When you’re managing a WordPress project, your role is to keep the client happy, keep the developer productive, and ensure no details get lost between them. The developer should never have direct client contact – you’re the single point of communication.

Phase 1: Project Kickoff

Goal: Understand the client’s needs and set the foundation.

1. Clarify the Reason for Building the Website
   1. Ask: Why do you want this website? What problem should it solve? Example answers could be: brand visibility, selling products, building a portfolio, event promotion.
   2. Ask for Sample Sites: Request 3–5 sample websites they like.
   3. Ask why they like each one (layout, colors, features, speed, etc.).

Phase 2: Theme Selection

Goal: Help client choose a suitable design direction.

1. Brief the Developer: Share the client’s reason for building the site and the sample links.
2. Ask the developer to suggest and share 5 suitable WordPress themes that align with the client’s request with you.
3. Share WordPress theme options with Client. Present the developer’s 5 themes to the client.
4. Provide pros and cons for each (cost, customization flexibility, etc.)
5. Ask the client to choose their preferred theme, just one. Ask why they chose the theme, so that the developer can stay as close as possible to their preference.
   1. If the client does not like the theme options provided by the developer,
      1. apologize to the client,
      2. ask for more clarity from the client and
      3. ask the developer to share more theme options using the client’s feedback as a guide.
6. Confirm Payment Before Starting
   1. Request 70% upfront payment before any work begins.
   2. Send an invoice and confirm payment received.

Phase 3: Template Setup & Content Gathering

Goal: Get the site structure ready and collect content.

1. Create a content checklist using google sheets, google docs and google drive.
2. Request content from client. Content should be based on the selected theme’s layout. This includes text, images, videos, and other media for each page.
3. Client shares branding media and content – logo, brand colors, preferred font, list of pages.
4. Share the chosen template with the developer and ask that the theme be setup for the project.
5. Developer installs the theme and sets up basic site structure (menu, placeholder pages).
6. Client starts to share content based on the content checklist
7. Share the link to the collated content with the developer with a guide on how to navigate the content
8. Developer shares the link to the staging environment with the theme setup with you.

Phase 4: Review & Adjustments

Goal: Align with client expectations before launch.

1. Share the staging link with the client: Ask for feedback in one consolidated email/document to avoid endless back-and-forth.
2. Coordinate Revisions with Developer: Summarize changes clearly for the developer.
3. Track adjustments until the client is satisfied.

Phase 5: Go Live

Goal: Launch smoothly and close the project properly.

1. Request Client Approval for Go Live: Get a written confirmation before pushing to live.
2. Go Live: Developer migrates the site from staging to live environment.
3. Confirm all links, forms, and features work as expected.
4. Prepare Project Documentation Include:
   1. Admin login details
   2. Hosting and domain info
   3. Instructions for basic updates
   4. Theme license keys (if purchased)
5. Final Payment
   1. Request the remaining 30% balance once the site is live and approved.

Pro Tip:

Keep all communication documented — emails, shared drives, content links, feedback notes — so you can trace decisions if questions arise later.