What to do if project deadlines and budget are extended? Practical tips with specific examples
Deadlines and budget are two critically important aspects for the successful completion of any IT project. However, situations often arise when deadlines and budget are stretched for various reasons. In this article, I, Maxim Belyakov, owner of the Sailet development studio, offer practical tips with specific examples on what to do if you face the problem of extended deadlines and budget.
Example: Your mobile app project is delayed due to difficulties integrating third-party APIs. Analyze the problem, identify possible solutions (change the provider, contact support, search for ready-made libraries, etc.), and take action.
In one project, we had to integrate an old offline application. Naturally, without documentation. We contacted the developer of the system, who had written it 10 years ago. We solved the issue.
Example: If your team of developers encounters problems they cannot solve, hold a joint meeting to identify issues and find possible solutions. This can lead to the team finding a new approach to solving the task and speeding up the process. This is the simplest and most effective method that is often overlooked. Don't look for someone to blame, focus on solving the problem.
Example: If developing a complex machine learning algorithm takes up too much time and resources, consider using ready-made solutions or temporarily postponing this feature in favor of more important and priority tasks.
Unfortunately, we didn't follow this advice in 2019 and spent all our earnings on a complex research startup. This gave us a tremendous experience but left the project on the shelf.
Example: Instead of developing the entire content management system at once, break the project into iterations. In the first iteration, focus on creating the core structure and necessary functions, and then gradually add additional features in subsequent iterations.
Now we offer clients two working options: project-based and Scrum-based. Every two weeks, sprints are formed and demo days are held.
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Example: If your team of developers is struggling with the workload, consider bringing in additional resources or outsourcing certain tasks. For example, you can hire a freelance designer to develop the user interface or outsource app testing to a specialized company.
For instance, we have 70+ vetted and selected freelancers for reinforcement.
Example: Use project management tools such as Trello or Jira to control task completion and track progress. This will allow you to quickly respond to emerging problems and adjust the work plan if necessary. The functionality is often excessive. Therefore, first determine what is important to you and what budget you have, and then choose. Not the other way around.
Example: If the project is delayed, inform the client in a timely manner and explain the reasons for the delay. Clients may be able to offer a compromise solution or agree to revise the deadlines.
This is for studios and project managers. Often, managers are afraid to tell the truth and say what the client wants to hear. This can only ruin the relationship and ruin the project.
Example: If you notice that the development process is slowing down due to inefficient practices or lack of skills, conduct a project audit. Identify weak spots and find ways to improve the process, such as implementing new tools or training employees. Reallocate resources of technical custodians.
Dealing with stretched deadlines and project budgets can be challenging, but implementing practical advice and using specific examples described in this article will hopefully help you find optimal solutions and minimize risks. Be prepared for unforeseen circumstances, maintain constant communication with your team and clients, and apply flexible approaches to project management to achieve success.