How to Prepare Your Business for a Student Web Team

Working with a student web team can be one of the most affordable ways to modernize your website — especially if you’re a small business or nonprofit without a big marketing budget.

Programs like Volta NYC pair student developers and designers with local organizations to ship real projects. The difference between a smooth project and a chaotic one often comes down to how prepared you are before the team starts.

Here’s a simple checklist to get your business or organization ready.

1. Decide who owns decisions

Web projects get stuck when too many people have veto power.

Before the student team starts, choose:

• One primary decision-maker for the project
• One backup who can review content and design if the primary person is unavailable

Make it clear to your internal team that feedback flows through these people, not from everyone at once.

2. Gather your core content

Students can help with copywriting, but they need a starting point.

Collect:

• Your mission statement or a short description of what you do
• Basic descriptions of your services or programs
• Your hours, location, and contact details
• Any required legal language (disclaimers, privacy policy, etc.)

Even bullet points in a Google Doc are enough to begin.

3. Collect your best photos

Good photos can do more for your site than any template.

Look for:

• Your space (inside and outside)
• Your team in action
• Community members or customers (with consent)

If you don’t have many photos, set aside time for a student or volunteer to take a small batch — even smartphone photos can work if they’re clear and well-lit.

4. Make a list of "non-negotiables"

Help the student team understand what can and can’t change.

Common non-negotiables:

• Logo and brand colors
• Certain phrases you must use (for funders or legal reasons)
• Existing integrations (donation platform, appointment system)

Write these down and share them in the very first meeting.

5. Be realistic about timing

Most student teams, including those at Volta NYC, work 2–4 hours per week.

Ask:

• When do you actually need the first version live?
• Are there events, grant deadlines, or seasonal peaks to consider?

A focused 4–6 week sprint is usually ideal for a small site refresh or new landing page.

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Preparing well doesn’t take a lot of time, but it dramatically improves the final result. A few hours up front gathering content, photos, and constraints can save weeks of back-and-forth later.

If you want to explore working with a student team on your website, you can learn more about Volta NYC’s Digital & Tech track at voltanyc.org.