Custom software development, like a tailor-made suit, takes time. The result is something that fits perfectly, but only with careful planning and attention to detail.
You don’t put an order in at your tailor if you have a gala dinner to attend tonight. You plan for it in advance.
Things are no different in custom software development. If you need it now, you start with an off-the-shelf Software as a Service (SaaS) platform rather than bespoke software. If you want it to fit perfectly, on the other hand, you acknowledge the time it takes for planning, strategy, and development of a custom system.
Today, we’re exploring realistic expectations for custom software development — how long might it take, how much should you budget, and what do you really get? Each constraint pulls on the others, which we dig into in our blog about the custom software iron triangle.
For those who have never been involved in a custom software project, it’s hard to know what to expect. So let’s look at how to set realistic expectations when going into a project.
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Setting Realistic Timelines in Custom Software Development
Software projects are notorious for being delivered after their planned target date. With experience, you learn that’s because project requirements tend to change as the project progresses. Being overly optimistic that the project will follow the “happy path” from beginning to end can and will come back to bite us. It’s in the best interests of all stakeholders to acknowledge that things will change and, rather than trying to eliminate any changes in the project, we plan for the unexpected from the beginning. Including contingencies to keep projects on track despite these inevitable shifts is a key part of our process.
Once we understand your needs and constraints, we use the following to help us deliver value to you on an agreed upon timeline.
1. Prioritize Requirements
We identify and prioritize essential features versus nice-to-have functionalities. This prioritization allows us to focus on delivering a minimum viable product (MVP) first, which can significantly shorten time from project start to initial launch.
This approach ensures that you can begin using your software early, and iterating and improving it as functionality is added and new needs emerge. You don’t have to wait until the platform is 100% completed—custom software is never really completed — you can start using your software as soon as the MVP features have been launched.
Knowing your requirements going into a project can help you plan and prioritize. Read more about how to make sure you’re ready for custom software development here.
2. Agile/Scrum Methodology
We use Agile/Scrum methodologies because they offer more flexibility in meeting timelines. Our approach allows for iterative development, so we can easily make adjustments based on user feedback during the process.
This can improve the product quality and keep development on the planned timeline with flexibility around what’s being built.
3. Buffer Time
Including buffer time for unexpected delays is essential. Custom software development often encounters unforeseen challenges, whether due to technical difficulties, changes in project scope, or resource availability.
A well-planned buffer can accommodate these changes without derailing the entire project. The buffer won’t always be used, but you’ll be happy to have it as the system approaches launch time.
Budgeting — the Money Chat We Need to Have
Custom software development doesn’t follow a one-size-fits-all pricing model like SaaS platforms do. Each project’s budget is shaped by unique needs and complexities. Even assessing the cost of a project up front is a lot of work.
Here’s what goes into a custom software system budget:
1. Scope of Work
While we don’t need to have a detailed backlog fleshed out at the start of the project (that would be old-school waterfall development), we do want to have an idea of the general scope of the platform. The more complex the project, the higher the required budget.
Considerations include not only development but also architecture, project management, design, testing, and maintenance.
2. Technology Choices
The choice of technology stack directly impacts development timelines, costs, and even long-term scalability and maintenance needs. Some technologies require specialized skills, which can increase costs.
Additionally, licensing fees for certain platforms or tools can add to the budget. At Far Reach, we research and present the most affordable options that will meet our high quality expectations.
3. Contingency Fund
Allocating a portion of the budget for unexpected expenses is critical because there will be unexpected things that arise. A contingency budget is there to cover new requirements discovered during the project as well as unforeseen complexity that may not be apparent during the analysis phase.
Defining Deliverables — What Do You Get?
In custom software development, deliverables are tangible outputs produced during the software development process. Some are visible on the frontend (new features) while others are hidden on the backend (server optimization).
When we start a project, we have a rough outline of what the system should accomplish at various stages of development. The details within that outline can (and will) change throughout the project.
Here’s how we discuss and agree on expectations for a new custom software platform.
1. System Goals
Instead of diving into every detail of every feature up front, we focus on the system’s overarching goals.
For example, a must-have feature might be having sales team members be able to input customer onboarding information that’s populated to all departments within the hour. Instead of defining how we’ll accomplish this up front, we’ll document what needs to happen for this requirement to be deemed a success. This gives both of us flexibility in how we approach building the functionality.
2. Milestones
Milestones help us keep projects on track and give you clear visibility into progress. With many clients, we lay out phases up front for launching the highest-priority features—with the initial phase being an MVP and then subsequent phases focusing on additional sets of prioritized functionality. With established milestones, you can track project progress and the development team can spot and communicate barriers early on.
3. Communication
In custom software development relationships, communication is vital. You have to communicate your goals and requirements to our team, and we have to communicate what we’ll provide around them and give you regular updates on progress throughout the project. Setting expectations — and continually updating them throughout the process — is a non-negotiable in successful custom software projects.
Wrapping Things Up
Successful custom software development requires time, commitment from both sides, and an upfront investment. But the result is a tailored solution that grows with your business. We work hard to educate clients on what’s realistic during custom software projects, and we partner with clients whose expectations are in line with what we can provide.
This article provides a glimpse into what we do to manage client expectations, but, of course, our approach varies from client to client. Want to know more about how your custom software development project can go — realistically, without bombastic promises? Reach out!