How does a web project at an agency work?

Many companies start a web project with similar questions: What is coming my way, which decisions will I have to make, and how do I know the project is on track? A professionally run agency answers these questions before they even arise – with a clearly structured process. At XICTRON, every project follows a process with eight phases: for each phase it is defined what happens, what you contribute and which deliverable you receive at the end.

The eight project phases at a glance

1. Initial consultation – In a free initial consultation we get to know your company, your goals and the current state of your plans – by phone, video call or in person.
2. Analysis & concept – Requirements, existing systems and processes are analysed and translated into a documented concept with a recommendation on technology and approach.
3. Quotation – Based on the concept, you receive a written quotation with clearly itemised positions that you can review and prioritise at your own pace.
4. Design – Layouts for the most important page types, matching your brand and optimised for desktop and mobile, are refined and approved in feedback rounds.
5. Development – The technical implementation through custom programming, shop or CMS setup and the connection of integrations.
6. Quality assurance – Testing across features, browsers and devices, plus checks of loading times, Core Web Vitals and accessibility.
7. Launch – Go-live planning, hosting setup, migration and cutover, followed by a closely monitored start in the first days.
8. Support & further development – Updates, maintenance, search engine optimisation and new features during live operation, as needed.

The exact number of phases is secondary – some agencies merge steps, others split them more finely. What matters is that every phase ends with a concrete, verifiable deliverable: a documented concept, a written quotation, approval-ready designs or a tested application. This way you see progress continuously rather than only at launch – and you can steer in every phase instead of facing a finished result at the end that misses your expectations.

During implementation you receive regular interim versions on a staging environment that you can review at any time. Communication is personal and direct – by email, phone or video call. You always know what is currently being worked on, without having to chase reports.

How to recognise a good project process

A reliable process shows itself in three aspects above all. First, transparency: in every phase you know what is being worked on, what comes next and which decisions are due. Second, clearly defined participation: you learn in advance which content, approvals or access credentials are needed from your side so the project keeps moving. Third, a structured way of handling changes: smaller adjustments are usually incorporated directly into the current phase; for larger changes you receive a transparent assessment of the impact on effort, cost and schedule beforehand – and the decision is made together.

By the way, you do not need to bring a finished specification document. That is exactly what the first phases are for: requirements are developed together, and your goals are translated step by step into a concrete concept – with upfront strategic consulting if needed. And the collaboration does not necessarily end at go-live either: many projects are developed further over years, from regular updates and performance optimisation to new features.