How to Plan an Effective Redesign

By Sabelo Mapasure, SARDC
May 2001

Once you have assessed user needs and related considerations, you need to plan your redesign. The following are guidelines to be followed before, during and after making a decision to carry out a redesign. The set of guidelines below covers managerial skills as well as the process.

Web site evaluation (Discovery Phase)

The Web manager should carry out a thorough analysis of the current Web site in terms of functionality, design and content. Issues to be considered are:

• General layout of the Web site
• Graphical design – is it consistent, relevant, provide corporate identity, etc.
• Content – what percentage of the content is relevant
• Technical assessment – software, navigation, hosting, hardware, access, etc.
• Navigation structure, e.g., From static to dynamic and database driven Web site, changing visuals necessitating redesign etc.
• Consider internal resource needs and budgetary constraints
• Identify unique problems, e.g., A situation where the main Web site should now be linked with branch offices each with a different database into one functional system.

Eventually, the assessment should provide recommendations on the way forward, for example, that the Web site needs a complete overhaul both in terms of content and visual design. The steps to be followed should be included in the recommendations in order to guide management in making decisions.

Engaging management

The person responsible for managing the Web site should sensitize management on the need for redesign. As stated before, an evaluation report should be used as a tool to engage management in approving the overhaul of the Web site. The decision to redesign should also be followed by channelling of the resources needed, e.g., staff, funding, software acquisition, hardware upgrades etc., hence the need to engage management.

Concept and planning phase
The evaluation document will provide recommendations which in turn will be used to develop the concept and operational plan. Having the decision made to redesign, the Web manager should conceptualize the new-look Web site before engaging other technical members in developing the design specification and prototype. The operational plan will include a workplan and general terms of reference.

The following are guidelines and issues to be considered in the planning process:

• Clarify desired audience, visual design style, message, tone of content, technical requirements, server software, and hardware, system architecture and security and administration needs.
• Involve the right people who will work in the Web development team early in the process such as the designer, network administrator, programmer, etc.: "Making something good into something better is often harder than transforming a bad site into something good or creating something great from scratch" (Cheryl Downes, http://hotwired.lycos.com/webmonkey/98/36/index3a_page2.html).
• Avoid under-estimating problems.
• Figure out what's working and keep it – identify and highlight non-functional parts.
• Replace non-functional elements with something that integrates with existing elements.
• Estimate schedule with care and make provision for things out of your control. The following are some of the issues to consider when setting the redesign schedule:
  • the provision of content to be included in overhauls could come from departments who might fail to meet the deadline
  • the logo and other images could give designer problems
  • a database to be embedded with the Web site could take longer to build; new staff or team members could be slower than experienced ones
  • staff changes could sabotage the whole process
  • the editorial process could delay the re-design process and many other factors peculiar to each organization and situation.
• Set realistic deadlines – this facilitates accomplishment of results without over-working and de-motivating staff. In estimating time, provision for idle time should provided.

Design specification and prototype phase

• Specify features and functionality in document form (visual design, functional design spec., data model, schema).
• Set content delivery system including naming conventions and version control.
• Set deadlines for content delivery.
• Give room for editing process and verification of content (existing content vs. new content).
• Facilitate communication (know when and how to schedule meetings, get project team to meet and review each other's work).
• When all agreed, freeze design in readiness for production.

Production process

• Hold a "go/no go" meeting before production.
• No design should take place during production.
• Ensure you keep a copy of the old Web site for future reference.

Committees and teamwork
As stated in other sections, engaging other members of the team is very important for successful production. Members should be involved and participate in meetings and discussions, and it is the duty of the Web manager to create the right environment. Document every decision and discussion to avoid problems.

Resources

• Human – while there are situations when only one person can do it all, it is recommended that Web development be done by a number of persons with different skills such as content management, visual design, programming, etc. Human resources management is therefore a necessary skill for the Web manager. Planning should therefore include human resources concerns
• Software and hardware – before implementation of production, all the necessary hardware and software should be acquired and learned.

Other issues to consider

• Prioritization – this entails making decisions on which sections should be redesigned first. Do you pull down the whole Web site or you work on front pages or sections and upload completed parts in stages?
• Time frame – set realistic time for completing specific tasks and this should be known by all members of the production team.
• Sabotage – Avoid sabotage by a person who was once responsible for the Web site who might want the new initiative to fail by involving the person in the team. In some instances a staff member may be dismissed or resign during the redesign process, in which case greater care must be taken to ensure integrity and security of files and data.