Can’t I ask my team to start creating the next big software for our new client right from the start? Definitely not, as no software project manager or CTO wants to jeopardize their client’s expectations and risk losing them for good.
According to a BCG survey of global C-suite executives, almost 50% of respondents stated that over 30% of their tech development projects were late and costly. One of the primary reasons for failures was unrealistic software development timelines.
This becomes more of a reason you need a sound development timeline before starting any project.
What is a Software Development Timeline?
Definitionally, the software project timeline is the time taken to complete and deliver all the tasks related to software development.
For example, A hospital network developed a patient management system to streamline appointments, records, and billing. After 3 weeks of planning and 4 weeks of design, the team completed development in 10 weeks, followed by rigorous testing for compliance and functionality. The software was then deployed in stages, with 3 months of maintenance to optimize usability and address staff feedback.
However, various factors could alter the software development timeline, including the project’s scope, size, compatibility, the development team’s capabilities, and the resources on board.
Why Is It Important to Estimate Time for Software Development?
Time estimation plays a key role and is a foundation of software project management. This is why you must have the proper documentation on paper.
Say no to uncertainties
Precise estimates allow teams to identify potential risks early on, creating backup plans to address issues before they arise. This minimizes the likelihood of disruptions and improves software project adaptability.
All deliverables are timely met
A well-structured timeline helps with detailed technical planning. It allows developers to map out resource allocation, milestones, and dependencies without compromising timely deliveries and team alignment.
Your project stays on schedule
Who doesn’t love hearing, “Everything’s on schedule”? Accurate estimates ensure that each task has sufficient time for completion, reducing bottlenecks and helping the team stay on track without affecting quality or missing anything.
Project scope and cost are in control
A well-documented timeline with precise estimates helps prevent scope creep (more on that later), keep the project within budget, and ensure that only planned features are developed.
Project launch at the right time
Adhering to a realistic timeline can help the team meet launch deadlines. This will get you positive feedback from the client, as you will have delivered what you promised at the given time.
Lucrative market opportunities
Timely product delivery keeps a company’s reputation trustworthy not only in the eyes of its audience but also of its competitors’ customers. In doing so, you’ll potentially capture the market needs when demand is high and avoid losses to faster competitors.
Handpicked content: How Business Collaboration Helps Mid-Sized Companies
Ensure outsourcing transparency
Accurate timelines help maintain clear expectations with outsourced teams, keeping accountability, collaboration, and confidence intact that milestones will be met effectively.
The Challenges of Estimating Software Development Timeline
Scope creep
Scope creep, as the name suggests, occurs when a project’s original requirements expand beyond initial expectations and milestones set.
This is often due to unclear objectives, changing client needs, or the team’s attempts to exaggerate features without considering the impact on time and budget. Unfortunately, scope creep can lead to project delays, higher costs, and technical burnout.
Consider a healthcare app team that developed a patient management system with core features.
However, the client requested additional features during the project, such as an appointment reminder feature, custom patient forms, and a feedback module. This will extend the timeline by several weeks and push the project over budget.
Poor communication
Lack of clear, transparent communication among stakeholders and team members can lead to misunderstandings, late feedback, and inefficient task allocation.
Delays happen when team members work with outdated requirements or stakeholders don’t provide timely input, forcing them to rework and stretch project deadlines.
For example, a development team creating an e-commerce app received late feedback from the client regarding user navigation glitches, requiring UI changes after the main design phase.
This delay added extra weeks or days to the project timeline and required additional developer hours due to a lack of clear, timely communication.
Design complexity
Custom, complex app designs with unique UI elements and animations often extend the timeline, especially when teams can’t use pre-built components.
Producing these detailed designs from scratch takes time, adding to both coding and QA work.
Suppose an entertainment app for kids requires a unique, animated UI for interactive content, which takes an additional two to three months to develop.
The timeline may extend due to the time required for custom animations and adjustments to ensure smooth performance across various devices.
Software complexity
Large and complex tools, such as geographic information systems, crisis communication apps, Microsoft Dynamics 365, etc., take longer to build.
Adding advanced functionalities, features, and screens increases the coding and testing legwork, making accurate estimates difficult.
A financial app with custom reporting, secure user accounts, and multiple dashboards may take over nine months to develop.
The consistent delays may happen due to the complex security and data processing measures needed for user safety.
Integration with legacy systems
Modern apps rarely work in silo. New industry applications often need integration with existing software or legacy systems.
Integration is time-consuming, especially if legacy systems need APIs or modern data layers, requiring custom-built solutions.
For example, a hospital management system had to connect with an outdated electronic health records (EHR) system.
Since the legacy tool might lack API support, developers may spent weeks creating custom integration points, delaying the timeline.
Database migration
Migrating data from old systems isn’t simple when incomplete, fragmented, or incompatible data is used.
The complex and tedious scripting, data processing, and testing make it hard to estimate time accurately.
Suppose a school intends to shift from an outdated student information system. The institution might face delays as data in various formats must be standardized and validated before import.
Data inconsistencies will stretch the timeline from a few days to a few weeks as the team works to ensure data integrity and authenticity.
Key Tips to Estimate Software Development Time
Define project scope and requirements
Are you building a full-fledged product or adding features? You need to determine the project’s end goals and objectives.
Define the functional requirements and quality benchmarks or non-functional requirements, like performance, security, and scalability.
Third, document deliverables, milestones, and the required resources. A clearly defined scope includes what is and isn’t included, helping all stakeholders stay on the same page.
The purpose is to assemble clear documentation so you can periodically review the project scope and adjust time estimates if requirements evolve or become more apparent during the process.
Identify risks and uncertainties
Risks can affect timelines and lead to budget overruns. Identifying them early is the key to minimizing delays and preparing for backup plans.
Start by identifying common risks, such as third-party dependencies, changing requirements, or technical challenges. Furthermore, based on historical data or past experiences, create a list of known project risks.
Address high-impact risks that are most likely to occur first to avoid critical delays.
Develop a backup or contingency plan for each identified risk, such as additional support resources, alternative solutions, or backup tools to handle unexpected issues.
Break down the project into smaller tasks
Using a work breakdown structure segments the project into smaller, manageable tasks. In doing so, you can create a precise development roadmap for a more accurate timeline.
Identify dependencies between tasks. Specific tasks may need to be completed before others, so consider these dependencies in the timeline.
Task assignment and monitoring should be done using project management tools like Jira, Asana, or Trello, especially in complex projects.
Choose an estimation method
You can use different estimation methods to calculate time, so choosing the right one for the project’s complexity is essential.
Analyze the project’s complexity. Simple projects might benefit from bottom-up estimation, while complex ones might require a combination of methods.
The following are the major estimation approaches:
- Analogous Estimation: Estimate based on similar past projects.
- Bottom-up Estimation: Calculate time by estimating each task individually, then sum these estimates.
- Parametric Estimation: Use statistical data to estimate time for specific tasks based on your past work for your clients.
You can also blend different methods for more complex projects.
Pick the right team for the project
You don’t want to work with cultural and technical misfits on your projects. Identify the specific skills needed, such as front-end, back-end, UX design, etc., to ensure each aspect of the project is covered with the right resources.
Build a cross-functional team by merging diverse skills. This allows parallel task work, better collaboration, and fewer bottlenecks.
Experienced technology solutions companies consider resource availability, each team member’s availability, and current workload to avoid overloading and potential delays.
Calculate and document your estimate
A calculated and documented estimate offers a structured timeline and a blueprint for tracking progress.
Create a detailed breakdown of each task, estimated time, and any time buffers for unexpected challenges.
Enlist the assumptions made during estimation, such as tool availability and no significant changes in requirements, so any alterations or changes in plans are easy to identify and adjust.
Review the final estimate with your team to ascertain the feasibility, accountability, and commitment of everyone in the team.
Wrapping Up!
This completes our guide on creating an accurate software development timeline as a mandatory tool for project success.
Realistic time estimates facilitate teams to deliver on time, manage costs, and meet client expectations.
While challenges like scope creep, poor communication, and design complexity can stretch timelines and affect the overall output, careful planning, clear project scoping, risk identification, and the right time estimation approach can help teams acknowledge these concerns.
With the right strategy and a strong, cross-functional team, companies can achieve timely, high-quality project delivery, capture valuable market opportunities, and reestablish their reputation in the industry.
Continue Reading: The Role of Technology Modernization in Digital Transformation
