Municipal website redesign projects are complex undertakings that require careful planning and realistic expectations. Unlike commercial website projects, government websites involve multiple stakeholders, public input requirements, and approval processes that extend timelines. This guide breaks down what to expect at each phase of your municipal website redesign.
Overview: The Typical Municipal Website Timeline
A comprehensive municipal website redesign typically takes 6-12 months from project kickoff to launch, depending on complexity, organization size, and decision-making processes. Here's a high-level overview:
- Pre-Project Planning: 1-3 months
- Discovery and Research: 4-6 weeks
- Design and Prototyping: 6-8 weeks
- Development: 8-12 weeks
- Content Migration: 4-8 weeks (often parallel with development)
- Testing and Quality Assurance: 2-4 weeks
- Training: 2-3 weeks
- Launch and Post-Launch Support: 2-4 weeks
These phases often overlap, and actual timelines vary based on your specific circumstances. Let's examine each phase in detail.
Phase 1: Pre-Project Planning (1-3 Months)
Before engaging a vendor, municipalities should invest time in internal preparation. This phase sets the foundation for project success.
Stakeholder Identification
Determine who needs to be involved in the project. Typical stakeholders include:
- Municipal leadership (mayor, manager, administrator)
- IT department
- Communications/public information staff
- Department heads (police, parks, public works, etc.)
- Elected officials (for approval processes)
- Community members (for public input)
Needs Assessment
Document what's working and what isn't with your current website. Gather input from:
- Staff who manage the website
- Department representatives who publish content
- Residents (through surveys or focus groups)
- Analytics data showing usage patterns and problems
Budget Development
Establish a realistic budget for the project. Municipal websites typically range from $25,000 for small villages to $150,000+ for larger cities with complex requirements. See our detailed guide on municipal website costs for budgeting help.
RFP Development
If your municipality requires a formal procurement process, develop a comprehensive RFP that clearly communicates your needs and expectations.
Vendor Selection
Allow adequate time for proposal review, vendor presentations, and contract negotiation. This typically takes 6-8 weeks for formal procurement processes.
Phase 2: Discovery and Research (4-6 Weeks)
Once you've selected a vendor, the discovery phase establishes the strategic foundation for your new website.
Kickoff Meeting
A formal project kickoff brings together the project team to:
- Review project goals and success metrics
- Confirm roles and responsibilities
- Establish communication protocols
- Review and refine the project timeline
Stakeholder Interviews
The vendor team conducts interviews with key stakeholders to understand:
- Department-specific needs and workflows
- Pain points with the current website
- Priorities and must-have features
- Technical requirements and integrations
Current Site Audit
A thorough audit of your existing website reveals:
- Content inventory (what exists and what to keep)
- Technical issues and limitations
- Accessibility problems requiring attention
- Analytics insights about user behavior
- SEO performance and opportunities
User Research
Understanding how residents and staff actually use (or struggle to use) your website:
- User surveys and interviews
- Task analysis for common activities
- Competitive analysis of peer municipality websites
- Persona development representing key user groups
Information Architecture
Based on research findings, the team develops:
- Site map outlining page structure
- Navigation recommendations
- Content organization strategy
- Search and filtering requirements
Discovery Deliverables
This phase typically produces:
- Discovery summary report
- Recommended site architecture
- Content strategy recommendations
- Technical requirements document
- Revised project plan
Phase 3: Design and Prototyping (6-8 Weeks)
With strategy established, the design phase creates the visual and interactive framework for your website.
Week 1-2: Style Exploration
Designers develop visual concepts that:
- Reflect your municipality's identity and values
- Meet accessibility requirements
- Establish color palettes, typography, and imagery styles
- Consider mobile and desktop experiences
Typically, 2-3 design directions are presented for feedback.
Week 3-4: Homepage and Template Design
Based on feedback, detailed designs are created for:
- Homepage
- Interior page templates (content pages, listing pages, etc.)
- Special page types (department landing pages, service pages)
- Mobile variations
Week 5-6: Component Library
A comprehensive component library ensures consistency:
- Buttons, forms, and interactive elements
- Cards and content modules
- Navigation elements
- Alert and notification styles
- Accessibility-compliant patterns
Week 7-8: Prototyping and Refinement
Interactive prototypes allow stakeholders to:
- Experience navigation and interactions
- Test user flows for common tasks
- Identify issues before development begins
- Gain confidence in the direction
Design Approval Process
Government projects often require formal approvals:
- Staff review and sign-off
- Leadership presentation
- Elected official review (if required)
- Public input consideration
Build buffer time for approval cycles—they often take longer than anticipated.
Phase 4: Development (8-12 Weeks)
Development transforms approved designs into a functioning website.
Week 1-2: Environment Setup
Technical foundation work includes:
- Development, staging, and production environment configuration
- CMS installation and configuration
- Version control and deployment pipeline setup
- Integration framework for third-party systems
Week 3-5: Core Development
Building the fundamental website features:
- Theme/template implementation
- Navigation functionality
- Search implementation
- Core page templates
- Responsive behavior across devices
Week 6-8: Feature Development
Implementing specific functionality:
- Department/service directory features
- Online forms and submissions
- Document management systems
- Calendar and events functionality
- News and alert systems
- Accessibility features and compliance
Week 9-10: Integrations
Connecting third-party systems:
- Payment processing for utilities, permits, etc.
- GIS mapping integration
- Social media feeds
- Email newsletter platforms
- Meeting management systems
Week 11-12: Testing and Bug Fixes
Comprehensive testing covers:
- Cross-browser compatibility
- Mobile device testing
- Accessibility validation
- Performance optimization
- Security hardening
Phase 5: Content Migration (4-8 Weeks)
Content migration often runs parallel with development. It's typically the most underestimated phase.
Content Audit Review
Decide what content to:
- Migrate as-is
- Revise and improve
- Consolidate (merging related content)
- Archive or delete
Content Preparation
Before migration:
- Rewrite outdated content
- Optimize for search engines
- Ensure accessibility of documents
- Gather new images and assets
Migration Execution
Depending on content volume:
- Automated migration for structured content
- Manual migration for content requiring restructuring
- Quality review of migrated content
Content Entry by Departments
For new or revised content:
- Department training on CMS
- Content submission deadlines
- Review and approval workflow
- Quality assurance checks
Phase 6: Testing and Quality Assurance (2-4 Weeks)
Thorough testing prevents embarrassing issues at launch.
Functional Testing
Verify all features work correctly:
- Form submissions
- Search functionality
- Payment processing
- Interactive elements
Accessibility Testing
Comprehensive accessibility validation:
- Automated accessibility scanning
- Manual screen reader testing
- Keyboard navigation verification
- Color contrast validation
User Acceptance Testing
Stakeholders test the site:
- Staff from each department
- Selected community members
- IT security review
- Leadership preview
Performance Testing
Ensure the site performs well:
- Page load times
- Server capacity
- Mobile performance
- Search engine optimization
Issue Resolution
Address problems identified during testing:
- Bug fixes
- Content corrections
- Performance optimization
- Accessibility remediation
Phase 7: Training (2-3 Weeks)
Staff training ensures your team can maintain the website effectively.
Administrator Training
IT staff and primary administrators learn:
- User management
- Security settings
- Technical configuration
- Troubleshooting common issues
Editor Training
Content editors across departments learn:
- Content creation and editing
- Image upload and management
- Document publishing
- Accessibility best practices
Department-Specific Training
Focused sessions for specific needs:
- Calendar management
- News publishing
- Form administration
- Specialized features
Documentation
Provide reference materials:
- User guides
- Video tutorials
- Quick reference cards
- Support contact information
Phase 8: Launch and Post-Launch (2-4 Weeks)
Launch requires careful coordination and immediate follow-up.
Pre-Launch Checklist
Before going live:
- Final content review
- Redirect mapping for changed URLs
- Analytics configuration
- Backup procedures confirmed
- Security measures verified
Launch Day
Coordinated launch includes:
- DNS updates
- Monitoring for issues
- Staff availability for problem resolution
- Communication plan execution
Post-Launch Support
The first weeks after launch:
- Active monitoring for issues
- Quick response to problems
- User feedback collection
- Performance optimization
Transition to Maintenance
Establish ongoing support relationship:
- Regular maintenance schedule
- Security update procedures
- Support ticket process
- Performance monitoring
Factors That Extend Timelines
Be aware of common timeline extenders:
Approval Delays
Government approval processes can add weeks. Build buffer time and identify approval requirements early.
Content Challenges
Content migration often takes longer than expected. Start content preparation early and set realistic deadlines.
Scope Creep
New requirements discovered mid-project extend timelines. Document changes formally and adjust schedules accordingly.
Technical Complications
Integration issues, legacy system challenges, and unexpected technical problems require additional time.
Seasonal Considerations
Municipal projects may need to avoid:
- Budget cycle deadlines
- Election periods
- Major community events
- Staff vacation seasons
Tips for Staying on Schedule
Successful projects share common practices:
- Dedicated Project Manager: Someone accountable for progress
- Clear Decision-Making Authority: Defined who approves what
- Regular Communication: Weekly status meetings
- Realistic Expectations: Built-in buffer time
- Early Content Start: Begin content work during design phase
- Stakeholder Engagement: Keep departments informed and involved
Getting Started
Understanding the timeline helps set realistic expectations with stakeholders and plan resources accordingly. At CivicSitePro, we've guided dozens of municipalities through successful website redesigns and understand the unique challenges local governments face.
Ready to start planning your website project? Schedule a consultation to discuss your timeline and requirements, or request a free audit of your current website to understand the scope of work needed.