A great website is a powerful sales engine that can generate leads, nurture prospects and close deals. Every high-performing website starts with a project that’s planned, executed and refined.
Without a solid process, even the most creative designs can be derailed by missed deadlines, scope creep and budget overruns. That’s why effective web design project management is essential.
This guide outlines how to manage a web design project effectively, covering everything from initial planning to selecting the right software to ensure projects stay on track and deliver results.
What is web design project management?
Web design project management is the process of planning, executing and overseeing all the elements of a website build. It involves coordinating teams, managing client expectations and ensuring the final product meets its strategic goals.
Think of it as the operational backbone that supports the creative process. While designers focus on visual hierarchy and user experience, the project manager ensures the work aligns with the client’s business objectives.
Effective project management is strategic at its core. It anticipates risks before they become problems and ensures a successful outcome. Attention to detail is crucial in web design, as this NAU’s (Northern Arizona University) study found that 79% of customers will leave for another site if their expectations aren’t met, and 88% won’t return after a bad user experience.
Key takeaways for web design project management
- Effective project management is the essential foundation for turning creative web designs into a successful sales engine that delivers results on time and within budget.
- The Project Manager acts as the critical link between the client's vision and the technical execution, using a structured five-phase approach (Discovery to Launch) to maintain project focus and accountability.
- Integrating Pipedrive with project management tools is vital, as it transforms project delivery into a continuous sales strategy by connecting milestones directly to pipeline tracking and revenue forecasting.
The role of the web design project manager
The web design project manager is the central point of contact for the project. This person is responsible for its success, from the initial client call to the final launch.
A great web design project manager doesn’t just track tasks – they empower the team. They clear roadblocks, translate client feedback into actionable technical requirements and maintain a holistic view of the project’s health.
Web design project managers are the bridge between the client’s vision and the development team’s execution, ensuring both sides are aligned and working toward the same goal.
Note: Research from the Project Management Institute shows that organizations with mature project management practices meet their goals 2.5 times more often and waste 13 times less money than those without, a difference that can make or break a high-stakes website launch.
How to manage a web design project
Successfully managing a web design project requires a structured approach. Breaking the process into distinct phases makes it more manageable and ensures critical steps aren’t missed.
Discovery and planning. This is the most critical phase. Before any code is written, you must understand the “why” behind the project. The planning phase focuses on defining goals, identifying the target audience and establishing key performance indicators (KPIs). The primary output is a detailed project brief that acts as the north star for the project.
Design and prototyping. With a clear plan, the design team can begin its work. The design phase starts with wireframes to establish the site’s structure. Once approved, the team creates high-fidelity mockups and often an interactive prototype. This feedback loop saves significant time and resources later on.
Development and content integration. Here, the approved designs are turned into a functional website. The development team builds the front-end and back-end while content creators integrate text, images and videos. This phase requires tight collaboration to ensure everything fits together seamlessly.
Testing and quality assurance (QA). Before going live, the website must be rigorously tested. The QA team checks for bugs, browser compatibility issues and broken links across various devices. This phase is essential for ensuring a polished, professional final product.
Launch and post-launch review. After final approval, the site goes live, but the project doesn’t end there. A post-launch review is conducted to analyze successes and challenges, providing valuable lessons for future work.
“Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.” - Joy Gumz, Director of Project Auditors LLC
Using a web design project management template
To standardize this process, many teams use a project management template. A template acts as a checklist and framework, ensuring consistency and preventing key details from falling through the cracks.
Here is a simple table outlining what a basic template might include:
Phase | Key Deliverable | Primary Stakeholders |
Discovery and planning | Project brief and scope of work | Client, Project Manager, Sales |
Design and prototyping | Approved mockups and prototype | Client, Project Manager, Designers |
Development | Functional staging site | Project Manager, Developers |
Testing and QA | Bug report and QA sign-off | Project Manager, QA Team, Client |
Launch and review | Live website and project post-mortem | All stakeholders |
Using a template like this provides a clear roadmap that can be shared with the client, setting clear expectations from the launch of the project.
The importance of web design project management software
While a template outlines the scope and requirements, web design project management software keeps execution on track. Relying on scattered emails and spreadsheets risks missed deadlines, scope creep and costly miscommunication.
Modern platforms centralize everything, giving your team and clients one source of truth:
Task management. Assign tasks to team members, set deadlines and track progress in real-time with tools like Asana, ClickUp or Trello.
Collaboration. Keep all communication, files and feedback in one place using platforms such as Basecamp or Slack (integrated with your project tool).
Resource planning. Allocate team members’ time efficiently with scheduling and workload tools like Teamwork or Wrike.
Client visibility. Offer a portal where clients can track progress, approve deliverables and provide input using solutions like Notion or Teamwork Desk.
CRM integration. Connect your project tool with a customer relationship management (CRM) like Pipedrive to keep sales and delivery in sync, track every client interaction and create a seamless handoff from signed deal to completed project.
Choosing the right web design project management software goes beyond operational choices. It shapes client experience, team productivity and your ability to turn projects into long term revenue.
Key skills for a web design project manager
An exceptional web design project manager goes beyond simply coordinating tasks. They boost revenue and client satisfaction by blending strategic planning, relationship building and technical expertise to guarantee successful project outcomes and foster business expansion.
Effective communication is crucial. Project managers have to clearly explain the benefits, manage expectations and offer helpful input to keep clients involved and reassured throughout the process.
Within a company, project managers coordinate designers, developers and sales teams to ensure that every outcome serves both the client’s objectives and the organization’s business objectives.
Effective organization is crucial for maintaining a steady flow of successful project deliveries. Successfully handling various projects, adhering to timelines and managing stakeholders demands a structured approach and the ability to prioritize tasks.
As Woody Williams warns, “No matter how good the team or how efficient the methodology, if we’re not solving the right problem, the project fails.”
Having both technical expertise and strong leadership skills is essential in completing one’s skill set. Although coding may not be a requirement, having a grasp of web technologies is beneficial in bridging the divide between client requirements and the practicalities of development.
Why Pipedrive is essential for web design project management
Managing a web design project doesn’t stop at delivering the site – it’s part of a larger sales process. Pipedrive provides the tools to connect project delivery with customer relationship management, ensuring every stage is organized, transparent and tied to revenue goals.
Pipedrive’s pipeline management feature lets you map project phases directly into deal stages, such as discovery, design, development, testing and launch – making it easier to track where each project stands and what needs attention.
Custom fields and labels allow you to capture important project details, from client preferences to required integrations, ensuring nothing gets lost between design reviews and development handoffs.
Activity scheduling and reminders keep deadlines visible for both internal teams and clients, reducing delays and helping projects stay on track. You can also log all communication, approvals and scope changes in one place.
With reporting and forecasting tools, you can see which lead sources produce the most profitable projects, predict revenue based on your current pipeline and spot upsell opportunities. By centralizing this data, Pipedrive turns well-managed projects into long-term client relationships and repeat business.
Final thoughts
Web design project management means juggling timelines, tools and team input to deliver results that support real business objectives. A structured process – supported by the right tools – transforms creative work into a predictable and profitable service.
When paired with a CRM like Pipedrive, project management becomes part of a broader sales strategy. Every task, milestone and client interaction feeds into a system that not only ensures delivery but also strengthens relationships and opens the door to future opportunities.
The outcome is consistent client satisfaction, higher efficiency and a clear link between creative output and revenue growth. That’s what turns a successful website launch into long-term business success.
