Plan a custom software project by writing down the problem and who has it, listing the workflows the software must support, cutting scope to a minimum viable first release, defining acceptance criteria, validating with a clickable prototype, budgeting by phase and agreeing on ownership, testing, documentation and support before development starts.
1. Write the problem statement
One paragraph: what's broken today, who feels it and what it costs. "Orders arrive through three channels and we re-key each one, which takes about two hours a day and causes errors."
2. Identify users and workflows
List each role (manager, operator, field tech, customer) and the workflows they'll perform. This becomes the backbone of the scope.
3. Check alternatives
Confirm no product covers it well enough. See custom software vs off-the-shelf.
4. Cut to a minimum first release
Separate must-haves from later phases. A smaller first release ships sooner and teaches you what really matters.
5. Write acceptance criteria
For each feature: "Given X, when Y, then Z." Criteria turn vague expectations into testable outcomes.
6. Prototype before building
Clickable screens for the main workflows. Changing a prototype is cheap; changing code is not.
7. Phase the budget
Price each phase separately. Approve the next phase based on what the previous one delivered.
8. Agree on the non-functional basics
- Authentication and permissions.
- Data protection and backups.
- Performance expectations.
- Hosting and ownership of accounts.
9. Set up delivery
Short cycles, a staging environment you can test, and a single point of contact on each side.
10. Plan for after launch
Documentation, team training, bug-fix warranty and a maintenance agreement.
Common pitfalls
- Specs that describe screens, not problems.
- Everything in phase one.
- No one on your side available to answer questions.
- Ownership of code and data left undefined.
See custom software development or book a free assessment.