Project Management for Web Projects: What We Learned in 160+ Drupal Projects
Last updated: March 2026 · Reading time: 6 minutes
A Drupal project is not purely a technology project. It is a communication project with technical implementation. The code is the result. The path there consists of clarifying requirements, managing expectations, driving decisions and identifying risks.
In over 160 Drupal projects since 2012, arocom has identified patterns that distinguish successful projects from failed ones.
Three Success Factors for Drupal Projects
Clear requirements: not as an 80-page specification document but as a prioritized backlog with user stories. "As an editor, I want to ..." is more precise than "The system should ...". Requirements the client doesn't understand lead to results they didn't want.
Regular feedback: every two weeks, the client sees a working partial result. This prevents the team from developing in the wrong direction for weeks. Feedback is not a courtesy but a steering instrument.
One contact person per side: on the client side, one person who can make decisions. On the agency side, a project manager who has the overview. When decisions must go through committees, the project slows down.
Typical Mistakes — and How arocom Avoids Them
Mistake 1: everything at once. Large projects fail from over-ambitious scope. arocom recommends an MVP (Minimum Viable Product) that goes live quickly. Extensions follow in phases.
Mistake 2: technology before strategy. Choosing the platform first, then clarifying requirements — this leads to solutions looking for a problem. arocom starts with the question "What should your website do for your business?" and chooses the technology afterward.
Mistake 3: no test concept. Features that aren't tested don't work. arocom defines acceptance criteria per user story and tests every sprint result before the review.
Mistake 4: content is forgotten. The platform is ready but the content is missing. Content planning at arocom starts parallel to development, not afterward.
Methodology: What Fits Your Project
Not every project needs full Scrum. arocom chooses the methodology by project size and complexity:
Small projects (under EUR 30,000): Kanban board, weekly updates, clear milestones. Little overhead, fast results.
Medium projects (EUR 30,000-100,000): Scrum with 2-week sprints, sprint reviews and prioritized backlog. Agile fixed price as the contract model.
Large projects (over EUR 100,000): full Scrum with product owner, scrum master and interdisciplinary teams. Test sprints to validate the collaboration.
The methodology is a tool, not an end in itself. It must fit the team and the client.
Your next step
Planning a Drupal project and want to set it up right from the start? The Drupal Future Check gives you clarity about your platform's status and the right approach for the next project.
How long does a typical Drupal project take?
A relaunch takes 3-6 months, depending on scope and complexity. Smaller projects (module development, theme customization) are completed in 2-6 weeks. arocom gives you a realistic time estimate after scoping.
Do we need to provide a product owner?
Yes. The business prioritization can only come from you — you know what your business needs. The product owner doesn't need to be a full-time job, but the person must be able to make decisions and be available for questions.
What happens when our requirements change during the project?
That's normal and planned for. With agile project management, changes are added to the backlog and prioritized against other requirements. The budget stays the same, the scope is optimized. Changes are not a problem but the norm.
How does arocom communicate during the project?
Via ticket system (Redmine/Planio), regular video calls and asynchronous updates. The project lead is your dedicated contact person. We respond to inquiries within 4 hours on business days.
Read more
- Scrum in Drupal Projects — Agile methodology in detail
- Agile Fixed Price — The matching contract model
- Planning a Website Relaunch — The arocom guide
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