A Survivor's Guide to Budgeting Development Projects for Agencies

Or how creative agencies can master the art of scoping development projects (without losing their minds). “Trying to manage a development budget is like trying to keep a cat in a bathtub: it's messy, chaotic, and you’re probably going to get scratched.” - Someone (probably)

While this may not be an actual quote, I’m sure someone somewhere has come to that conclusion and made a similar (if not exact) statement.? I know I’m not the first person to struggle with this, and I certainly don’t have all the answers, but I’ve assembled some pro-tips below, from lessons that I’ve learned the hard way, so you, my agency friends, don’t have to.

Development projects, am I right? Who doesn’t love the mix of creativity, innovation and financial anxiety? As a creative agency, you may feel that the world of web development and tech jargon is just waiting to throw you off your normally perfect game. Here are 8 pro-tips (from experience) to ensure that you can handle any project that comes your way without blowing the budget.

Pro-tip #1: Set Clear Goals and Prioritize (a.k.a. Know What You Want Before You Ask for It)

Before you even think about talking to a developer, figure out what you want. Is the end game to create a sleek new website, making use of contemporary technology or are you just trying to make sure that the current infrastructure doesn’t crash under the weight of your creative genius?? These are two completely different projects at two different price points and knowing how to articulate this will ensure that you and your dev team are on the same page from scoping through launch. Clear goals are your North Star. Prioritize them like you would a dessert menu – go for the showstoppers first and leave the “nice-to-haves” for when and if there is room.

Pro-tip #2 Conduct Thorough Research (or How Not to Sound Like a Tech Dinosaur)

Admit it, tech talk can sometimes make you feel like you’ve wandered into a nerd convention. As an aspiring nerd myself, I can tell you that a little research is your ticket in and you don’t need to speak fluent developer to do this. “Hey Chat GPT: What CMS are the cool kids using these days?” At least this way, when the techies start talking, you won’t just nod along like you’re in a foreign film without subtitles. A little knowledge can go a long way to ensure that you are speaking a common language (no subtitles needed!)

Pro-tip #3 Embrace Flexibility (Because Things Will Go Wrong)

Remember Murphy’s Law? It’s alive and well in development projects - in fact it thrives there. Plan for flexibility like you plan for a Monday morning – expect chaos. Budget for the unexpected, because something will inevitably go sideways. Think of it as budgeting for a vacation: you hope for the best, but you pack an extra swimsuit just in case. Building contingencies into your budget will help you not lose your shorts when the inevitable happens.?

Pro-tip #4 Adopt a Lean Approach (Keep It Simple)

Simplicity is your best friend. Adopt a lean approach to your projects – think minimalism but for tech. Strip down the project to bare the essentials, cut out the fluff, and focus on what really matters. That idea for logo animation that inspired you in the middle of the night is only inspired so long as the basics are all in place, websites are not only a great tool to showcase your creative chops, they have an important job to do - make sure your budget is being allocated in the right places.? First the cake, then the icing.

Pro-tip #5 Invest in Talent (a.k.a. Your Tech Sherpas)

You need a solid team to navigate this tech jungle. Hire people who know their stuff and can translate developer speak into plain English. A great team is like having a GPS in a maze – they’ll guide you through the twists and turns without getting you lost. Plus, they’ll save you from making those embarrassing tech faux pas and ensure you are asking all the right questions.

Pro-tip #6 Leverage Technology Wisely (or Don’t Fall for Every Shiny Thing)

Technology is a lot like fashion – trends come and go, but some classics always stay in style. Don’t get distracted by the latest tech fads. Focus on future-proof tools and technologies that offer real value to your project. It’s like buying a good pair of jeans – they might cost more upfront, but they’ll last longer and fit better.

Pro-tip #7 Monitor and Adjust (Because Plans Are Made to Be Changed)

Budgeting isn’t a set-it-and-forget-it task. Keep an eye on your progress and compare it to your budget, and be ready to make adjustments. A little fluctuation is normal, but you don’t want to wake up one day and realize you’re way off track. Regular PM check-ins can prevent a budget disaster.?

Pro-tip #8 Cultivate Transparency and Communication (or How to Avoid Awkward Budget Talks)

Scope change. Feel that shiver? Two words that agencies and clients alike dread hearing. Take away the stigma by keeping everyone in the loop and managing late-in-the-game requests. Transparency and open communication about impact to time and budget are key to managing expectations and avoiding nasty surprises. Share your budget plans, track utilization openly, and encourage feedback from the team at every step. It’s like a group project in school – everyone needs to know what’s going on to avoid a last-minute scramble to make sure all the pieces fit together.

All this to say that navigating the world of web development projects as a creative agency doesn’t have to be a thing of nightmares. With clear goals, thorough research, flexibility, and a solid team, you can manage your budget and stakeholder expectations without losing your mind. Remember, it’s not about knowing all the tech lingo; making smart, informed decisions, and asking the right questions are key to establishing an accurate scope of work and a realistic budget. And hey, if you ever need a hand, you know who to call - I’m the one with the “I survived a budget overrun and lived to tell” t-shirt.?