Web Design Workflow Intake Form

Use this form to collect the project details, content readiness, ownership, timeline, design needs, development handoff requirements, and launch expectations needed before web design work begins.

Use for

New web projects, homepage requests, redesigns, template work, rush projects, content-heavy updates, and cross-team web initiatives.

1. Project Setup

Project name

Request date

Requesting department or group

Primary contact

Project type

Requested launch date

Reason for requested launch date

Project summary

2. Request Source and Priority

How did this request start?

Priority level

Who assigned the priority?

Has the priority been approved?

Priority notes

3. People, Roles, and Ownership

Identify who owns the request, content, decisions, approvals, design support, development support, and maintenance after launch.

Project Ownership

Project owner

Decision maker

Content owner

Maintenance owner after launch

Ownership notes or concerns

Project Team

Strategy contact

Writer or content reviewer

Designer

Developer

DX contact

Analytics or SEO contact

4. Project Purpose and Audience

What is the purpose of this project?

What problem, opportunity, or user need does this solve?

Primary audience

Secondary audiences

What should users be able to do?

What are the department, business, or institutional goals?

How will success be measured?

5. Discovery and Alignment

Has an alignment meeting happened?

Is there a shared project channel or thread?

Who needs to be included in discovery?

What decisions have already been made?

What questions still need to be answered?

6. Content Readiness

Design can move quickly when content is clear. Use this section to identify what content exists, what is missing, and who owns it.

Content Status

Content map status

Content review status

Copy status

Media status

What content is missing?

What content tasks are assigned, and to whom?

Content Map Fields

Page or site title

Page purpose

Key message

Required sections

Required data, stats, links, reports, tools, or resources

Who approves the content?

7. Site Map and Page Structure

Site map status

Navigation status

Proposed main navigation

Supporting pages or sections

Priority user pathways

External systems, tools, reports, dashboards, or forms

Missing, unknown, or undecided pages

8. Homepage Design Requirements

Complete this section when the request includes a homepage design. A homepage should connect users to known content, pages, actions, tools, or resources.

Homepage Purpose

What should the homepage accomplish?

What deeper content should the homepage highlight or connect to?

What are the most important user tasks on the homepage?

Primary and secondary calls to action

Homepage Sections

Required homepage sections

Optional or future homepage sections

What homepage dependencies are still missing?

Reference Sites and Direction

Reference sites or examples

What specifically do stakeholders like about these examples?

What should we avoid copying or assuming from the examples?

9. Design Strategy and Wireframe

Is a wireframe needed?

Design status

Content hierarchy notes

Recommended design system components or patterns

Responsive layout notes

Image, video, icon, or media direction

Design accessibility notes

10. Development Handoff

Handoff status

Target development start date

Approved design link or file reference

Content source link or file reference

Required interactions

Technical dependencies or constraints

Accessibility notes for development

Analytics or tracking needs

11. Rush Project Details

Complete this section when the project has a short timeline, high-priority status, or a request to move forward before content, structure, or approvals are fully ready.

Is this a rush project?

Rush approved by

Why is this urgent?

What can realistically be completed within the timeline?

What content, decisions, approvals, or assets are still missing?

Accepted risks or tradeoffs

Post-launch cleanup or improvement plan

12. Review, QA, and Launch

Review and Approval

Review process status

Approval path status

Required reviewers

Final approver

QA Checklist

Content accuracy checked by

Links checked by

Mobile layout checked by

Accessibility checked by

SEO basics checked by

Analytics checked by

QA notes

13. Risks, Blockers, and Follow-Up

Known risks

Current blockers

Follow-up actions

Next meeting or check-in date

Next step owner

14. Submission Notes

Additional notes, missing items, or context

Design process draft

Dark Mode - needs work

It seems that you have reduce motion enabled!