How to Set Realistic Timelines for Website Development Projects

When you decide to build a new website, the first question that often comes up is: “How long will it take?”

It’s a fair question. Business owners are busy, and many are eager to get their site online as soon as possible. A website is, after all, your digital shopfront. It’s how people find you, learn about what you do, and decide whether to reach out.

But here’s the catch: building a great website takes time. It’s not something that should be rushed or guessed at. If a timeline isn’t realistic from the start, the project can end up dragging on, costing more money, or leaving everyone frustrated.

We’ve seen it happen before. A project begins with a clear idea: maybe a five-page brochure-style site with basic contact details. Halfway through, the client realises they’d actually like a blog, an e-commerce shop, and maybe even an online booking system. Suddenly, what started as a small build has turned into a much bigger job, and the original timeline no longer makes sense.

That’s why setting realistic timelines matters. It helps keep the project on track, ensures the final product is polished, and makes the process smoother for both the client and the development team.

Let’s look at some simple, practical ways to set realistic timelines for website projects and how to handle delays when they happen.

1. Start With a Clear Scope

The very first step is understanding the scope of the project. In plain terms, this means: what exactly are we building?

It’s tempting to dive straight into design, but without a clear scope, you’re setting yourself up for delays.

A clear scope includes things like:

• How many pages will the site have?
  
  
• Who is writing the content, the client or the web team?
  
  
• Are there special features like booking forms, e-commerce, or integrations with other systems?
  
  
• Is there existing branding to work with, or does a designer need to create new assets?
  
  

If these details aren’t sorted at the beginning, the project will almost always take longer.

Pro tip: Think of a website like building a house. You wouldn’t start pouring concrete until you knew how many bedrooms and bathrooms the house needed. The same applies here.

2. Break the Project Into Clear Phases

From the outside, building a website can look simple: design it, build it, and launch it. In reality, there are many moving parts, and each stage takes time.

Here’s a typical flow:

• Discovery and planning: understanding the client’s goals and mapping out the site structure.
  
  
• Content collection: gathering text, images, logos, and other assets.
  
  
• Design: creating mockups or prototypes that match the brand.
  
  
• Development: turning the design into a working website.
  
  
• Testing and bug fixes: making sure everything works smoothly.
  
  
• Revisions: small changes requested by the client.
  
  
• Launch: moving the site live and checking everything again.
  
  

Breaking it down like this helps clients see why timelines stretch into weeks (or even months). Each phase builds on the one before it, and rushing one step almost always creates problems later. If you’d like a clearer picture of what a well-structured process looks like, take a look at how we guide clients through each step.

And if the project is more complex, like custom web design or a Progressive Web App (PWA), the phases can take even longer. A PWA is like a mix between a website and an app. It works in a browser but feels like a native app. Because it can include things like user logins, push notifications, geofencing, chat features, or staff rostering, the development and testing stages are usually much more detailed. That means extra time is needed to make sure everything works the way it should.

3. Build In Buffer Time

Here’s the honest truth: unexpected things happen in every project.

A client might take longer than expected to provide content. A third-party tool might not integrate smoothly. Or the team might uncover bugs that need extra testing.

That’s why it’s smart to add buffer time into every timeline. For example, if you think a project will take six weeks, set the official estimate at eight. That way, if something unexpected pops up, you still have space to deliver on time.

Think of it like roadworks on a highway. If you plan your trip with zero wiggle room, one traffic jam will make you late. A buffer ensures the trip still goes smoothly. 

For more on how proper preparation can make or break your launch, see our article on why asset collection and client proofreading are crucial for your website launch.

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4. Keep Communication Open

One of the most common frustrations in website projects comes from poor communication.

If timelines slip but no one updates the client until the last minute, it creates stress and disappointment. On the flip side, clients who are kept in the loop are usually much more understanding.

That’s why regular check-ins are essential. A simple weekly update can do wonders:

• What’s been completed this week?
  
  
• What’s next?
  
  
• Are there any blockers slowing things down?
  
  

Even if there’s bad news, like a delay, clients will appreciate the honesty. It’s always better to hear about an issue early than to be surprised at the end.

For a deeper dive into why communication makes such a big difference, check out our guide on the importance of clear communication in web development projects.

5. Manage Scope Changes Properly

It’s completely normal for clients to think of new ideas halfway through a project. Maybe they realise a booking system would make their lives easier, or they decide to add an online store.

The key is how these changes are managed.

If a big new feature is added, the timeline will almost always need to shift. It’s important to explain this clearly and offer options. For example:

• Option A: Stick to the original scope and finish the website as planned. Add new features later in Phase 2.
  
  
• Option B: Add the new features now, but extend the timeline accordingly.
  
  

This applies even more to PWA projects. Because PWAs often involve staff and customer workflows, such as rosters, scheduling, or customer portals, even a small change can have a big impact on testing and development time. By showing clients the trade-off, you keep expectations realistic while still supporting their goals.

6. Remember That Quality Takes Time

This might be the most important point of all.

A website isn’t “done” the moment the design looks right. It still needs to be tested across different devices and browsers. Forms need to be checked. Links need to work. Images need to load quickly.

Skipping this stage to “save time” is risky. A rushed launch often means the site goes live with bugs or broken features, which can damage the client’s reputation.

And if you’re building a custom web design or a PWA, quality testing becomes even more critical. With so many features and moving parts, there’s a lot more that can go wrong: logins, notifications, or staff scheduling tools, to name a few. Taking the extra time up front saves a lot of headaches later and ensures the system runs smoothly for the people who use it every day.

7. Handling Delays Without Stress

Even with the best planning, delays sometimes happen. The trick is to handle them calmly and transparently.

If a project is running behind, ask:

• Why is it delayed? (e.g., waiting on client content, extra features added, or technical challenges).
  
  
• How much extra time is needed?
  
  
• What’s the new expected launch date?
  
  

Then communicate that clearly. Most clients will understand, especially if they’ve been kept in the loop all along.

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A Quick Checklist for Clients

If you’re starting a new website or PWA project, here are a few questions to ask your developer or agency to keep timelines realistic:

• Have we clearly agreed on the full scope?
  
  
• What are the main stages of the project?
  
  
• Is there buffer time built in?
  
  
• How often will I get updates?
  
  
• What happens if I want to add new features partway through?
  
  
• How much time is planned for testing and bug fixing?
  
  

Asking these upfront can save a lot of stress later.

Setting realistic timelines isn’t about dragging things out. It’s about planning properly so the project runs smoothly, the client knows what to expect, and the final result is worth the investment.

Yes, it can be tempting to ask for a website “as fast as possible,” but a better question to ask is: “How do we make sure this project is done right?”

At B2B Websites, we focus on exactly that. We guide our clients step by step through the process, set clear timelines, and communicate openly along the way. Whether it’s a straightforward five-page business site, a custom web design or a complex Progressive Web App, our approach is the same: clear planning, honest timelines, and no cutting corners.

That way, there are no surprises. Just a website or PWA that works the way it should and supports your business for the long term.

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