Having a well-rounded team of stakeholders whose input and goals are relevant to this project will be essential to keeping the process focused. Try to keep your core team to a small number of people, because you don’t want too many cooks in the kitchen when it comes to making decisions. You also want enough people in the room to carry the progress of the project to their teams.
Your project team should include people from different departments and with different skill sets. For example you want people from these skill buckets: creative, user experience focused, contentfocused, project planning, marketing, and sprinkle in a few executives.
Although it can be challenging to get the executives to come to all these meetings, you can tell them which meetings are business-critical and let them decide additional meetings to attend. In fact, they are most useful at the initial high-level discussions where business goals and branding are considered. The minute details of the project don’t need to be discussed by every stakeholder.
When you work with an outside agency for your redesign, it’s important to name one person from each team as a single point of contact (or SPOC). Encourage communication flow to go through the SPOC for each team to ensure clarity and consistency, and make scheduling easier for all parties. Plentiful communication is good, but fragmented communication is not, and no project ever benefited from devolving into a game of “telephone.”