Navigating Team Turnover During a Website Redesign
Lisa Hirst Carnes | October 2023
Kicking off a website design project is exciting yet complex. For many nonprofit employees, a redesign means more to-dos on top of an already busy workload.
To that point, last summer, there was a 100% team turnover on two of our website projects. Two very polar situations happened. One client team experienced a smooth transition, and the project launched on time. The other project stalled, starting and stopping until it finally wrapped up.
It’s more challenging to change team members mid-way into a project. The good news is we have some helpful advice to reduce issues during personnel changes. We’ve seen it happen time and time again. Our advice is based on trial and error from our own experiences.
In this article, you’ll explore how to handle team turnover to ensure your project stays on track.
Top Tips for Handling Client-Side Team Transitions
Schedule a Knowledge Transfer Session
My co-worker is moving on. What now?
Schedule a knowledge transfer meeting if they make decisions related to the project.
Review documentation, meeting notes, timelines, and deliverables in the knowledge transfer. Your goal is to lessen disruptions and maintain project momentum.
Embrace Communication and Project Management Tools
Good communication may seem obvious, but we’d be remiss if we didn’t put it on the list. At ArcStone, we use Basecamp to document project communications, to-dos, and milestones. One of the main reasons we like Basecamp is because it serves as a central hub for our projects. Critical communications aren’t buried in your former co-worker’s now-defunct email inbox.
At times, clients reject the idea of using a project management system. Don’t do this! If you’re unsure how to navigate the project management tool, ask. At ArcStone, we’re happy to give you a walk-through if you need clarification.
Identify a New Decision-Maker or Team Member
Identify the new decision-maker or point of contact during personnel changes. They will ensure that the project keeps moving, so they should have relevant skills and time.
Reassess Project Scope and Goals
Personnel changes can sometimes lead to shifts in project priorities or objectives. After identifying the new team member, revisit the project’s scope, goals, and expectations. Make sure that everyone knows the project’s direction and objectives. If project to-dos are too aggressive, say something.
Update the Project Plan
Once you’ve reassessed the project, the project manager will determine any necessary adjustments. An experienced project manager will be transparent about potential deadlines and budgets.
Foster a Positive Working Relationship
At ArcStone, building a transparent working relationship with our clients is essential. We establish trust by being open, responsive, reliable, and flexible. We promise to address your questions and prove our commitment to the project launch.
Over the years, we’ve noticed that our best outcomes share a few things. First- communication from both sides, plus a commitment to project momentum.
Keep Documentation Up to Date
Maintain meticulous documentation throughout the project, including meeting minutes, emails, and status reports. Doing so helps in knowledge transfer and serves as a historical record. Detailed documentation is also helpful for future projects.
Personnel changes are challenging, but with some elbow grease, you can keep your project moving.
To navigate these changes, maintain communication, identify decision-makers, reassess objectives, and foster relationships. Adaptability and communication are your best allies in ensuring a smooth transition.
