From vision to implementation

Did you know that 70% of web projects don’t meet their initial business expectations? The problem isn’t in the technology but in incorrectly translating business needs into specific website functionalities.

As a business owner, you have a vision of how your website should work and what problems it should solve. However, the path from idea to a working website can be full of pitfalls and misunderstandings. Website functional requirements are the foundation of success - poorly defined ones lead to wasted time, money, and frustration.

In this practical guide, you’ll learn how to step-by-step translate unique business requirements into a functional website that not only looks good but most importantly effectively supports your business growth.

Problem: 70% of web projects miss their business goals

Most common causes of failures

Lack of clearly defined business goals

• Business owners often say: “I want a nice website”
• They don’t specify concrete KPIs and success metrics
• They confuse means with goals (a website is a tool, not a goal itself)

Misunderstanding target groups

• Designing “for everyone” = designing for no one
• Lack of user research and their real needs
• Using own preferences instead of customer data

Communication problems with contractor

• Technical jargon vs business language
• “It’s obvious” assumptions leading to misunderstandings
• Lack of requirements documentation

Changing requirements during the project

• Scope creep - continuously adding new features
• Lack of foresight for business development
• Reactive instead of strategic approach

Consequences of failures

Financial:

• Budget overrun by 50-200%
• Need for rebuild after few months
• Lost revenue from poorly functioning website

Time:

• Delays in implementation by 3-6 months
• Time spent on fixes instead of business development
• Lost market opportunities

Business:

• Dissatisfied customers and dropping conversion
• Image problems
• Competitive advantage for competition

What can be done better?

The key to success is systematic approach to defining requirements and transforming them into specific functionalities. Web design for companies is a process that requires methodology, tools, and experience in translating business language into technical language.

How to properly define business requirements

Step 1: Who are your customers? (Persona Analysis)

Website development Poland must take into account the specifics of the Polish market and consumer behaviors. Before you start thinking about functionalities, you need to know your customers precisely.

Schema for persona analysis:

Demographics and psychographics:

• Age, gender, education, income
• Interests, values, fears
• Lifestyle and consumer preferences
• Technology and internet proficiency

Online behaviors:

• What devices do they use? (mobile-first approach?)
• Which websites do they visit most often?
• How do they search for information about services?
• What factors influence purchasing decisions?

Problems and needs:

• What problems does your company solve?
• In what situations do customers look for your services?
• What information do they need to make a decision?
• What barriers stop them from purchasing?

Practical example - Dental clinic:

Persona: Anna, 35 years old, mother of two

• Looking for a dentist for the whole family in the area
• Values professionalism and modern equipment
• Wants to book appointments online without calling
• Needs information about prices and available appointments
• Looking for other patients’ reviews
• Uses mainly smartphone

Conclusions for the website:

• Responsive design with emphasis on mobile
• Online booking system with calendar
• Price list or indicative treatment prices
• Section with patient reviews
• Information about location and parking
• Gallery of office and equipment

Step 2: What problems does your business solve?

Value proposition analysis is the foundation for determining website functionality. Website features should directly support your unique value proposition.

Key questions:

• Why do customers choose you over competition?
• What specific benefits do you offer?
• What problems do you solve better/faster/cheaper than others?
• How will you measure your website’s success?

Problem-Solution-Proof framework:

Customer problem → Company solution → Proof of effectiveness

Example - Accounting office:

• Problem: Complicated accounting and taxes for small businesses
• Solution: Comprehensive accounting services with consulting
• Proof: Client case studies, tax savings, references

Functionalities resulting from analysis:

• Accounting cost calculator
• Case studies with specific savings
• FAQ about common tax problems
• Newsletter with tax tips
• Online document submission system

Step 3: What actions should the website enable?

Website brief (requirements document) must contain a clear map of actions that users can perform on the website. Each functionality should have business justification.

Hierarchy of actions (Customer Journey Mapping):

Level 1: Key actions (Primary CTAs)

• Directly lead to sales/inquiry
• Maximum 2-3 main actions
• Examples: “Schedule consultation”, “Get quote”, “Call now”

Level 2: Supporting actions (Secondary CTAs)

• Build trust and deliver value
• Prepare for main conversion
• Examples: “Download e-book”, “View portfolio”, “Read case study”

Level 3: Auxiliary actions (Tertiary CTAs)

• Navigation and utility features
• User support
• Examples: “Contact”, “FAQ”, “About us”

Checklist of 20 questions to consider

Download full checklist (described below in the article):

PART A: BUSINESS GOALS

1. What is the main goal of your website? (sales, leads, branding?)
2. How will you measure success? (number of inquiries, sales, Google positions?)
3. Who are your ideal customers? (persona, demographics, needs)
4. What problems do you solve for customers?
5. What distinguishes you from competition?

PART B: FUNCTIONALITIES 6. What information must customers find on the website? 7. What actions should they be able to perform? (contact, order, booking?) 8. Do you need integrations with external systems? 9. Will customers log in to a user panel? 10. Do you need e-commerce or payment system?

PART C: TECHNOLOGY AND LIMITATIONS 11. What is your implementation budget? 12. When should the website be ready? 13. Who will manage content after launch? 14. Do you have hosting/domain requirements? 15. Do you need multilingual support?

PART D: MARKETING AND PROMOTION 16. How will you promote the website? (SEO, ads, social media?) 17. Do you need marketing tool integrations? 18. What content will you publish regularly? 19. Do you need a blog or news section? 20. How do you plan to measure marketing effectiveness?

Example of completed brief

Company: Car workshop “AutoService Pro” - Bytom Industry: Automotive services

BUSINESS GOALS:

• Main goal: Increase number of booked repairs by 50%
• Success metric: 100 monthly inquiries through website
• Ideal customer: Car owners aged 25-55 from Bytom and surroundings
• Customer problem: Difficulty finding trusted mechanic with transparent prices
• Differentiator: 20 years experience + warranty on all repairs

FUNCTIONALITIES:

• Online booking system with calendar
• Repair cost calculator
• Gallery of work (before/after)
• Automotive tips blog
• Integration with workshop management system

TECHNOLOGY:

• Budget: 8000 PLN
• Deadline: 8 weeks
• Content management: workshop owner
• Hosting: in Poland, fast SSD

MARKETING:

• Local SEO (Bytom, car repair)
• Google Ads
• Facebook/Instagram
• Newsletter with tips

Mapping business processes to website features

Sales process → User path (Conversion Funnel)

Needs analysis is the first step in web design for companies. Each stage of the sales process must have appropriate support on the website.

Stage 1: Problem awareness (Awareness)

• Customer realizes the need
• Searches for general information about solutions
• Website features: Educational blog, FAQ, guides

Stage 2: Consideration of options (Consideration)

• Compares different providers
• Searches for detailed service information
• Website features: Portfolio, case studies, comparisons, price lists

Stage 3: Decision

• Chooses specific provider
• Needs final arguments
• Website features: Customer reviews, guarantees, contact

Stage 4: Action

• Takes action (contact, order)
• Website features: Forms, booking systems, e-commerce

Stage 5: Retention

• Uses services again
• Recommends to others
• Website features: Customer panel, newsletter, loyalty program

Customer service → Forms and contact

Website functionalities must facilitate contact and customer service at every stage of cooperation.

Before sale:

• Initial inquiry form
• Cost calculator/configurator
• Online chat or chatbot
• FAQ with common questions
• Online consultation calendar

During cooperation:

• Customer panel with order status
• Support ticket system
• Document upload forms
• Project progress communication

After sale:

• Satisfaction surveys
• Complaint system
• Reorder portal
• Partner/referral program

Marketing → Landing pages and CTA

Website development Poland must consider the specifics of Polish marketing campaigns and consumer behaviors.

SEO and content marketing:

• Blog with expert articles
• Landing pages for specific keywords
• Local optimization (Google My Business)
• Schema.org for better visibility

Paid ads (Google Ads, Facebook):

• Dedicated landing pages for campaigns
• Lead generation forms
• Conversion tracking and remarketing
• A/B testing of different versions

Email marketing:

• Newsletter subscription forms
• Lead magnets (e-books, checklists)
• Contact base segmentation
• Email marketing automation

Building trust → About us, portfolio, reviews

Company website must build credibility and trust from first contact.

“About us” section - key elements:

• Company history and mission
• Team - faces and competencies
• Certificates and awards
• Location and contact information
• Company values and social responsibility

Portfolio and projects:

• Case studies with specific results
• Project galleries (before/after)
• References and testimonials
• Client logos (social proof)
• Statistics and achievements

Reviews and recommendations:

• Integration with Google Reviews
• On-site reviews with verification option
• Video testimonials
• Social media recommendations
• Industry awards and certificates

Solution examples for different industries

Services (e.g., accounting): Consultation calendar, service calculator, knowledge base

Accounting industry challenges:

• Service complexity (hard to explain)
• High trust requirements
• Price competition
• Specific needs of different industries

Dedicated functionalities:

1. Smart cost calculator

• Step by step: company size → industry → needs → pricing
• Integration with offer - direct transition to consultation
• Package comparison (basic/extended/premium)
• Showing savings vs competition

2. Consultation booking system

• Calendar with real-time availability
• Different meeting types (online/offline, different lengths)
• Automatic SMS/email reminders
• Integration with accountant’s Google/Outlook calendar

3. Legal and tax knowledge base

• Articles divided by topics and industries
• Advanced search
• Newsletter with tax updates
• Webinars and online training

4. Client portal

• Access to accounting documents
• Action status (declarations, reports)
• Messenger with accountant
• Tax deadline calendar

Case study: “TaxPro” Accounting Office - Katowice

Before implementation:

• 90% of clients called with deadline questions
• No transparent prices = lots of time on quotes
• Difficulties managing meeting calendar

After functionality implementation:

• 65% reduction in calls with basic questions
• Cost calculator generates 40 inquiries monthly
• Client portal increased satisfaction by 45%
• ROI: 280% in first year

Retail (local store): Product catalog, reservations, loyalty program

Local retail specifics:

• Competition with internet giants
• Need to build relationships with local customers
• Limited marketing budget
• Need to connect online with offline

Functionalities for local store:

1. Product catalog with availability

• Current stock levels
• Product reservation option
• Product feature comparison
• Recommendations and related products
• Advanced filters (price, brand, features)

2. Reservation system and Click & Collect

• Online reservation, in-store pickup
• Order ready notifications
• Store location map with directions
• Opening hours and staff availability

3. Loyalty program

• Points for purchases and referrals
• Special offers for regular customers
• Promotion notifications
• Purchase history and recommendations

4. Social media integration

• Instagram feed with new products
• Facebook shop integration
• Gallery of customers using products
• Contests and promotional campaigns

Case study: Sports store “Active Zone” - Gliwice

Challenge: Sales drop due to e-commerce competition

Solution:

• Online catalog + in-store reservation
• Loyalty program with points
• Blog about sports and healthy lifestyle
• Fitness tracker integration

Results after 8 months:

• 35% increase in physical store traffic
• 150 new members of loyalty program monthly
• Average basket value increased by 25%
• Position #1 in Google for “sports store Gliwice”

Gastronomy: Online menu, orders, table reservations

Gastronomy industry challenges:

• High local competition
• Business seasonality
• Changing sanitary restrictions
• Need for quick adaptation to delivery

Comprehensive solution for restaurants:

1. Dynamic online menu

• Automatic synchronization with POS system
• Real-time dish availability marking
• Filters (vegetarian, gluten-free, allergens)
• Photo gallery of dishes with descriptions
• Guest ratings and comments

2. Online ordering system

• Takeaway and delivery orders
• Delivery cost calculator
• Online payments (BLIK, cards, Przelewy24)
• Order status tracking
• Integration with delivery apps (Uber Eats, Bolt Food)

3. Table reservation

• Real-time availability calendar
• Different reservation types (romantic dinner, business lunch)
• Automatic reminders
• Modification and cancellation option
• Waiting list for fully booked times

4. Gastronomic marketing

• Newsletter with menu news
• Special events and tastings
• Loyalty program for regular guests
• Gallery from events and restaurant atmosphere

Case study: Restaurant “Silesian Tradition” - Bytom

Pre-pandemic situation:

• Mainly walk-in service
• No reservation system
• Minimal takeaway orders

Digital transformation:

• Full online ordering system
• Reservations with table management system
• Interactive menu with Silesian dish stories
• Blog about Silesian culinary culture

Results after one year:

• 200% increase in takeaway orders
• Online reservations make up 60% of all
• Average waiting time decreased by 40%
• New customers: 65% thanks to online presence

Medicine/Health: Online registration, reminders, patient education

Medical industry specifics:

• High privacy requirements (GDPR, medical confidentiality)
• Need to build trust
• Patient education
• Registration process optimization

Advanced medical functionalities:

1. Online registration system

• Specialist availability calendar
• Health pre-screening (questionnaires)
• Visit type selection (consultation, follow-up, procedure)
• Clinic management system integration
• Appointment change notifications

2. Patient portal

• Treatment and test history
• Laboratory test results
• Prescriptions and recommendations
• Communication with doctor (secure chat)
• Follow-up appointment reminders

3. Health education

• Medical articles written in accessible language
• Health quiz and self-assessment
• Vaccination and screening calendars
• Health webinars
• FAQ with common questions

4. Telemedicine

• Online video consultations
• E-prescriptions and e-sick leaves
• Health parameter monitoring
• Second consultation opinion
• Health app integration

Education/Training: Training calendar, online payments, downloadable materials

Educational industry trends:

• Transition to hybrid model (online + offline)
• Personalization of learning paths
• Gamification of educational processes
• Lifelong learning

Online educational platform:

1. Course and training management

• Event calendar with filtering
• Registration system with seat limits
• Different formats (workshops, webinars, long-term courses)
• Educational paths and prerequisites
• Certificates and badges

2. E-learning and materials

• Online learning platform (LMS)
• Downloadable materials library
• Video lessons with student progress
• Tests and quizzes with automatic grading
• Participant forum

3. Payments and invoicing

• Different pricing models (one-time, subscription, installments)
• Online payments with various methods
• Automatic invoicing
• Business support (VAT invoices, contracts)
• Discounts and promo codes

Case study: IT Training Center “CodeMaster” - Krakow

Business model: Programming training for companies and individuals

Implemented functionalities:

• LMS platform with interactive exercises
• Team project system
• Mentor dashboard for instructors
• GitHub and developer tool integration
• Next course recommendation system

Transformation effects:

• 300% increase in online participants
• Retention rate 85% vs 45% previously
• NPS (Net Promoter Score) increased from 6 to 9.2
• Average course rating 4.8/5.0

Technologies enabling implementation

WordPress as flexible platform

Website brief (requirements document) often contains requirement to use popular CMS. WordPress remains the most frequently chosen platform for website development Poland.

WordPress advantages for business:

• Content management ease - intuitive editor
• Huge community - support and development
• Thousands of plugins - functionality extension
• SEO-friendly structure out of the box
• Cost-effectiveness - lower implementation costs

Key plugins for business functionalities:

E-commerce and sales:

• WooCommerce - comprehensive online store
• Easy Digital Downloads - digital products
• WP Simple Pay - one-time payments
• GiveWP - fundraising

Forms and lead generation:

• Gravity Forms - advanced forms
• Contact Form 7 - simple contact forms
• WPForms - drag & drop form builder
• Ninja Forms - multi-step forms

Reservations and booking:

• Booking Calendar - appointment reservation
• Events Calendar - event management
• WP Booking System - advanced booking
• Amelia - appointment management

Integrations with external systems

Needs analysis often indicates the need to connect the website with company’s existing systems.

Popular integrations in Polish companies:

CRM and sales automation:

• HubSpot - marketing automation
• Salesforce - advanced CRM
• Pipedrive - simple sales CRM
• ActiveCampaign - email marketing + CRM

Accounting and invoicing:

• iFirma - most popular in Poland
• Wfirma - for small businesses
• enova365 - for larger organizations
• Online Accounting - simple operation

Email marketing:

• Mailchimp - global leader
• GetResponse - Polish company
• FreshMail - Polish provider
• Campaign Monitor - advanced features

Analytics and tracking:

• Google Analytics 4 - basic statistics
• Google Tag Manager - code management
• Hotjar - heatmaps and session recordings
• Crazy Egg - click analysis

Cloud solutions

Website functionalities increasingly rely on cloud solutions that offer scalability and reliability.

Hosting and infrastructure:

• Cloudflare - CDN and security
• AWS/Google Cloud - scalable infrastructure
• Kinsta/WP Engine - managed WordPress hosting
• OVH/home.pl - Polish providers

Databases and storage:

• MySQL/PostgreSQL - traditional databases
• MongoDB - NoSQL for dynamic applications
• Firebase - Google’s real-time database
• Supabase - open-source Firebase alternative

API and microservices:

• Zapier - automation without coding
• Integromat/Make - advanced workflow
• REST API - standard connections
• GraphQL - efficient data queries

Mobile-first approach

Web design for companies must consider that 80% of users in Poland mainly use mobile devices.

Key aspects of mobile-first approach:

Mobile performance:

• Loading time under 3 seconds on 3G
• Resource minimization (CSS, JS, images)
• Lazy loading images and content
• Service Workers for fast cache

Mobile UX:

• Touch-friendly - buttons min. 44px
• Thumb navigation - one-hand access
• Minimalist design - focus on important
• Fast forms - autofill and validation

Mobile functionalities:

• Click-to-call - automatic connection
• Geolocation - maps and directions
• Push notifications - reminders and promotions
• Offline capability - partial operation without internet

How to measure implementation success

Key Performance Indicators (KPIs) for company websites

Company website must generate measurable business results. Defining proper metrics is a key element of website brief.

Conversion metrics:

Lead generation:

• Number of completed contact forms
• Conversion rate from visits to leads
• Lead quality - percentage of closing offers
• Cost per lead (CPL)
• Lead-to-customer ratio

E-commerce:

• Conversion rate - percentage of purchases vs visits
• Average Order Value (AOV)
• Cart Abandonment Rate
• Customer Lifetime Value (CLV)
• Return on Ad Spend (ROAS)

Engagement:

• Time on page
• Pages per session
• Bounce rate - percentage of single-page sessions
• Return visitors
• Social shares

Google Analytics - what to track?

Needs analysis requires tools to monitor the effectiveness of implemented solutions.

Google Analytics 4 configuration:

1. Conversion goals (Events)

• Form submissions
• Phone calls - clicks on phone number
• Email clicks
• File downloads
• Video engagement

2. Enhanced E-commerce (for stores)

• Purchase events - purchases and their value
• Add to cart
• Checkout progress
• Product performance - most popular products
• Promotion effectiveness

3. Audience insights

• Demographics - age, gender, location
• Technology - devices, browsers, systems
• Behaviour flow - navigation paths
• Acquisition channels - traffic sources
• Cohort analysis - user retention

4. Custom dimensions and metrics

• User roles - user type (customer, prospect)
• Content categories
• Campaign tracking
• Form step analysis - where users abandon
• Search queries - internal search phrases

Conversions and goals

Website development Poland must consider the specifics of Polish consumer behaviors in defining goals.

Conversion goal hierarchy:

Macro conversions (main goals):

• Product/service sales - direct revenue
• Qualified leads - inquiries with sales potential
• Appointments booked - scheduled meetings/visits
• Subscriptions - subscription service signups

Micro conversions (auxiliary goals):

• Newsletter signup - building contact base
• Content downloads - ebooks, guides, whitepapers
• Social media follows - community building
• Account creation - site registration
• Catalog requests

Assisted conversions:

• Blog readership - authority building
• Video views - product/service education
• FAQ visits - doubt resolution
• Reviews reading - trust building
• Comparison tools usage - decision support

A/B Testing

Website functionalities should be continuously optimized based on real user data.

What to test first:

Headlines and messaging:

• Value proposition on homepage
• CTA buttons - text and colors
• Headlines on landing pages
• Product descriptions - length and style
• Testimonials placement - position and format

Design and layout:

• Form length - number of form fields
• Navigation structure - menu and filters
• Color schemes - impact on conversion
• Image vs video - media type
• Page layout - element arrangement

A/B testing tools:

• Google Optimize - free, GA integration
• Optimizely - advanced enterprise features
• VWO - visual editor and heatmaps
• Unbounce - landing page specialization
• Convert - focus on data privacy

Testing methodology:

1. Hypothesis - what you want to check and why
2. Metrics - how you’ll measure success
3. Sample size - how much traffic you need
4. Test duration - how long you test
5. Statistical significance - when result is reliable

Case Study: Transport company “Fast Courier”

Challenge: Order chaos, everything by phone

Company: Fast Courier Ltd. - Krakow Industry: Courier and transport services Size: 25 vehicles, 40 employees Operating area: Lesser Poland and Silesia

Initial situation (before digitalization):

Operational problems:

• 90% of orders received by phone
• Average 200 calls daily - 3 people just for support
• No shipment tracking - customers call with questions
• Order errors due to phone misunderstandings
• Route planning problems - no data centralization

Business impact:

• Lost orders - busy line = lost customer
• High service costs - 3 FTE just for phones
• Customer dissatisfaction - lack of transparency
• Scaling difficulties - each new customer = more calls
• Competitiveness - companies with online systems won tenders

Solution: Shipment tracking system + customer panel

Analysis and planning phase (2 weeks):

Team workshops:

• Order process mapping
• Customer journey analysis
• Customer pain point identification
• Must-have vs nice-to-have functionality determination

Main persona - Logistics coordinator at client company:

• Manages multiple suppliers
• Needs transparency and control
• Wants data for reporting
• Prefers self-service vs calling

Key functionalities:

1. Online ordering system

• Price calculator in real-time
• Shipment type selection (standard, express, overnight)
• Map integration - automatic route calculation
• Pickup schedule - preferred hours selection
• Saving addresses of frequent recipients

2. Shipment tracking

• Unique numbers for each shipment
• Real-time tracking on map
• Shipment statuses (collected, in transit, delivered)
• SMS/email notifications about status changes
• Proof of delivery - photo/recipient signature

3. Customer panel

• Order history with export option
• Invoices and settlements for download
• Statistics - quantity, costs, delivery times
• Direct contact with courier/coordinator
• Repeat orders with one click

Technical phase (6 weeks):

System integrations:

• Company ERP - automatic order transfer
• Vehicle GPS system - real-time tracking
• SMS gateway - automatic notifications
• Financial system - automatic invoicing
• Google Maps API - route and cost calculation

Effect: 50% fewer calls, 200% more online orders

Results after 3 months of implementation:

Operational improvements:

• 50% reduction in service office calls
• 70% automation of order acceptance process
• Order processing time from 15 minutes to 3 minutes
• Data errors dropped by 80%
• Route planning efficiency increased by 35%

Sales growth:

• 200% more orders through website
• Average order value increased by 25%
• 30% new customers from search engine
• Retention rate increased from 65% to 85%
• NPS increased from 6.8 to 8.7

Savings and ROI:

• Telephone service savings: 2.5 FTE = 15,000 PLN/month
• Error and complaint reduction: savings 8,000 PLN/month
• Route efficiency increase: 12% fuel savings
• Total ROI in first year: 340%

Customer feedback:

• “Finally I can see where my shipment is” - XYZ Ltd. Coordinator
• “I don’t have to call and ask about status anymore” - ABC Ltd Manager
• “I order in 2 minutes vs 15 minutes by phone before”

Long-term effects (after one year):

• Entry to new markets thanks to system scalability
• API for B2B clients - integration with their systems
• Mobile app for drivers - route optimization
• Expansion to 3 new provinces without proportional increase in service costs

Summary and next steps

Key takeaways from the guide

Web design for companies is a complex process that requires a systematic approach and deep understanding of business needs. Key takeaways from this guide:

1. Brief is the foundation of success

• 70% of failures in web projects result from poorly defined requirements
• Time spent on needs analysis always pays off during implementation
• Communication with contractor must be precise and fact-based

2. Functionalities must have business justification

• Each website feature should solve a specific business problem
• “Nice to have” vs “must have” - prioritization is key
• ROI of each functionality should be calculable

3. User at the center of attention

• Persona and customer journey are the basis of design
• Mobile-first approach is not an option but a necessity
• UX testing and iterations lead to better results

4. Technology serves business, not the other way around

• Technology choice should result from needs, not trends
• System integrations often determine solution success
• Scalability must be planned from the beginning

5. Measurement and optimization is a continuous process

• KPIs must be defined before website launch
• A/B testing and optimization is a long-term investment
• Analytics is a compass showing development direction

When can a project succeed?

Success factors:

Organizational:

• Clear business goals and how to measure them
• Decision maker engagement in design process
• Dedicated team on client side
• Budget adequate to project scale
• Realistic deadlines for implementation

Technical:

• Proper technology choice for needs
• Experienced contractor with industry references
• Testing at every stage of implementation
• Migration and deployment plan minimizing risk
• Backup and emergency systems from day one

Business:

• Digitalization strategy going beyond website
• Team training in new tools operation
• Marketing plan for new website promotion
• Post-implementation support and development
• Organizational culture open to change

Next steps in your company’s digitalization

Phase 1: Current situation audit (1-2 weeks)

Current website analysis:

• Performance audit (speed, SEO, mobile)
• UX audit (user paths, conversions)
• Competitiveness (market comparison)
• Analytics review (what works, what doesn’t)

Business process analysis:

• Customer journey mapping
• Bottleneck identification
• Automation possibilities
• Integrations with existing systems

Key questions:

• Does current website support business goals?
• Which processes can be automated?
• What data do we need for better decisions?
• What do our competitors do better?

Phase 2: Strategy and planning (2-3 weeks)

Creating project brief:

• Business goals and KPIs
• Persona and customer journey mapping
• Must-have vs nice-to-have functionalities
• Budget and implementation timeline

Contractor selection:

• Portfolio in your industry
• References and case studies
• Work and communication methodology
• Post-implementation support

Implementation plan:

• Implementation stages and milestones
• Testing and acceptance plan
• Migration strategy
• Team communication plan

Phase 3: Implementation and optimization (6-12 weeks)

Quality control at every stage:

• Regular check-points with contractor
• User testing of prototypes
• Performance testing
• Security audit

Launch preparation:

• Content and graphic materials
• Team training
• Promotion plan
• Monitoring and analytical tools configuration

Post-implementation optimization:

• KPI and conversion monitoring
• A/B testing of key elements
• User feedback collection
• Iterative improvements

Free tools and materials

Download - complete toolkit:

📋 Checklist: Website brief (requirements document)

• 50 questions to ask before project
• Brief document template
• Sample completed briefs for 5 industries

🎯 Template: Customer Journey Mapping

• Canvas for customer path mapping
• Customer journey examples
• List of touchpoints to analyze

📊 Website ROI calculator

• Excel or Google Sheets for ROI calculation
• Sample metrics for different industries
• Long-term value calculation methodology

🔍 Current website audit checklist

• 30 website checkpoints
• Performance testing tools
• Competition benchmarks

All materials are available after newsletter signup – after registration you’ll receive a download link for toolkits with instructions.

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Summary: From idea to success in 10 steps

1. Define business goals and how to measure them
2. Know your customers – personas and needs
3. Map customer journey – path to conversion
4. Describe functional requirements – what the website should do
5. Choose appropriate technology – not too advanced, not too simple
6. Plan integrations with existing systems
7. Design UX/UI with user in mind
8. Test before launch – functionality and performance
9. Implement monitoring system – analytical tools and KPIs
10. Optimize based on data – continuous improvement

Your website can be your company’s best salesperson – provided it’s properly designed and implemented.

Don’t wait for competition to take your customers. Start planning digitalization today.

What’s next? Let’s talk about your requirements

Schedule a free consultation, during which:

• we’ll translate your business goals into a list of functionalities,
• we’ll assess which modules are needed immediately and which in subsequent iterations,
• I’ll propose a schedule and budget tailored to your development plan.

👉 Want to ask quickly? Call +48 697 433 120 or email contact@qualixsoftware.com. I reply on business days within a few hours.

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Article prepared by the Qualix Software team – experts in creating websites for companies from Bytom and all of Silesia. Our projects on average increase conversion by 150–300% in the first year after implementation.