Delivery Model

How We Deliver

Every project — whether a website for a client or a youth exchange funded by the EU — follows a structured but flexible process. We keep things lean, transparent, and collaborative at every stage.

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Agency Projects

The Process

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Phase 1 — Discovery

Every project starts with a conversation, not a contract.

What happens:

• Discovery call (30-60 min) — We listen. What's the problem? What are the goals? Who's the audience? What's the budget range?
• Research — We look at your current setup, competitors, and industry benchmarks
• Needs assessment — We identify what's actually needed vs. what's nice to have

What you get:

• A clear understanding of whether we're the right fit
• Initial recommendations and rough scope
• No commitment, no invoice

Duration: 1-3 days

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Phase 2 — Proposal

If the discovery goes well, we put together a detailed proposal.

The proposal includes:

Key principles:

• No hidden costs. The price in the proposal is the price you pay (unless scope changes, which we discuss openly).
• We include a revision policy — typically 2 rounds of revisions per phase are included in the price.
• Proposals are valid for 30 days.

Duration: 2-5 days

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Phase 3 — Kickoff

Once the proposal is signed, we align on everything before building.

Kickoff meeting covers:

• Introductions (who's who on both sides)
• Communication — which channels, how often, who's the point of contact
• Tools — shared Figma, project board (Linear/Notion), file sharing
• Content plan — what content do we need, who provides it, when
• Calendar — milestone dates, check-in schedule, launch target

We set up:

• A shared project board with tasks and deadlines
• A communication channel (Slack, Discord, or email thread)
• A shared drive for assets, copy, and deliverables

Duration: 1 day

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Phase 4 — Build

This is where the work happens. We design and develop iteratively, not in a black box.

How it works:

1. Design first — We start with wireframes, then visual design in Figma. Nothing gets coded until the design is approved.
2. Development in sprints — We work in 1-2 week cycles. At the end of each cycle, you see progress — a staging link, a Figma update, a demo.
3. Regular check-ins — Weekly or bi-weekly calls (15-30 min) to show progress, get feedback, and flag blockers.
4. Content integration — We integrate real content as it comes in, not placeholder text.

What you can expect:

• Access to a staging/preview site throughout development
• Quick responses to questions (same business day)
• No surprises — if something changes scope or timeline, we tell you immediately

Duration: 2-8 weeks depending on project size

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Phase 5 — Review & Revisions

Before launch, we go through a structured review process.

Review checklist:

• All pages and features match the approved design
• Responsive on mobile, tablet, and desktop
• Cross-browser tested (Chrome, Firefox, Safari, Edge)
• SEO basics in place (meta tags, sitemap, structured data)
• Performance optimized (Core Web Vitals, image compression, lazy loading)
• Accessibility checked (contrast, keyboard navigation, screen reader basics)
• Forms, links, and integrations tested
• Analytics and tracking set up
• Client walkthrough completed

Revision rounds:

• 2 rounds of revisions included in every project
• Additional revisions billed at our hourly rate (communicated upfront)
• Revisions are tracked in the project board so nothing gets lost

Duration: 3-7 days

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Phase 6 — Launch

Launch day is planned, not improvised.

Launch checklist:

• Final client sign-off received
• DNS configured and propagated
• SSL certificate active
• Production deployment verified
• 301 redirects in place (if migrating from an old site)
• Analytics tracking confirmed live
• Backup system configured
• Social/email announcements ready (if applicable)

We monitor the site closely for the first 48 hours after launch to catch any issues.

Duration: 1 day

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Phase 7 — Support & Maintenance

The relationship doesn't end at launch.

Post-launch support options:

What's always included post-launch:

• 30-day bug fix warranty (any bugs from our code, fixed for free)
• Documentation and handoff materials
• CMS training if applicable

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NGO Projects

EU-funded projects follow a different lifecycle driven by programme rules, but our principles are the same — structured, transparent, collaborative.

The NGO Project Lifecycle

Key Differences from Agency Work

How We Manage NGO Projects

• Dedicated project coordinator for each funded project
• Shared workplan with all partners, updated quarterly
• Budget tracking in real-time — no surprises at reporting time
• Participant management — applications, selection, travel, insurance, Youthpass certificates
• Quality assurance — participant feedback surveys, internal debrief after each activity
• Dissemination — social media coverage, project website, publications, multiplier events

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Communication Standards

Regardless of project type, we follow the same communication principles:

Response Times

Meeting Cadence

• Agency projects: Weekly or bi-weekly check-ins (15-30 min)
• NGO projects: Monthly partner calls, plus ad-hoc coordination as needed
• All projects: Kickoff and wrap-up meetings are mandatory

What We Expect From You

We deliver best when clients and partners are engaged:

• Timely feedback — Delays on your side delay the whole project. We ask for feedback windows of 3-5 business days.
• A single point of contact — One person who can make decisions and provide approvals.
• Content on time — Copy, images, and assets delivered by agreed deadlines.
• Honest communication — If something isn't right, tell us early. We'd rather adjust than discover issues at launch.

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Tools We Use

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Related Pages

• Service Catalogue — Quick reference of all services
• Case Studies — Real examples of how we delivered
• Processes — Broader operational processes beyond project delivery