1. Explain the reason and the goal
Write down why the project is happening now. Your offer may have changed, the existing site may be difficult to maintain, or you may be creating your first web presence. Separate the trigger from the desired result: what should someone understand or be able to do on the new website?
Name your main audiences and their typical questions. A short sentence for each group is enough to begin. If several goals compete, mark the most important one. This priority will help shape the pages and guide decisions about additional features.
2. Gather what already exists
Collect your logo, visual guidelines, copy, images and existing printed material. Mark what is current and where usage rights are confirmed. Naming the gaps is useful too: a missing portrait or an unresolved service description can then become part of the plan.
For an existing website, list important pages and functions. What should be kept? Which information is no longer needed? Gather relevant domain, hosting and system information. Share passwords later through a secure method agreed with the people who need access.
3. Outline content and languages
Make an initial list of information visitors need: services, process, work examples, background and contact details. It does not have to be the final navigation. For each item, note who can provide the information and who can approve it.
Name the languages you need and the people who will review translations. Include later updates in each language in your thinking. If you serve different regions, record whether the offer, contact route or content actually changes between them. Avoid creating extra versions without an identified purpose.
4. Describe features as a journey
“We need booking” leaves many questions open. Describe an example instead: a person chooses a service, sees available appointments, enters their details and receives confirmation. Note who handles the booking inside your business, including changes and cancellations.
List existing systems and connections you would like, such as calendars, product management or enquiry handling. Separate essential functions from ideas for later. Identify which ongoing fees, access permissions and operational tasks would come with an integration before treating it as a settled requirement.
5. Make the working constraints visible
Name a preferred launch date and explain its reason. A trade fair creates a different constraint from a general wish to launch in spring. A budget range can help shape a suitable first version; it does not replace an agreed description of the work.
Choose someone to collect feedback. Who approves content, design and publication? Allow time for reviews and account for absences. Feedback is easier to act on when it refers to the agreed goal and arrives as a coordinated set of decisions.
6. Think beyond launch day
Consider which content you want to maintain yourself and where support will be useful. Record questions about training, updates, backups and contact routes. For forms, establish who receives enquiries and what decisions are needed about handling personal information.
Bring these notes to the first conversation. They can become a realistic scope, a list of open tasks and a next step that everyone can review. You do not need to choose the technical solution yet. The first aim is to make the job clear enough to discuss.
The next useful step
Start with one page of notes: your goal, key content, essential functions and open questions. That gives the first conversation enough substance to make the options concrete.
The Pact