We were recently asked to coach a semi-state body as to how to get the best out of a website project. Not an unreasonable question when you consider that there is estimated to be 3 million webpages going up onto the world wide web per day. How do you get value from the time, effort and money invested?
As part of this session we focussed on 'Scope Creep'. To emphasize the point we asked the assembled group to create a specification for a dummy website for a local town. This was their answer;
The website should have the following features.
- A Gallery of images from the area
- A List of Local Businesses
- A List of Tourism Attractions
- A List of Hotels in the area.
- Should meet Web Accesibility Guidelines
- Directions how to get to the Town
- A Total of 20 Web Pages
- Website Counter
- A Contact Us form
- A Map of the area.
- A Site Map
The assembled group were quite pleased with this list, but we then went on to offer our suggestions for a potential website.
- Administrators can access and edit the content online using a password protected logon.
- Access to specific sections of the site can be allocated to specific Administrators.
- Complete new website sections/categories can be created at will by a trained administrator.
- Brochures and documents can be uploaded to the site.
- Viewers can sign up online (to receive 'E Zines/Newsletters' etc).
- Customers can sign a guestbook online (comments do not go live until approved by an Administrator).
- Customers can post a message/ask a question online (Blog/Forum).
- Websites are enabled for display on Mobile Phones.
- Website contains a Customer Database that can be split by category ie
- Web Visitors and or Local People can be contacted via a SMS System.
- Electronic Newsletters (‘E Zines’) can be created and distributed to customers using the Bulk E Mail tool.
- The website can hold listings of local Businesses, The businesses can access their content by password and update it themselves.
- Local Accommodation can be sold online.
- Local Attractions and Activities can be displayed on the site.
- Updated Events and Entertainment from the local tourism authority are displayed on the website.
- Multiple Photo Albums can be created and images uploaded.
- Key images in specific locations on the site can be changed to keep the site looking fresh.
- A Work Rota can be maintained and distributed to staff/volunteers via SMS.
- Situations Vacant and Application Forms can be advertised on the site.
- Website Statistics should be available on a monthly basis.
- It should be possible to create multiple E Mail Addresses.
- It should be possible to display Youttube type Videos online.
- Initial Optimisation of Keywords and Metatags.
- Ability for the Website Administrator to update Keywords and Metatags online.
- Submission of website to Key Search Engines and Directories.
- 4 Days training for the Website Adminsitrator/s spread thoughout the year.
- 4 Days support for the Online Marketing Program ie SMS Distribution, E Zine Creation and Distribution, Google Adwords Management.
- Ability to upgrade the website as new development arise.
The general reaction after due consideration was; 'Yes it would be nice to have these features'. And therin lies the problem. If a website design company had proceeded according to the original specification, as the project proceeded these extra requirements/possibilities, not considered at the start, would have been requested causing the project to 'creep' as the specification altered. leading to debate with the Web Designer as to who pays for these extra requirements.
From a customer perspective there is no easy solution to this problem, as they cannot really be expected to have full in-depth knowledge of web design options. We attempt to overcome this by giving the customer the FULL list of options and getting them to approve which they require. This approach has the advantage of allowing the customer to see just how much is involved in a good website project. It reduces 'Specification Creep' but does not eliminate it, but at least when new requirements do change it is very clear to all parties that this is an ADDITIONAL (hence chargeable) requirement.