The Handoff Issue

When it comes to web development projects, handoffs go wrong when specs are incomplete and developers end up guessing states, responsiveness, and edge cases. When files are disorganized and document versions are unclear, so much wasted time goes into chasing the ‘latest approved’ design. And when feedback lives across documents, email, and chat, it’s easy to miss decisions or duplicate work. The result is delays, rework, and frayed client trust. 
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“Disorganized files and poor version control cause big problems… Fragmented communication and tools make things difficult.” — Ash Shaw, LightSpeed
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BugHerd’s Head of Product, Richard O’Brien spoke to Ash Shaw, Founder and CEO of LightSpeed, about what it really takes to move smoothly from design to launch. They explored how to turn handoffs into a clear, repeatable workflow - aligning content, design, and development; setting sign-off milestones; and centralizing feedback so teams ship faster with fewer surprises.

LightSpeed’s end-to-end workflow

A seamless handoff isn’t a single tactic … it’s a system. The strongest agencies run an end-to-end workflow that makes expectations explicit, keeps feedback in context, and locks decisions at clear checkpoints. 

Here is LightSpeeds’ practical, repeatable model that you can adapt to to reduce rework, shorten cycles, and keep teams and clients aligned from first brief to launch.

1) Content-first discovery

• A 'Getting Started' doc sets expectations (no build until the agency has content).
• A website questionnaire informs brand, goals, structure, tone and functionality.
• A content checklist determines folders, naming conventions, what to upload, and why.

2) Design system → prototype in Figma

• Structured around WordPress block themes: templates, template parts, patterns, blocks.
• Table of Contents frame in the prototype tells clients 'what it is, how to navigate, and exactly what to give feedback on.
• Use Figma Dev Mode, variables, and consistent spacings/typesetting.'

“Adding a table of contents… and what to give feedback on… was a game changer.” — Ash Shaw

3) Staging build + BugHerd feedback

• Developers code exactly what’s in that approved prototype - layouts, states, interactions.
  
• BugHerd is added on staging for internal QA and client feedback.
• A short, client-facing cover email explains what feedback is in scope and links to staging where the BugHerd sidebar is active.

4) Sign-off gates & scope control

• Prototype sign-off defines scope. Changes after that are formally treated as scope creep.
  
• Staging feedback is triaged on a Kanban board; clients can be invited to view progress (BugHerd board access improves clarity with clients).

5) Launch & short live review

• Plan deployment; enable BugHerd briefly on live website to catch stragglers.
  
• Post-launch: connect analytics, search console, check performance/accessibility, security.
• Disable BugHerd after final approval; request formal sign-off and invoice balance.

Tooling stack 

Great handoffs are the result of picking the right tool for each stage and sticking to it. To avoid fragmented communication and version chaos it’s important to “standardize by phase” - one home for content, one for design/prototype, one for feedback, one for code, and dedicated systems for time/support. 

That clarity means clients know where to give input, designers know where feedback lives, and developers always pull from a single source of truth. LightSpeed’s stack follows that flow from discovery to launch so nothing slips between docs, pixels, and code.

• Docs & content: Google Docs/Drive
  
• Design & prototype: Figma (Dev Mode, variables, ToC frame)
  
• Feedback: Figma comments (design), BugHerd (staging + brief live)
  
• Dev & versioning: GitHub (with clear structure/naming)
  
• Time & support examples: Harvest, Asana, Zendesk (team-specific)

What ‘good website feedback’ looks like

Good feedback is specific, contextual, and delivered in the right place at the right time. LightSpeed gives clients simple rails to follow and coaches them on where and how to give feedback so designers get design feedback in design, and developers get actionable issues in staging. The result is fewer feedback loops, faster fixes, and clear ownership on every task.

Why BugHerd for QA and client feedback?

QA and client review are where projects either accelerate or stall. BugHerd keeps this phase tight and transparent by putting feedback exactly where the work lives, on the web page. 

Clients pin issues in context, BugHerd auto-attaches the screenshot and technical details that your devs need, and everything flows through to a simple Kanban task board for triage and status. The BugHerd workflow reduces back-and-forth, and keeps everyone aligned.

“We activate BugHerd for our own feedback internally… then invite clients. All feedback is visible and processed bit by bit.” — Ash Shaw

Handoff pitfalls (and fixes)

• Fonts/spacings don’t match code: Test font weights between Figma and code; use variables for line-height/letter-spacing; map Figma variables to CSS variable names for cleaner Dev Mode output.
  
• Designs ignore build reality: Designers should collaborate with devs and design to code components (e.g., WordPress blocks) to reduce translation gaps.
• Version chaos: Keep strict file naming/versioning in Figma and GitHub; centralize approvals.
• Scope creep at sign-off: Treat the signed prototype as the blueprint. Decide consciously: ship now and iterate, or consciously expand scope and timelines.

LightSpeed’s playbook (condensed)

Every agency needs a lightweight, repeatable way to move from website kick-off to live without reinventing the wheel each time. A good playbook clarifies who does what and when, where feedback lives, and how scope is controlled, so teams can move fast without breaking trust. 

LightSpeed’s condensed framework below is built for busy, multi-disciplinary teams: clear inputs, visible checkpoints, a single source of truth for feedback, and a clean exit to launch. Use it as a template you can adopt as-is or adapt to your stack.

1. Content first: Questionnaire → content audit/collection → structured Drive with naming conventions.
   
2. Design system → Prototype: WordPress-aligned components; Figma ToC tells clients how to review.
   
3. Staging + BugHerd: Internal QA + client feedback in one place; Kanban visibility.
   
4. Gate sign-offs: Prototype = scope; staging = functional checks; live = brief review only.‍
5. Close the loop: Post-launch checks (analytics, Search Console, performance, accessibility, security), disable BugHerd on live, formal sign-off.

Final word

Website handoffs don’t have to be messy. When you lead with content, document decisions in a visible spec (eg. Figma with a clear Table of Contents and Dev Mode details), and collect website feedback on a single platform, your handoff process will be streamlined and your web dev project will run smoothly

The payoff is real: fewer revision loops, faster approvals, and clients who feel informed and confident, rather than anxious.

If you’re improving your flow, start small and standardize: a Getting Started doc for content, a consistent Figma file structure, and BugHerd on staging for in-context pins with automatic screenshots and metadata. Keep feedback windows short and scheduled, triage on a Kanban board, and make status visible to stakeholders. You’ll cut the back-and-forth, protect margin, and create a repeatable path from design to launch.

“Prototype → staging → launch. With clear sign-offs and contextual feedback, everything runs smoothly and ships sooner.” — Ash Shaw

Watch the full webinar here:

More information

Ash Shaw has kindly made available a number of Project Workflow free resources that you can access here.

If you would like to connect directly with Ash to find out more about implementing a smooth website handoff workflow, feel free to reach out: 

ashley@lightspeedwp.agency

https://www.linkedin.com/in/ashshaw

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