How to prepare for cooperation with a software house?

    In the digital world where technology is a key factor of success, many companies decide to cooperate with a software house. However, making this decision requires proper preparation and understanding of what such cooperation demands. In this article, we will discuss how to best prepare for cooperation with a software house.

    Determining Business Goals

    Regardless of the industry and size of the company, one of the most important stages in the planning process is determining business goals. They guide the company's actions and define expectations for future projects. In the context of cooperation with a software house, the business goal is a key element that allows defining the direction and scope of the project.

    Different Goals, Different Approaches

    Different business goals may involve different approaches to the project. For example, if your goal is to increase your customer base, a software house might suggest creating an attractive and intuitive mobile application that will attract new users. On the other hand, if you want to automate specific business processes, the solution may be to create dedicated software that will streamline and accelerate actions in your company.

    Revolution in the Industry

    It may happen that your goal is more ambitious - you want to create a product that will revolutionize your industry. In this case, the software house will need even more information about your vision, expectations, and plans to be able to deliver a product that will truly be innovative and groundbreaking.

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    Communicating Goals

    Precise definition of these goals and communicating them to the software house is essential. This means not only saying "I want to increase my customer base," but also describing what expectations you have, what are your priorities, and what results you consider satisfactory. The more precisely you define your goals, the easier it will be for the software house to understand your expectations and deliver a product that meets your needs.

    Defining project expectations

    The Importance of Expectations in the Project

    When business goals are clearly defined, it's time to define expectations for the project itself. In particular, these expectations relate to the characteristics of the final product, the schedule of implementation, and priorities. These expectations play a key role in the planning and implementation of the project, and their clear definition is crucial for effective communication and cooperation with the software house.

    When defining project expectations, it's good to start with the functionalities that the final product should have. Should it enable users to perform specific tasks? What functions are key and which are additional? These are all questions that the project specification should answer.

    User Interface

    Another aspect is the expectations related to the user interface. Should it be simple and intuitive, or rather complicated but offering greater possibilities? Which elements should be visible at first glance, and which should be hidden? This too is a crucial element of the project specification. Project completion deadlines are another crucial aspect. What are the expectations regarding the timing of individual project stages? When should the final product be ready? Defining specific dates can help the software house to better plan their actions and manage time effectively.

    Another element is priorities. Often, not all elements of the project are equally important. Therefore, it's good to define which of them are priority and which can wait. This will help coordinate actions and manage resources better.

    Budget Planning

    Before starting cooperation with a software house, it is crucial to develop and understand the budget you are able to allocate to the project. This process involves not only determining available funds, but also understanding how they can affect various aspects of the project, from the quality of the final product to the scope of services offered by the software house.

    Price and Quality

    The saying goes, "we buy cheap twice". In the context of IT projects, the cheapest offer does not always mean the best quality. Many clients focus on the initial costs of the project, overlooking the fact that a low price can lead to compromises in terms of quality, which can prolong the project execution time, increase long-term costs or even harm your company's reputation. Therefore, it's worth considering offers from various price ranges and focus on finding the optimal solution in terms of quality to price ratio.

    Other factors to consider

    When planning a budget, it's also worth considering other factors that can affect the efficiency and effectiveness of the project. The experience of the software house, its portfolio of projects and recommendations from other clients are extremely important. Good reputation, proven experience, and positive feedback from other clients can indicate high-quality services of the company, which in the long term may bring greater benefits than a low price.

    Understanding the Work Process of a Software House

    Each software house has its unique work process, which may include various methodologies (e.g., Agile, Scrum), tools, and practices. Understanding these processes will help you better understand how your project will progress, what will be the stages of implementation, what could be potential challenges.

    Familiarizing with Technologies and Methodologies

    Depending on the nature of your project, the software house may suggest using various technologies and methodologies. This may include different programming languages, frameworks, database management systems, etc. While you don't have to be an expert in these areas, a basic understanding of the proposed technological solutions will help you make informed decisions.

    Preparing a Project Brief

    A project brief is a document that describes your business goals, project expectations, required functionalities, budget, and timeframes. This document is a starting point for further discussions and planning with the software house. Remember to include as many details as possible - the more information the software house gets at the beginning, the easier it will be to understand your needs and expectations.


    Preparing for cooperation with a software house is key to the success of your project. Clear definition of business goals, project expectations, budget planning, understanding the work process of the software house, familiarizing with proposed technologies and methodologies, and preparing a detailed project brief - all of this contributes to effective and fruitful cooperation.

    However, remember that any cooperation is primarily a relationship - open communication, trust, and understanding are just as important as all the above points.

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