How to Start a Software Project: A No-Stress Roadmap

Updated Nov 26, 2024 • 17 min read

Starting up any new IT project can be stresfull.

It shouldn’t be, however, and it needn’t be either if you choose a development team that puts communications and project organization at the forefront of all its processes.

Getting started can often feel like the hardest part of any new endeavor to take on – fear of the blank canvas can apply to any professional, not just the struggling and tortured artist.

And when it comes to the blank canvas of your exciting new IT project – whether you’re having some bespoke software developed for your offices, or are moving into the realms of mobile or web apps – there are hundreds of things to think of, and deciding where to start can sometimes lead to a state of paralysis.

But a good development house will have dealt with situation many times before, and through experience will have developed a unique and streamlined process that cuts through any feelings of anxiety in order to get any project off the ground to a flying start, with all parties feeling confident and comfortable about the coming days and weeks.

Agile development fosters flexibility and responsiveness in project implementations. It ensures smooth iterative development, enhances communication between development teams and product owners, and enables adjustments to meet changing market demands effectively. The most important thing, as ever, is communication. As a client, you will be keen to know and understand the processes and workflow of the development team. The development team will be equally keen to ensure that the client is fully prepared and equipped for the project as we advance and that functional communication pathways are established for good cooperation throughout the development process.

Bearing this in mind, best practice dictates that the development house should have a workflow model already structured right from the moment the first meeting between the client and the dev team commences. Here’s how to launch a successful project without unnecessary fuss and stress.

Phase 1 – Define Your Project Scope

Defining the project scope is the first crucial step in starting a new software project. It involves identifying the problem to be solved, the goals and requirements of the software, and the users and stakeholders involved. A clear project scope helps to prevent scope creep and unrealistic expectations, ensuring that the project stays on track and meets its objectives.

To define the project scope, you should:

Identify the problem statement and the goals of the software project: Clearly articulate the problem your software aims to solve and the specific goals you want to achieve.
Determine the users and stakeholders, their needs, and expectations: Understand who will be using the software and what they expect from it. This includes both end-users and other stakeholders.
Define the functional and non-functional requirements of the software: Specify what the software should do (functional requirements) and how it should perform (non-functional requirements).
Establish the project timeline, budget, and resources: Set realistic timelines, budget constraints, and resource allocations to ensure the project is feasible.
Identify the key performance indicators (KPIs) to measure project success: Determine the metrics that will be used to evaluate the success of the project.

A well-defined project scope serves as a foundation for the entire software development process, ensuring that everyone involved is on the same page and working towards the same objectives.

Phase 2 – Aligning the Client’s Vision with the Dev Team’s Plan

Aligning the client’s vision with the development team’s plan is critical to ensure the software project meets the client’s expectations and needs. This phase involves communicating the project scope, goals, and requirements to the development team and ensuring they understand the client’s vision and objectives.

To align the client’s vision with the dev team’s plan, you should:

Communicate the project scope, goals, and requirements to the development team: Ensure that the team is fully aware of what the project aims to achieve.
Ensure that the development team understands the client’s vision and objectives: The team should have a clear understanding of the client’s goals and how the software will meet these goals.
Establish a clear understanding of the software architecture and technical requirements: Discuss the technical aspects and architecture of the software to ensure alignment.
Define the project timeline, milestones, and deadlines: Set clear milestones and deadlines to keep the project on track.
Identify the key stakeholders and their roles and responsibilities: Clarify who is responsible for what to avoid any confusion during the project.

By aligning the client’s vision with the dev team’s plan, you can ensure that the software project is developed with the client’s needs and expectations in mind, resulting in a successful project outcome.

Phase 3 – Choose the Right Methodology for Your Software Project

Choosing the right methodology for your software project is crucial to ensure that the project is developed efficiently and effectively. There are various software development methodologies to choose from, including Agile, Waterfall, Scrum, and Kanban.

To choose the right methodology for your software project, you should:

Consider the project size, complexity, and scope: Different methodologies work better for different project sizes and complexities.
Evaluate the team’s experience and expertise: Choose a methodology that aligns with your team’s strengths and experience.
Assess the client’s needs and expectations: Some clients may prefer a more flexible approach like Agile, while others may prefer the structured approach of Waterfall.
Determine the project timeline and budget: Some methodologies are better suited for tight timelines and budgets.
Identify the key stakeholders and their roles and responsibilities: Ensure that the chosen methodology aligns with the stakeholders’ expectations and involvement.

By choosing the right methodology, you can ensure that the software project is developed with the right approach, resulting in a successful project outcome.

Phase 4 – Drawing up a Software Requirements Specification (SRS)

Drawing up a Software Requirements Specification (SRS) is a critical phase in the software development process. An SRS is a document that outlines the functional and non-functional requirements of the software, ensuring that the development team understands what needs to be developed.

To draw up an SRS, you should:

Identify the functional and non-functional requirements of the software: Clearly define what the software should do and how it should perform.
Define the user interface and user experience requirements: Specify the design and usability aspects of the software.
Establish the performance, security, and scalability requirements: Outline the performance benchmarks, security protocols, and scalability needs.
Determine the data storage and retrieval requirements: Define how data will be stored, accessed, and managed.
Identify the integration and interoperability requirements: Ensure the software can integrate with other systems and operate seamlessly.

By drawing up an SRS, you can ensure that the software project is developed with a clear understanding of the requirements, resulting in a successful project outcome.

Phase 5 – Giving and Receiving Feedback (by the Client)

Giving and receiving feedback is an essential phase in the software development process. It involves communicating with the client to ensure that the software project meets their expectations and needs.

To give and receive feedback, you should:

Establish a clear communication channel with the client: Ensure that there is a reliable way to communicate regularly.
Provide regular project updates and progress reports: Keep the client informed about the project’s progress.
Solicit feedback from the client on the software project: Actively seek the client’s input and feedback.
Address any concerns or issues raised by the client: Be responsive to the client’s concerns and work to resolve any issues.
Ensure that the client is satisfied with the software project outcome: Continuously check in with the client to ensure their satisfaction.

By giving and receiving feedback, you can ensure that the software project meets the client’s expectations and needs, resulting in a successful project outcome.

Phase 1 – aligning the client's vision with the software project's dev team's plan

Before any development work commences, it’s crucial to ensure everyone is working towards the same goal and has the same vision for the project. The success of the project heavily relies on the software development project team, whose collective effort and various roles are essential for achieving the project goals. The whole process needs to be thoroughly planned out, with everyone understanding exactly what features are required of the app or software, what the overall purpose of the program will be, and what the initial goals of the project are. A Product Design Sprint or a Scoping Session are both great ways to kick off the planning phase of the project.

The most important things to be established in the initial stages of the planning are:

User and client personas: the development team needs to understand exactly who is going to be using the final product. If it’s a piece of bespoke office software that has been commissioned, then the dev team needs to know how the office employees operate and exactly what the software will be helping them achieve. If it’s an app that you’re developing, what is the target market?
What needs the project will be satisfying: it’s important that, as a client, you provide the team with any market research that you have done surrounding the project to help them understand its purpose.
How the end product will meet the client’s needs: in response to the last point, it is important that the dev team manages to clearly communicate to the client that they are committed to the vision of the project. Each member could bring his/her own ideas to the table so that they become active participants in the formation of the idea.
SWOT analysis: what are the strengths, weaknesses, opportunities, and threats to the project? It’s important that all competitors are identified, and how the new app will improve upon what’s already available.
The available budget: Clients will have a maximum amount that are in a position to spend on the project, and the development house will try and create the best deal it can in accordance with that. But this needs to be clarified from the outset so there is no chance for disagreements later (not unheard of when dealing with money matters). Also, check whether the development house of your choice uses fixed prices or hourly rates.
Any time constraints: When will the client expect the final product completed, and does the development team consider that to be realistic and is it able to deliver in this time frame?

Phase 2 – Drawing up a software requirements specification (SRS) for the software project

The goal of your SRS is not only to create a very clear and concise document that everyone is up-to-date with and able to adhere to but, more importantly, to assist in the creation of great software.

During Phase 1, you will have managed to outline your main goals with your development team. Now, you can create a general specification.

This should address:

What the software under development is required to do.
How the external interfaces of the software function.
The expected performance of the software.
A product feature list.
Attributes – i.e. security, maintainability, and portability considerations.
Constraints – i.e. whether or not there are any required standards in effect, policies for database integrity, limits on resources, etc.
Writing User Stories - descriptions of desired features.
The importance of integration testing in validating the software's ability to perform its primary functions.

A good SRS will be an excellent resource for the dev team and will establish a strong basis of agreement between the developer and the client before the work begins.

But specification will do so much more than that. It will form the basis for forecasting costs and timelines and reduce the later efforts in development considerably. The drawing up of an SRS will force the development team to sketch out all of the software requirements rigorously, thusly reducing the need for redesigning and recoding later.

Indeed, ‘sketching out’ ideas in the specifications phase may be taken literally. Much like creating storyboards before taking a screenplay to a film, developers should physically sketch out how they envision the interface of the software to look. This can be either using a mockup tool such as Sketch or Balsamiq, or the good old-fashioned low-tech way with pencil and paper.

Written descriptions of each module are also invaluable. And to this effect creating effective user stories are invaluable. Put simply, user stories describe exactly what the client wants from each module.

Phase 3 – giving and receiving user feedback (by the client)

Before the project progresses any further, it is imperative at this point for you as a client to go away and discuss the project specifications with all who are involved. This may include your employees who might be using the software on a daily basis in the office or the potential users of your new app.

By taking the time to do this now, you can save many hours in the future by preventing the development team from starting off in the wrong direction, or from not including an essential functionality of the program. Quality assurance plays a crucial role in maintaining development environments and ensuring all components are validated.

Phase 4 – An Interview With the Project Manager (PM) on project management

Your project is now moving closer and closer to getting underway. But, before this happens, it’s important that you have an in-depth meeting with the PM of the development team. It is here where you will have a chance to clear up any anxieties that you may still have with regard to communications and processes.

Here are what we think are the 10 most important questions to ask your project manager before a new IT project gets underway:

How should I communicate my ideas?
Which communication tools are we using?
What is the communication flow structure?
What type of process model will be used?
How will the workflow be managed? How will we be alerted if we are off schedule or unforeseen problems arise?
Who is responsible for the project?
Can all of my requirements be met?
How are project priorities translated into iterations, estimations, and processes?
How will the final product be distributed?
How can I help and support you throughout the development process?
How will the team size and composition impact the software engineering process and project delivery?

After taking questions from the client, the PM will then have some questions him/herself, in order to ensure that the client’s requirements are in line to be fulfilled.

These questions will include:

Does the client have their servers already?
Does the client have any preferred delivery or deployment tools?
Does the client have a technical person on their side – CTO (chief technical officer) for instance?

Phase 5 - preparing for the kick-off meeting

Before the project starts there’s always a kick-off meeting. But, even before this, there are a few things that the dev team will need to have prepared.

This will include:

Information on whether the development team will be conducting all of the work, or if they will be sharing some part of the project with another team. If so, then the client may have concerns about how the workflow between the in-house and remote teams will work, and how any issues surrounding working with remote teams are solved.
All communication channels are to be set up. At Netguru we use a combination of daily updates and calls, and various project management apps and tools.
A first draft of the app architecture, which will be consulted with the client during the kick-off meeting, or otherwise during the first days of collaboration.
The importance of thorough testing to ensure the software solution meets specified requirements and performs reliably for end-users.

Phase 6 – The kick-off meeting

The final stage before development begins – the kick-off meeting. Here’s what will happen:

The team will be introduced, and all of their roles outlined – the developer(s), in charge of coding; the QA team, in charge of testing and noting bugs; and the project manager, in charge of planning and communication with the client.
The client will be asked how they plan to earn money from the application.
The first drafts of the app architecture will be discussed and any necessary changes will be made.
The communication tools will be outlined for all team members and clients (see 5 Communication Hacks for Better Business Relationships).
A staging server will be set up with access to it granted to the client and relevant team members. The client will then be asked if s/he has a production server. If the client doesn’t have one, then the development team should provide one.
The role of system testing in verifying that the software functions correctly and meets specified requirements will be emphasized.

It’s important for the client to understand that a strong Product Owner role will be needed during the entire process.

Phase 7 – Go!!

Everything should now be in place for work to begin. In the initial stages of collaboration, milestones will need to be set with iterations laid out that all devs are to follow consistently. It will also be in this early stage that everyone will have a clearer idea whether or not they have all the materials and information they require to complete the project. Cuts in the scope and re-estimations will occur. If anything is discovered lacking, it can be sorted out now so that everything is ready when the time comes. Unit testing is essential at this stage to ensure that individual components of the software function correctly before integrating them into a larger system.