How to Be a Top Website Design Agencies: Creating an Exceptional Client Experience

This is a photo of a couple, apparently coming home from a shopping trip and into a new house. They are smiling and carrying a plant and boxes.

In the bustling landscape of website design, the barriers to entry are remarkably low. Anyone with a laptop and some coding skills can throw their hat in the ring.

But while the top 20% of website designers are primarily distinguished by the quality of their work, it’s the elite within that group—the top 20% of the 20% (that’s the top 4%) — who set themselves apart through the entire client experience they offer.

Why The Client Experience Matters for Web Design Agencies: The Business Perspective

From a business standpoint, delivering an exceptional client experience is the cornerstone for building a successful and long-term relationship. In an industry where new competitors are just a click away, client retention is not just beneficial; it’s vital. A satisfied client is more likely to be a repeat client and, even better, an advocate for your brand. They bring in referrals, they contribute to positive online reviews, and they become the lifeblood of your agency’s reputation.

How the Client Experience Turns Clients Into Walking Billboards: The Client Perspective

From the client’s point of view, choosing a web design agency often feels like a gamble. They’re looking for more than just a service provider; they’re looking for a partner who will help them achieve their vision. Effective communication, a sense of inclusion in the project, and a seamless digital experience all contribute to making the client feel good about their choice. When clients feel included and valued, they’re not just satisfied; they’re delighted.

And a delighted client is a loyal client.

Kicking Pixels, a web design agency, has seen remarkable results by focusing on client experience, as can be seen through this client quote:

“Since implementation of the new website, our web sales are up 30%. Kicking Pixels delivered us a fantastic, fresh and engaging website without any hassles! Their unique approach helped us create the perfect e-commerce site for our needs. I highly recommend the Kicking Pixels team!”

– EcoSpill

In this guide, we’ll delve into the tools and strategies that can help you offer an exceptional client experience, from the first proposal to project delivery and beyond. Whether you’re a seasoned designer or new to the game, these insights will equip you with what you need to stand out in a crowded market.

The Importance of Digital Proposals For Web Design Agencies

The first proposal you send to a potential client is so much more than just a quote. It’s your opening act, your first impression, and it sets the tone for your entire working relationship. In today’s digital world, a well-crafted proposal doesn’t just list services and prices; it builds trust, showcases your brand, and starts you off on the right foot for a successful, long-term partnership.

Imagine having a template that ensures you’re sending the same high-quality message every time. It’s not just about consistency; it’s about efficiency. You’ll find yourself spending less time on each proposal, freeing you up to focus on other important aspects of your business.

And then there’s the magic of electronic signatures. Gone are the days of printing, signing, scanning, and emailing. With a digital signature, your client can give the green light in seconds, showing them just how easy and efficient working with you can be.

Let’s not forget about instant notifications. Knowing the moment your client opens your proposal means you can time your follow-up to perfection. It’s not just about being prompt; it’s about showing your client that you’re as invested in their project as they are.

Better Proposals: A Tool That Gets It Right

Now, you might be wondering how to bring all these benefits to life. That’s where Better Proposals comes into play. This tool is designed to make the proposal process as smooth as possible, aligning perfectly with everything we’ve just talked about. From customisable templates that save you time to electronic signatures that speed up the approval process, Better Proposals has got you covered. And yes, those instant notifications we mentioned? They’re a standard feature, helping you stay in the loop and follow up like a pro.

Simplifying Payments and Subscriptions

Managing payments and subscriptions might seem like a back-office task, but it’s actually front and centre when it comes to client experience. A smooth, hassle-free payment process not only makes your life easier but also enhances the client’s perception of your agency.

Gone are the days of having to chase down payments or clarify billing details. The time saved can be better spent on creative tasks or business development. A streamlined payment system isn’t just a convenience; it’s a game-changer for your workflow.

And what about your clients? They’re looking for a seamless experience, too. Offering them an easy-to-use portal where they can manage their subscriptions and payment details gives them a sense of control and security. It’s a win-win situation that fosters trust and long-term commitment.

WooCommerce and Stripe: The Dynamic Duo

So, how do you make this all happen? Enter WooCommerce and Stripe. These two platforms work in harmony to simplify your payment and subscription management. WooCommerce provides the framework, while Stripe handles the transactions. Together, they offer a seamless experience for both you and your clients. From setting up recurring payments to providing a secure portal for payment details, WooCommerce and Stripe have got it all sorted.

Efficient Information Sharing

Collecting information and documents from clients is often a bottleneck in the project timeline. It’s not just a logistical hurdle; it’s a critical touchpoint in the client experience. A streamlined information-sharing process can accelerate project timelines and eliminate any confusion, making life easier for everyone involved.

Say goodbye to endless email threads and misplaced files. With a well-organised system, you can focus on what you do best: designing exceptional websites. It’s not merely about tidiness; it’s about creating a workflow that lets you shine.

For your clients, the benefits are just as compelling. A straightforward, user-friendly platform for sharing information can alleviate their stress and make them feel more involved in the project. It’s not just about collecting what you need; it’s about empowering your clients and making them feel like valued partners.

Using Gatheroo templates means your entire team is asking for information from clients the same way

Gatheroo offers a free trial for all users

Gatheroo: Your Information-Sharing Ally

If you’re wondering how to make this vision a reality, look no further than Gatheroo. Our platform is designed to simplify the information and document collection process. With features like lists, traffic lights, and automated reminders, Gatheroo takes the hassle out of information sharing for both you and your clients. It’s a tool that understands the needs of web designers and their clients, making it a perfect fit for anyone looking to streamline their workflow and enhance client experience.

Keeping Internal Operations Smooth

While client-facing activities often get the spotlight, the internal operations of your agency are the unsung heroes that make everything possible. Effective task management is the backbone of any successful project, and it’s crucial for keeping your team in sync and your clients happy.

No more scrambling to meet deadlines or juggling tasks at the last minute. A robust task management system allows you to plan ahead, allocate resources wisely, and deliver on time. It’s not just about ticking off to-do lists; it’s about orchestrating a symphony of tasks that culminate in a successful project.

Your clients may not see this part of the process, but they’ll definitely feel its impact. A project that runs smoothly behind the scenes translates to a client experience that feels effortless and well-coordinated. It’s the kind of experience that turns one-time clients into long-term partners.

Teamwork and Asana: Masters of Coordination

So how do you keep your internal operations running like a well-oiled machine? Teamwork and Asana are just two task management tools examples that can help you do just that. Whether you’re setting deadlines, assigning tasks, or tracking progress, these platforms offer features that make project management a breeze. They’re not just tools; they’re your allies in delivering a top-notch client experience.

Building Relationships Through Great Record Keeping

The client experience doesn’t end when the project is delivered; in fact, that’s often just the beginning. A robust Customer Relationship Management (CRM) system and a well-executed email marketing strategy can turn a project’s end into the start of a long-term relationship.

Forget about manually tracking client interactions or sending generic follow-up emails. A sophisticated CRM system lets you personalise your interactions and keep track of every touchpoint. It’s not just about data collection; it’s about building meaningful relationships that stand the test of time.

Similarly, email marketing offers more than just a way to send updates or promotions. It’s an opportunity to provide value, share insights, and keep your brand top-of-mind. For your clients, receiving timely and relevant content can make all the difference in how they perceive your agency.

CRM Solutions Come In All Shapes & Sizes

When it comes to CRM and email marketing, HubSpot is a powerhouse. This platform offers a range of features that can help you manage client relationships and execute effective email campaigns. From automated workflows to detailed analytics, HubSpot provides the tools you need to elevate your client experience to the next level. It’s not just a software; it’s a strategic partner in your quest for client satisfaction.

For those looking for an uncomplicated solution – KeepConnected offers a great solid solution that is intuitive to use. KeepConnected enables you to view everything that matters quickly and easily, so you can keep in contact with your customers and leads. All the important information is in full view on one screen. No more having to navigate endlessly between dashboards and systems.

The Complete Client Experience

In the competitive world of web design, standing out is about more than just delivering a great product; it’s about offering a complete client experience that starts from the first proposal and continues long after the project is complete. As we’ve explored in this guide, every touchpoint matters, from the initial proposal to payment processing, information sharing, internal task management, and ongoing client relationships.

The tools we’ve discussed—Better Proposals, WooCommerce, Stripe, Gatheroo, Teamwork, Asana, HubSpot and KeepConnected—are not just utilities; they’re strategic assets that can elevate your client experience and set you apart from the competition. But remember, tools are only as good as the strategy behind them. It’s essential to approach each aspect of your business with the client experience in mind, aiming not just to meet expectations but to exceed them.

By focusing on the complete client experience, you’re not just winning projects; you’re building long-term relationships. And in an industry where the barriers to entry are low but the stakes are high, that’s what will truly set you apart.

Ready to Elevate Your Client Experience?

If you’re keen to take your client experience to the next level and elevate your own agency, we’re here to help. Book a chat with one of our experts to discuss actionable steps you can take right now.

Laetitia has worked in the Financial Industry for over 20 years. Her drive to understand the risks inherent in a business, together with finding practical ways to mitigate the risks deemed too great, lead to the creation of Gatheroo.

By applying her knowledge gained from major banks in Australian and the UK, SMEs across the globe have benefited by discussing and applying low hanging solutions to potentially large issues.

"I love working with professional service providers to help them grow and prosper by identifying and minimising risks, boosting productivity, and fostering an environment where both individuals and teams thrive"