Working with a website developer or designer to build or update your website is a key step toward creating a strong online presence for your small business or nonprofit.
Clear and organized communication about the content you provide can make the difference between a smooth, cost-effective project and one delayed by revisions and misunderstandings.
This guide shares the best practices for sending your website copy and materials so your developer can work efficiently and deliver the results you want.
1. Only Send Final, Approved Copy
One of the most important guidelines is to send only final, proofread, and approved copy to your developer or designer. Avoid sending multiple drafts or incomplete versions for review.
When you submit only the copy that is ready to be published, it helps prevent constant revisions and back-and-forth communication. This saves valuable development time and keeps your project on schedule and budget.
Thoroughly proofread and edit your content to catch any typos, grammar errors, or unclear wording before sending it. If there are multiple decision-makers, agree on the final version internally first to avoid last-minute changes after submission.
Your website team relies on you to provide final content that fits into the design and technical framework without needing repeated rewrites.
2. Fit Your Copy to Design Constraints
Your developer and designer work with layouts that have specific space and format requirements. Make sure your copy fits within these constraints before sending it.
For example, headlines may need to be a certain length to work well in banners or menus. Paragraphs should be concise and easy to skim for web readers who often scan rather than read fully.
If content is too long or doesn’t match design specs, the team spends extra time adjusting the layout or asking for revisions. That delays progress and can increase costs. Request guidelines on character limits or sample layouts early in the process to align your content.
3. Share Clear Branding and Style Guidelines
If your organization has brand tone, voice, or style guidelines, share them with your website team at the start. Consistent branding across your website helps present a professional, unified image for your visitors.
Your copy should reflect your brand personality, whether friendly and conversational or formal and authoritative.
Provide examples of preferred word choices, formatting, and how to handle headings, calls to action, and links. This clarity saves time during reviews by preventing confusion or misinterpretation of your brand voice.
4. Organize and Label Your Materials Clearly
When sending files or multiple pieces of content, organization is key. Use clear file naming that indicates the type of content and where it belongs.
For example, “About_Us_Section_Final.docx” is more helpful than “Doc1.txt.” If sending images or other assets along with copy, group them logically in folders and note their usage clearly.
Well-organized submissions make it easier for your website team to find and implement materials correctly without needing clarification. It reduces the risk of mistakes or missing elements on the site.
5. Communicate Special Instructions Directly
If there are any special instructions, context, or specific needs related to your content, communicate them clearly in writing when you send your materials. For instance, if a paragraph highlights a limited-time offer or a button needs a specific link, include these details explicitly.
Clear communication prevents misunderstandings that lead to delays or extra back-and-forth. It also helps the developer or designer understand your goals better, enabling them to deliver a more effective website experience.
6. Use Collaborative Tools
If multiple people on your side or your team collaborates remotely, collaborative tools can make content sharing and feedback easier. Platforms like Google Docs, Notion, or project management tools with commenting features let you finalize copy in one place and keep everyone aligned.
Some website content management systems allow real-time collaboration and version tracking. Using these tools reduces email chains and file version confusion, streamlining the process for everyone.
7. Avoid Last-Minute Content Changes
Try to avoid making content changes at the last minute once your developer or designer has started implementing your materials. Last-minute changes disrupt development flow and cause schedule delays or additional costs.
Plan ahead and stick to deadlines for providing your materials, so the website team can work efficiently. If a change is unavoidable, communicate it promptly and understand it may affect timing and budget.
8. Provide Clear Feedback and Approvals
During review stages, give clear, consolidated feedback rather than scattered or partial comments. Be as specific as possible to avoid confusion.
Once you approve a version, confirm quickly to keep the project moving. Delays in approval hold up development and frustrate everyone involved.
9. Establish and Maintain Realistic Timelines and Budgets
Creating a detailed and achievable project timeline, along with a clearly defined budget, is essential for keeping your website project on track. Break the process into manageable phases—such as planning, design, development, testing, and launch—and assign realistic deadlines to each.
Using project management tools can help visualize these timelines and monitor progress. Maintaining transparency about your budget and revising timelines if necessary prevents surprises and ensures that all stakeholders are aligned on expectations from the start.
10. Encourage Regular Review and Continuous Improvement
Schedule frequent review points throughout the project to evaluate progress, discuss challenges, and gather feedback. Regular check-ins foster open communication, allow for adjustments, and ensure the final product aligns with your goals. \
Use these reviews to refine content, design, or functionalities based on real-time insights. Committing to ongoing review and adaptation even after launch helps ensure your website remains effective, user-focused, and adaptable to future needs.
Final Thoughts
Collaborating effectively with your website team requires clear communication, organized content, and timely feedback.
By adhering to these best practices, you make the process smoother, more efficient, and less costly. Your website will be a stronger reflection of your brand, all delivered on time and within budget.
Remember, your website is a vital asset for your business or nonprofit. The more prepared you are, the better the final result will be. Investing in these best practices now helps ensure your website project is not just completed but successfully empowers your organization for years to come.
