The scenario
🟩 Workshop 1: Project management based on Leadtime components explained using the example of a web agency.
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Example agency: Web4Coach
In the following sections, we show step by step how a small digital agency can systematically structure and professionalize its project business with Leadtime. We will be using a real-life example: the Web4Coach agency.
Initial situation
Web4Coach is a small web agency that specializes in creating websites for coaches and consultants. The target group is clearly defined and the offer is relatively standardized:
- Standard service: a professional website based on a modular building block system (OnePage).
- Additional services: Optionally bookable extensions such as SEO, content optimization or design extras.
- Project duration: Usually between 4 weeks and 2 months.
The current process
Web4Coach currently works without a central project system. The process runs as follows:
- Lead generation: Potential customers (coaches, consultants) make contact via e-mail outreach.
- Initial meeting: A brief meeting to clarify the project.
- Questionnaire: A Word document is sent out manually. The customer enters their wishes.
- Offer & contract: Also created and sent manually in Word.
- Project implementation: The project is implemented using the OnePage modular web system.
- SEO & additional services: Optional afterwards, often agreed retrospectively.
This workflow has proven itself in principle - but is error-prone, not very scalable and heavily dependent on individuals. Documents are created in Word, information is unstructured, quotations are calculated manually and internal project management is usually based on "gut instinct".
Goal with Leadtime
We strongly recommend that you first work through the sections on the product catalog and the component library.
Web4Coach would now like to digitize and systematize this process with Leadtime. The goals:
- Digitize questionnaires - via structured forms directly in Leadtime.
- Create a standard project as a component - including all work packages, to-dos and optional services.
- Create quotations automatically - directly from the component.
- Manage the course of the project - with clear tasks, roles and progress tracking.
- Automate billing - with traceable time bookings and defined flat rates.
In the next sections, we will take you step by step through how Web4Coach works with Leadtime - from the first customer inquiry to the final approval of the website.
Click here for the first part of the guide - the project tree for the website project.