorough preparation, resource allocation, and clear goal definition, while offering practical tips and criteria for selecting the right vendors. It concludes by highlighting the ongoing nature of website management and the necessity of strategic planning beyond the RFP process.
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Website Redesign: Are you planning to succeed or succeeding to fail? It all starts with your RFP.
- 1. Website Redesign: Are youplanning to succeed or succeeding to fail? It all starts with your RFP. Raleigh, NC May 7, 2014 #DMFBRFP David Minton & Stephen Pashby, DesignHammer
- 2. Slide 2 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Building smarter websites since 2001.
- 3. Slide 3 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Who are you?
- 4. Slide 4 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Your experience with RFPs? •Ready to do first? •Have done one? •Have done many?
- 5. Slide 5 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Overview •Part 1: Preparation •Part 2: Resource allocation •Part 3: RFP elements •Tips & Tricks
- 6. Slide 6 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Part 1: Preparation IMAGE: WIKI COMMONS
- 7. Slide 7 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Planning for success •Create a short list •Know your audience •Identify goals •Define success •Define budget range •Determine timeframe
- 8. Slide 8 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Create a short listCreate a short list IMAGE: WIKI COMMONS
- 9. Slide 9 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. How to find your people •Order takers vs. partners •Get referrals •Meet in person •Ask & listen •Consider an RFI •Identify priorities
- 10. Slide 10 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Know your audienceKnow your audience IMAGE: WIKI COMMONS
- 11. Slide 11 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. What does your audience want? •Internet/tech savvy? •Demographics •What do your users want from you? •Why will they choose you over another business? •What do you want from them?
- 12. Slide 12 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Identify goals:Identify goals: strategy vs tacticsstrategy vs tactics IMAGE: WIKI COMMONS
- 13. Slide 13 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. How to identify goals •What are your business goals? •What are goals for your website that will support your business goals? •SMART goals •Strategy vs. tactics •Remember ROI
- 14. Slide 14 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tactics •Focus on user interaction •Measureable •Should follow from goals •Remember ROI •Don’t be trendy
- 15. Slide 15 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Define successDefine success IMAGE: HUFFINGTON POST
- 16. Slide 16 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Imagine the end result •Be specific •Think in terms of supporting your bottom line •How will you measure success? •Minimal viable product, iterative releases
- 17. Slide 17 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Possible metrics •Page views & visits •Lead capture •Online orders •Sharing
- 18. Slide 18 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Selection •Clearly define goals •Define metrics for success •Don’t lose sight of users’ needs •Plan for user feedback to influence later development phases
- 19. Slide 19 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Define budget rangeDefine budget range
- 20. Slide 20 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. IMAGE: Openphoto.net
- 21. Slide 21 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Size of budget affects: •Technological approach •Level of customization •Level of integration •Ability to plan for future expansion
- 22. Slide 22 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Budget factors: •Do you have a budget? •Total cost of ownership •If not paying cash, opportunity costs •Flexibility of budget/schedule/scope •How you measure success
- 23. Slide 23 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Budgets •Projects always cost more than expected — plan around priority 1 needs. •Indicate who created your current website, as well as the development cost, and annual maintenance.
- 24. Slide 24 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. ScheduleSchedule
- 25. Slide 25 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. IMAGE: WIKI COMMONS
- 26. Slide 26 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Plan time for •Deployment •Design, Development •Planning content/data migration •Selection process •Submission process •Creating your short list
- 27. Slide 27 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Schedules •Allow enough time to review and compare your short list people •If you think you have set aside enough time, you probably haven’t •Projects often take 2x3 times longer than you think they should
- 28. Slide 28 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Part 2: ResourcePart 2: Resource AllocationAllocation
- 29. Slide 29 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Your choices •You •Staff members •Volunteers/interns •Freelance/individuals •Agencies/firms
- 30. Slide 30 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP.
- 31. Slide 31 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. You Pros •No additional cost •Readily available Cons •Opportunity cost •Do you have the necessary skills?
- 32. Slide 32 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Staff Pros •No additional cost •Readily available Cons •Opportunity cost •Less scalable than freelance or agency
- 33. Slide 33 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Volunteers/interns Pros •Free or cheap •Augment internal capabilities Cons •Less stable than freelance or agency •Less scalable than freelance or agency
- 34. Slide 34 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Freelance/individuals Pros •Less expensive than agency •Augment internal capabilities Cons •Less stable than agency or firm •Less scalable than agency or firm
- 35. Slide 35 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Agencies/firms Pros •Stability •Technical capabilities •Scalability Cons •Most expensive
- 36. Slide 36 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Who runs the project?
- 37. Slide 37 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Project management •Improves efficiency •Lowers costs •Reduces chance of failure •Improves chance of success
- 38. Slide 38 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Management •More decision makers lead to longer and more expensive projects! •Provide single points of contact for project production workers.
- 39. Slide 39 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP.
- 40. Slide 40 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. RFP Process •Writing an RFP •Selecting firms to approach •Comparing vendors
- 41. Slide 41 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. IMAGE: WIKI COMMONS
- 42. Slide 42 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Vendor information Without real information, responses are just a guess.
- 43. Slide 43 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Vendors need to know •Functionality •Constraints •Schedule •Budget •Decision making criteria
- 44. Slide 44 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Functionality •Specific functionality •Public vs. private content •Third party integration •“Must haves” vs.“Nice to haves”
- 45. Slide 45 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Constraints •Technology requirements •Hosting requirements •Security requirements •Organizational requirements
- 46. Slide 46 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Schedule •Timeline for selection process •Desired start date •Desired launch date
- 47. Slide 47 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Budget •Without a target budget, firms will guess •What is minimum feature set for budget? •If you don’t know your budget, you aren’t ready for an RFP, go for an RFI instead
- 48. Slide 48 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Selection criteria •Price? •Schedule? •Technical experience? •Samples of similar work? •Company infrastructure? •Geographic location of vendor?
- 49. Slide 49 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. IMAGE: WIKI COMMONS
- 50. Slide 50 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Some questions for vendors •Sample of past projects •Minimum/average project budgets •Do you subcontract, if so why? •Design & development philosophy •Technological capabilities •Capacity •References
- 51. Slide 51 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Qualification •Schedule initial calls or meetings to allow both you and the vendors to pre-qualify each other. •If you openly publish your RFP, don’t be surprised by the number of responses you receive.
- 52. Slide 52 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Qualification •Limit the length. Saves you and the vendors significant time and effort. •Ask specific questions to better compare vendors. •Effort required to respond to your RFP should be commensurate with your budget.
- 53. Slide 53 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP.
- 54. Slide 54 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Which ones? •Ask your peers •Attend conferences (like DMFB) •Do web searches •Review your competitors’ websites
- 55. Slide 55 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. How many? •Does your organization have a minimum bidding requirement? •Ideally 3–5 •If really unsure, consider Request for Information (RFI) to narrow number
- 56. Slide 56 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Compare vendors •Review proposals with vendors through meetings or calls •Ask for an apples-to-apples comparison if vendor proposals do not line up •Everything is negotiable
- 57. Slide 57 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Selection •Indicate what type of vendor created the current website. •Was the current vendor invited to submit an RFP response? •Why are you seeking a new vendor?
- 58. Slide 58 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Selection •How many vendors have been invited to respond? What types of vendors? •Most professionals will not provide spec work, but you should ask for samples and/or portfolio.
- 59. Slide 59 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Tips: Selection •You want to select the vendor most qualified to successfully complete the project, not most qualified to win the account!
- 60. Slide 60 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. It Doesn’t End HereIt Doesn’t End Here No website lasts forever.No website lasts forever.
- 61. Slide 61 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Conclusion •Planning is essential •Understand the pros and cons of resources •Make the most of RFP process
- 62. Slide 62 ARE YOUPLANNING TO SUCCEED OR SUCCEEDING TO FAIL? IT ALL STARTS WITH YOUR RFP. Thanks! @designhammer @dh_david @dh_stephen