Addressing Common Challenges for Software Development Projects Management and How I overcome it.

Timeline

8:30 pm —Client is sharing the new job description that requires 7 days of effort.
8:35 pm — Client asks: Can this be done tomorrow?

The WhatsApp message mentioned above often serves as a reflection of the timeline discussion taking place in the project.

I get that the client wants to launch quickly, but we need to set a timeline that matches the project’s size. Rushing might cause quality problems and missed details, leading to more issues later on. We should find a balance between speed and doing things right for success.

Frequently, I find myself in a position where I need to repeatedly explain and educate clients and stakeholders, even when some of them have a technical background.

Thorough upfront research and development efforts lead to fewer issues and a smoother project execution by proactively addressing potential challenges.

Requirement, Brief and Story

Client A: Please help to add the PostCode validation during checkout.
Client B: Let’s add bidding feature in the shortest time.

I frequently receive project briefs that are just one sentence long, but hidden within that short description are actually very complex and large-scale projects. These brief descriptions may seem simple, but they contain a lot of details and require a deep dive to fully understand their scope and complexity.

Certainly, creating a feature brief may seem like a big task, but we can start by focusing on a few key things. Begin with the:

1. Objective — Define the main goal or objective of the feature.
2. Scope — List any dependencies on other features or components.
3. User Stories — Use user stories or use cases to illustrate how users will interact with the feature.
4. Functional/Non-Functional Requirements — List specific functional requirements, such as inputs, processes, and expected outputs and non-functional requirements, such as performance expectations.

Issue Reporting

The bank payment is not working.

Certainly, sometimes you can omit one sentence from an issue report to make it more concise and to the point. However, it’s essential to ensure that the report still contains all the necessary details for the development team to understand and address the issue effectively. Keeping the report clear and focused helps streamline the problem-solving process and facilitates quicker resolutions.

Kindly adopt below:

1. Identification — First, identify the issue. It could be a bug, a feature request, or any problem encountered during the development process.
2. Reproducibility — Try to reproduce the issue consistently. If you can recreate it, it’s easier for developers to diagnose and fix.
3. Clear Description — Write a clear and concise description of the issue. Include what you expected to happen and what actually happened.
4. Screenshots/Logs — Attach screenshots, error messages, or log files if applicable. Visual aids help in understanding the problem.
5. Data & Environment — Mention the environment where the issue occurred like URL, and the input data too like email, order number or any reference number.

Maintain Alignment

The Head of Finance is creating his/her own diagrams on a PDF.
The IT Manager is creating his/her own diagrams on a Excel, Words.
The Project Manager A is creating his/her own diagrams on Words, Draw.io
The Project Manager B is creating his/her own diagrams on Figjam

Whenever feasible, it’s a good idea to have a designated person responsible for managing the project documents and scope. This helps maintain clarity and consistency throughout the project by ensuring that all stakeholders are working with the most up-to-date information. This person can organize documents, track changes, and communicate any scope adjustments to the team, ensuring everyone is on the same page.

Additionally, it’s beneficial to use standardized tools that the entire team is familiar with. This consistency in tools helps streamline communication and collaboration, as everyone can easily access and work with the same software or platforms. It reduces the chances of misunderstandings and ensures that information is readily available to team members when they need it.

Jargon and Term Used

On 10 May 2023 — What Merchant ID was used?
On 13 Oct 2023 — What Account Number was used?

Both Merchant ID and Account Number are referring to the same entity.

Try to avoid this situation to reduce confusion. It’s important because when there’s less confusion, the team can work more efficiently and effectively towards the project’s success.

The Challenge of Repetitive Issues

10 June 2023 8:50pm— Client: Why the credit card not working in the Sandbox environment?
10 June 2023 8:52pm — Me: The sandbox environment does not support credit card payments for the payment gateway.

After 1 Month

10 July 2023 8:52pm — Client: Why you never tested the credit card in the sandbox environment?
10 July 2023 8:53pm — Me: The sandbox environment does not support credit card payments for the payment gateway.

In project management, when communication becomes chaotic, it can be exhausting. Think of tasks stacking up, confusion taking over, and stress increasing. To avoid this fatigue, it’s crucial to use appropriate communication tools like Slack, Microsoft Team or Lark to ensure everyone stays informed and communication flows smoothly during the project.

It can be overwhelming when all project discussions are crowded into a single WhatsApp channel. This approach often leads to confusion as various topics get mixed together, making it hard to find specific information or track the progress of different tasks. To keep things organized and efficient, consider using separate channels or tools for different aspects of the project.

Unclear Tech Scope

When someone with technical expertise lacks clarity about the scope of a project, it can lead to confusion and misalignment between team members. To prevent this, it’s essential to ensure that everyone involved in the project understands the technical aspects and objectives clearly. This clarity helps in smoother communication and project execution.

Summary

I hope that the experiences I’ve shared can be helpful and beneficial to others in similar situations.