As an academic I have been involved in many projects - some self-initiated, some assigned, some sort of accidental. Its striking the variety of dynamics I've seen, from inspirational and deeply fulfilling personally and professionally to some which would qualify for their own Circle of Hell had Dante lived long enough to write about doing a website in committee. This has led me to some thoughts about how technology projects work, and don't (particularly in academia or the non-profit sector - you for-profit types can feel free to ignore me and say that "our product changes everything" or "quality is job one" or some such. Hope those stock options work out for you).
One of the first signs of trouble in a tech project is when someone comes to you and says "we have to do this" because someone else is ("by god we're an Ivy League school, if this community college has an uber-portal with customized features and Flash animations everywhere why don't we?"). My favorite initial retort/shutdown is "yes, but do you have any idea if its been successful?". One of the dirty little secrets of the internet is that lots of people do lots of things but few could be considered a genuine success - those you will usually hear about in the business news (congrats, YouTube dudes! Bet you never thought *that* would happen, eh?). But professional jealousy aside, I actually think that friendly competition with your competitors is a great thing for generating new ideas - the key is to analyze the idea well enough to answer a few questions. Would this work in our environment? Are we already doing something like this but its not well known or well done? Do we have the resources and skills to do something like that? Is there anything coming down the pike that would render it meaningless or could be adapted to give you that magical function you liked? And of course the ever present "did their actually work or were they just too embarrassed to kill it" (good luck answering that question - I'd talk to the techs more than the administrators if you try). Apply these same questions (except the last) to any internally-generated ideas. Oh, and encouraging lots of internally generated ideas is a great plan - your own people probably know what they need better than your competitors, even if there is that whole keeping up with the Jones's mentality prevalent in management.
When I first started my information architect-y position I did a lot of reading, surfing, asking and talking and quickly hit on what I call a three legged approach to any project (primarily technical but who knows, perhaps it has legs elsewhere). I call them the Administrative or Business Goals leg, the Staff or Implementation leg and the Audience/User/Patron leg. Once the "stool" is built then there is the sitting test, I suppose (can someone actually use it? would they? will they forever?)
The first leg is adminstration or business goals - does it meet a need or desire from Management? Often this is the hardest one, believe it or not, because it can be hard to get Management to clearly enunciate what they want. In my mind "Harvard has one" is not a goal, its an observation (they may have a lawsuit about "it" too, did you also want one of those?). For a project to have a jot of a chance to succeed the projects goals need to be clear, or at least bear a strong resemblance to something that can actually happen. "We'll be the pre-eminent global online portal to resources in [fill in the blank]" is a bit too wishy-washy, particularly if [fill in the blank] is a single word (like "health").
The second leg is the staff/implementation leg - do you have people who are willing and able to both create and implement the project and then (most importantly) maintain it? A big trap here is the infamous grant-funded website project (you know, "we'll use our own staff and maybe hire some temporary staff to set up the uber-portal-of-Death in an incredibly large and complex area, not think about technical support and then when the grant money runs out not be able to maintain the parts we actually were able to get implemented on schedule"). The internets are littered with the bloated corpses of well-intentioned and often well-funded sites that just seem to sit there rotting in the sun - a shame, particularly since they still come up in Google searches (I suggest a new metric, the carrion factor we might call it). Credibility is a function not so much of constantly changing content (Flash animations don't count as constant change) as appropriately updated content. Some things age differently than others, and if your audience is at all savvy they'll be able to tell the difference between needed change and change for change's sake (corollary to the Flash statement: fixing typos to get your "last updated" date to change also doesn't count) - if you really wanted to be transparent you might try a Wikipedia-esque versioning approach to content changes.
The third leg is the audience/patron/users leg. Its very encouraging to see libraries start to embrace usability testing and evaluation when creating or updating websites - it took a long time for that message to sink in (i.e. you're building the site for other people, maybe you better be sure they can use it without too much trouble). Not to rain on anyone's parade, but I feel strongly that we need to go beyond usability to usefulness and a variety of other higher goals (Peter Morville has a nice 9-piece approach to what needs a resource should meet, usability being just one of them - check out Ambient Findability for more on that). Jared Spool has an excellent definition of usability - its the opposite of frustration. But building a resource "that isn't frustrating" isn't exactly as noble of a goal as we might want to shoot for (its like Detroit using the motto "our cars only rarely get recalled or kill people due to our negligence"). User-centered design is the common term for going beyond usability, actually involving users from the beginning of the project through to the end - that's much closer to the mark. But I'd like to suggest one further goal (this one is dedicated to the administrators in the audience) - try to cultivate a sense of experimentation and risk-taking on the part of your staff (particularly your programmers) when doing such projects. A dear friend of mine had a sharp, yet good retort in the early days of the user-centered transformation in my career - he pointed out that engineers are the ones who actually design the cars because that's what they know and do; why should it be any different for software? The point is that programmers will be able to tell you realistically what's out there now and on the horizon and show you things you and your users may have never even imagined, but might become an instant hit. They can also tell you why something is possible but not desirable or worth the effort (in software development with enough time and money anything short of breaking the laws of physics is possible, and they're working on that). So by all means ask people what they want and need, then go back and see what all is possible and reasonable (yes, I know, we have a tendency to think "the customer is always right" but even if it was the CEO who suggested it the Hello Kitty interface or Star Wars theme playing during the waiting for confirmation screen ideas may simply not be smart - have the guts to say that), then build (or buy) something and run it by the users to see if you hit the mark. Lather and repeat as necessary.
Speaking of "repeat as necessary", another really difficult issue when dealing with tech projects is the idea of "when is it done". This whole "Web 2.0" and "perpetual beta" idea has many people (esp. administrators and technology instructors) up in arms. If you involve all three legs of the stool in building the project the chances are you'll probably have something pretty useful with your first shot. But nothing is ever perfect - at some point you have to "shoot the engineer" (to stop adding or tweaking features) but also "shoot the administrator or marketing/PR folks" (to stop trying to second guess what people's responses will be). Remember, this isn't a print book or journal - technology projects change and evolve and grow. In fact, they should have a more organic nature (slowly changing and evolving in response to the environment) rather than having "the big rollout" (only do that if its something new or a replacement for something so old and decrepit that you, they and everyone knows it was an embarrassment). Evaluating a project once its up and live is actually a wonderful way to engage your audience (you know how hard it can be to do that if you've tried surveys or focus groups, esp. without bribes). Being open to change and growth and actually getting projects out the door will enhance your credibility immensely, far more so than your misguided attempts to "get it right the first time".
Which brings us to the final, sad chapter of our tale - people don't live forever and neither do tech projects. Unfortunately we don't deal well with death in our culture by and large and we are the same with projects - deny it can happen, ignore the possibility, curse someone else for it happening, etc etc. While I can't say I've seen any good examples in this regard I do think its something people should start to think about. Living wills are starting to catch on after enough people have had to deal with painful decisions about keeping people alive with advanced medical technology and at ages scarcely dreamt of until recently. Perhaps the same needs to happen with tech projects - most places could afford a hosting provider and access to basic things like PHP and MySQL, and students or younger workers can provide the cheap labor which means the cost of keeping a floundering project alive forever has decreased. We may face similar situations to the long term decline in health - so do we need living technology wills? If my site traffic falls below a certain point pull the plug? The success metrics really are up to the participants to decide but they should be thinking about whether they're helping or hurting their cause with their project. Removing the clutter would certainly help make search engine results cleaner (and I'm not sure they'll ever adopt my carrion metric to do it even if site managers won't). At this point my only concrete suggestions are to find partners in the same project space to see if they might be willing to collaborate or take over (be sure you don't sink *their* project in the process) or to see if there are new developments that have made your project obsolete or in need of change. Perhaps you can transition your project, Phoenix-like, into the new way of doing things and have your experience and authority help the new projects get off to a faster, better start. If not then perhaps its time to gracefully step aside and savor the good memories.
So to summarize (and perhaps editorialize a bit): If you're thinking about doing a project think about several things going in, then check in to be sure you are following through with them. 1) Be sure you have an actual project clearly spelled out by administration. Have the ability to have back and forth to clarify and, ideally, have administrative, technical and implementation staff involved so they can all give you a reality check. 2) Be sure you have a realistic and do-able workflow for creating or implementing the project initially, then maintaining both the content and the technical infrastructure. Hint: it really does take time to care for and feed a server, independent of the content providers. Be sure that workflow takes into account reasonable upgrades in the future (i.e. if you have text + still pictures now you might want audio or video later; you probably won't need to worry about heads-up displays and telepathic interfaces for a few business cycles yet). 3) Be sure that you're creating a product that your audience/user/patrons want and/or need. Don't be afraid to ask them up front, don't be afraid to show them the work in progress and (especially) don't be afraid to be sure its still working for them after you roll it out. Times change, people change - gopher was once an amazing tool and would now be considered pretty inadequate by almost anyone. Keep up with best practices and technology trends. 4) Remember that nothing lasts forever (well, setting aside some metaphysical questions for the sake of brevity) - eventually your project may wind up being unable to go on or become irrelevant. Try to have a plan, or at least the courage to deal with the situation without a plan, when (not if) this happens. Your staff and users will thank you for it. Change may be uncomfortable but its also inevitable, and is much more uncomfortable if you put it off (like getting your annual physical, which becomes more and more important with age - so too is it for your project).