How Far in Advance to Plan For Your Custom Branding or Website Project

How Far in Advance Should You Start Planning Your Branding or Website Project? (Hint: Not the Night Before You Need It)

So, you’re ready to dive into a custom branding or website project? Amazing. I’m already doing a happy dance just thinking about bringing your vision to life. But here’s the reality check: this isn’t a "snap your fingers, and it’s done" kind of thing. It takes thoughtful planning, intentional collaboration, and yes, a bit of homework on your end.

Here’s the thing— a branding or website project isn’t just about my creative skills behind the scenes. It’s a team effort, and that team is you and me. When you show up with your A-game (think: clear communication, intentional prep, and all your materials turned in on time) it gives me the tools I need to create something that’s not just good, but extraordinary.

And when we both bring our best? That’s when the magic happens.

To make this process as seamless (and stress-free) as possible— for both of us— you’ll need to plan ahead. Let’s map out exactly when to start, what to prepare, and how to ensure the smoothest experience from kickoff to launch.

Why Planning Ahead is Essential

Here’s the honest truth: good design takes time. If you rush the process or wing it, you’re going to end up with something that feels half-baked and something that doesn't move the needle in your business like you were planning on— and neither of us wants that. Planning ahead doesn’t just make my life easier (trust me, it does), it makes your experience so much smoother, too.

When you give yourself enough time to gather all the pieces, you’re ensuring:

✅ Intentionality: You’re not slapping together copy at the last second or choosing random stock images that “kind of work.” You’re giving me thoughtful, quality content to build from.

✅Clarity: I have everything I need before we start, so I can focus on designing— not chasing down missing pieces or guessing what you want, taking a shot in the dark.

✅Results: When I have all the info and content upfront, and a clear and concise idea of what you're envisioning, I can deliver a design that’s cohesive, polished, and truly aligned with your vision.

It’s a win-win: I get to work with everything I need (and avoid pulling my hair out 🤪), and you get a design that exceeds your expectations.

Let’s Talk Timelines: Working Backwards from Your Launch Date

Here’s how to plan your project timeline step by step. Because you deserve more than “I guess this looks fine” vibes when your launch date rolls around.

Let’s say you want to launch your new website by April 1, 2025. Perfect timing to hit the ground running before your busy season starts. Here’s how we’d work backwards to make sure you’re ready:

1. Determine the project timeline. For my custom website projects, the timeline is typically 6–8 weeks from start to launch, average. Let’s aim for the longer end (better safe than sorry), which puts your start date at February 4th, 2025.

2. Factor in my availability. I’m typically booked at least a month out. That means you’ll want to secure your project date no later than January 4th, 2025. And by securing your spot means emailing me back after reviewing your proposal, saying "yes, I'm ready to move forward", signing your contract, and paying your 30% - 50% deposit. Only then is your date locked in on my calendar.

3. Allow time to complete your homework. Gathering everything on your “homework” checklist— copy, images, inspiration, and onboarding questionnaires— usually takes my clients 3–4 weeks, and I recommend starting THE day you tell me you're ready to move forward (but sooner, if you're able). You would need to submit these items by no later than January 28th, 2025, one week before your start date. If you don't have these in in time, we'll have to push your project back to my next availability.

4. Schedule your discovery call ASAP. Here’s the kicker: All my project timelines are first come, first served. Even if you’re eyeing a January 4th BOOKING date (the saying "yes let's do it" date post-proposal and discovery call), I could have multiple discovery calls throughout December with clients looking for the exact same timeframe. The earlier you reach out and book your discovery call, the better chance you’ll have of snagging YOUR ideal timeline. Plus, my availability can vary depending on demand. The sooner you reach out, the more flexibility we’ll have to find a spot that works for both of us. To avoid disappointment, or a later launch date, I recommend booking your discovery call at least a month before you need to lock in your project date— so, by early December 2024.

Why Your Part of the Process Matters

I know it might feel like “homework” is the boring part of the process, but it’s absolutely essential. This isn’t a one-way street where I wave a magic wand and suddenly your brand or website appears. It’s a collaboration, start to finish. You know your business better than anyone, and it's crucial that you help me get to know your brand as well as I possibly can so I can create something that feels totally aligned with who your brand is, who you serve, and where you wanna go.

When you’re thoughtful and intentional about your part of the process, it allows me to:

• Understand your goals, audience, and vision.

• Create designs that feel aligned and purposeful.

• Avoid rushing through decisions or filling gaps with guesswork.

Simply put: I need you to give me your best, so I can give you mine. Every project is different, of course, but every project has some level of homework required, in order to yield the best possible end product. But to give you an idea of what I typically need from you, let's use an example. If you were interested in my Website Essentials package— no extras or add-ons, just a standard service-based website, here's an idea of what I would need from you "homework" wise...

• Contract signed and deposit paid first and foremost

• Your comprehensive website design questionnaire intentionally filled out (and not just one to two word or sentence answers, I'm talking about intentional, sufficient info— the more info you give me, the more I have to work with which is a good thing)

• Your inspo sites sent to me (this is typically something you include in the questionnaire). Which is up to 3 websites that you love, that you might like to take inspo from for your site.

• All your brand images uploaded to Air— photos of you, your team, your work, your building and space (if you have a physical location). Yes, we can substitute stock photos if we need to in some places, but for the most part, photos are non-negotiable if you're wanting a high-converting website and to make the most of your investment.

• Your website copy... This one tends to trip people up the most, because we aren't all professional copywriters, of course. I've had clients send me a SINGLE page Google Doc with a few paragraphs, which is noooo where near enough content for a standard 5-page website. Your words are SO important...

• Any necessary logins sent over, such as your Instagram login for adding your IG feed to your site, a login for another domain provider if you've already got your domain name purchased through somewhere like GoDaddy, you adding me as an admin on your Google Analytics and Search Console so I can get them set up and connected to your site.

• And more!

So as you can tell, it's not just as easy as "yeah, let's get started!"

Timeline Variations: What Could Impact Your Project Start Date?

So now that we've talked about what your homework would typically look like... Let’s talk about the curveballs that might stretch your timeline a bit— or why starting early is always a smart move. Not all branding and website projects are created equal, and some variables can add extra layers (and time) to the process. Here are a few common factors that might shift your timeline:

Hiring a Professional Brand Photographer

I will always, always, always, recommend hiring a professional brand photographer, all day every day. Photos are processed by the human brain faster than words, so having high quality, on-brand images that aren't just randomly sourced from a stock photo site that everyone else is using, can be a total gamechanger for your website! Even if you can't afford a full-blown branding session, try and at least book a mini-session. But there are some things to remember...

• Scheduling a shoot with a professional photographer usually takes time— especially if you’re working with someone in high demand who might be booked out a little ways.

• Once your shoot is scheduled, you’ll need to account for the time it takes to receive the final edited images (this can take anywhere from a week to a month depending on the photographer).

If you don’t already have brand photos ready to go, I recommend reaching out to a photographer as SOON as possible. Adding this step into your prep process can extend your timeline by several weeks, but trust me— it’s worth it to have stunning, cohesive images that elevate your brand! And remember, you'll need to have the photos in hand and turned in by no later than one week prior to your project start date!

Hiring a Professional Copywriter

If writing your own website copy feels about as appealing as cleaning out your junk drawer, you’re not alone. A lot of clients prefer to work with a professional copywriter— and honestly, it’s a great investment (I have some phenomenal recommendations if you need the, BTW). But here’s what to keep in mind:

• The copywriting process takes time. Most copywriters usually need 4–6 weeks to complete a full website project (and that’s after you’ve booked your spot on their calendar).

• You’ll still have homework! Copywriters will usually need input from you, including a questionnaire, details about your business, and feedback on drafts.

If you’re planning to hire a copywriter, reach out early so they can align their schedule with our project timeline.

Simply Needing More Time for Prep

Sometimes life gets busy, and gathering everything you need for your project— like images, inspiration, and copy— takes a little longer than expected. If you already know you’ll need extra time for prep, be upfront about it during our discovery call so we can factor that into your timeline. The more we know up front, the better we can plan and strategize to keep your project going smooth, and on time for launch!

How These Variations Affect Your Timeline

Let’s say you want to launch your new website by April 1st, 2025. Here’s how each of these factors might influence how soon you reach out and start the process:

• If you’re hiring a photographer, you might need to start your prep process 8–10 weeks before your project start date to allow time for scheduling and editing, which means you would need to begin working with your photographer as early as late November to early December to make sure everything is ready on time.

• If you’re working with a copywriter, add an additional 4–6 weeks for copywriting before your project start date, which means you'll need to start working with a copywriter by mid-to-late December at the latest.

• If you just need a little extra time to gather your homework, that’s totally fine—we can adjust your start date accordingly, but keep in mind, the more prep time that's needed, the further your start date will get pushed back :)

The key is to be realistic about your timeline and transparent about what you need. Starting early gives us the flexibility to adjust for any variables, ensuring your project isn’t rushed and the final result is everything you dreamed of (and then some).

The Most Stress-Free Experience (for Both of Us)

Let’s be real— rushed, last-minute projects are nobody’s idea of a good time. By planning ahead, we can create a process that feels smooth, collaborative, and (dare I say it?) fun. When you turn in your materials on time, I have the space to review your content thoroughly, make any last-minute tweaks or requests, and start your project with everything I need to deliver exceptional results. No chasing down missing files. No guessing what your “vision” is. No unnecessary stress. Just intentional, focused work that leads to a better result for you— and a happier designer (aka me).

TL;DR: Start Sooner Than You Think

If you want to launch a new website or brand by a specific date, here’s your cheat sheet, including adjustments for potential variations:

• Your Desired Launch date: April 1st, 2025

• Start date: February 4th, 2025 (6–8 weeks prior)

• Homework due: January 28th, 2025 (one week before start date)

• Book your project: By January 4th, 2025 (at least one month before start date)

• Schedule your discovery call: Early December 2024, if not sooner

• If hiring a photographer: Begin scheduling and working with them by late November to early December 2024 to ensure your edited photos are ready on time.

• If hiring a copywriter: Start working with your copywriter by mid-to-late December 2024 to have your finalized copy ready by the homework deadline of January 28, 2025.

This timeline ensures you have plenty of time to prepare, keeps things stress-free, and gives us the best chance of creating something you love.

Ready to Make Magic Happen?

If you’ve got a project in mind, don’t wait—reach out early so we can lock in your timeline and get the ball rolling. The sooner we start, the more seamless the process will be (and the less you’ll want to pull your hair out). Click the button below to book your discovery call, and let’s get to work!