In software development agencies, it is not enough to know how to develop: you also need to be able to coordinate complex projects, meet deadlines and maintain high product quality. 

In two words: you have to be able to implement planning and strategy.  

Strategy example

Below I would like to present some practical advice to go from a simple developer to an agency capable of taking on even large orders, thanks to the correct planning. In this article we will provide a series of strategies for managing orders in software development agencies.

Here are the steps to follow.

Preliminary analysis

A very important phase for the management of orders is the preliminary analysis. This step includes the collection of customer requirements and the evaluation of the resources needed to complete the project.

Through customer interviews you can cUnderstanding the needs and expectations of the customer is essential to define the requirements of the project. But above all, the customer does not always know what he wants, and only with a direct comparison with the developer or with those who work in sales is it possible to obtain a clear picture of the functions that the customer needs. But above all, only with the interview will you be able to inform the customer of the technical feasibility and the budget required for one or another function.

A feasibility study will be necessary to evaluate the technical and economic feasibility of the project to avoid surprises during development.

At this point the documentation of the requirements is necessary: You will need to create detailed documents describing the required features, technical specifications and constraints of the project.

Detailed planning

It all starts with the sdivision of the project into phases.

After that, you will have to allocate the human and material resources needed for each phase of the project. The work of delegating and distributing the workload is absolutely necessary to carry out increasingly large, complex and profitable projects, so resource allocation is a step that should not be overlooked!

It's time to create a detailed calendar that includes all your tasks and their due dates.

Methodologies for managing orders in software development agencies

scrum

Scrum is one of the most used agile methodologies in software development agencies. It allows you to divide the work into sprints, defined periods of time in which specific product features are completed.

• Sprint planning: Plan the activities to be completed in each sprint, clearly defining the objectives.
• Daily stand up: Short daily meetings to monitor progress and address any obstacles.
• Sprint review and retrospective: Evaluate the work done and identify areas for improvement at the end of each sprint.

Kanban

Kanban is another agile methodology that focuses on continuous improvement and workflow management. It uses a visual board to track the status of tasks.

• Workflow View: Use a Kanban board to represent different project phases and ongoing activities;
• WIP Limit Management: Set limits on work in progress to avoid overload;
• Continuous feedback.

Order Management Tools

Project management software

Adopting project management software is essential for effective project management. Here are some tools that help plan, track, and coordinate project activities:

• Clickup: A versatile tool that allows you to manage complex projects with task tracking, resource management and collaboration features. It is probably the best scheduling software available today;
• Tour: One of the most used platforms for agile project management, particularly useful for teams that adopt Scrum or Kanban methodologies;
• Trello: A Kanban-based application that provides an intuitive view of your workflow and ongoing tasks.

• Slack: In this case, it is a messaging platform that facilitates instant communication between team members, with dedicated channels for different projects or topics.
• Microsoft Teams: We all know this hub for teamwork that integrates chat, video calls and collaboration tools.
• Confluence: A platform for creating and sharing documentation, useful for keeping all project information organized and accessible.

The Importance of Constant Monitoring in Software Development Agencies

We must not forget to constantly produce some progress report, and of uuse metrics to evaluate KPIs. For example, we have the burn-down chart (for Scrum projects) or the cycle time (for Kanban projects) to evaluate team performance.

Identifying and managing potential risks is also a key part of project management. This includes identifying risks, analyzing their impact, and planning mitigation strategies.

In addition to accreate a risk register that lists all potential risks associated with the project, it is important to analyze these risks in detail, and their severity, and prepare mitigation plans for the most serious ones. 

The real turning point: feedback

At the end of each project, it is essential to gather feedback from the team and the client to identify areas for improvement.

Only in this way will it be possible to improve, on the next occasion, and offer a service more tailored to the specific needs of the next customer. 

You will notice over time, as a developer, that many risks that seem complex at the beginning, with experience and with the right planning, but above all with listening to feedback, become absolutely manageable.