Navigating complex projects is no small feat. Between managing budgets, aligning with goals, coordinating teams, and keeping an eye on deadlines, the slightest hiccup can tip things off course.
And when it comes to custom software and app development, the stakes are even higher. At Slingshot, we’ve shepherded over 250 projects from kick-off to launch, learning some hard-earned truths.
Here’s our guide to keeping projects afloat—shared in the spirit of “from the trenches” advice. So, grab a coffee, keep one hand on the ship’s wheel, and let’s get into it!
Summary
- Pick up some handy tips to keep your projects running smoothly—like setting clear goals and managing your resources like a pro.
- Learn how to dodge common issues, like scope creep, and keep the momentum going with those small victories.
- It’s all about being flexible and using agile methods to switch gears when necessary while keeping everyone in the loop without overwhelming them.
- Read how to balance speed and quality and nurture an open and collaborative team vibe.
- Find out some simple ways to celebrate wins and take lessons from each project to keep improving.
Set (and Communicate) Clear Project Objectives
Imagine setting sail on a long journey without knowing your final destination. You might end up somewhere, but it’s more likely to be adrift at sea rather than safely docked at your destination. Projects are no different. Setting clear objectives early provides a compass to steer, preventing your team from veering off course and getting lost in the waves of confusion.
But a destination alone isn’t enough—you also need to know who you’re sailing for. Understanding your end-users is key to thoughtful decisions about which features to prioritize and which to leave on the shore. This insight fosters empathy, a critical element for success, and helps ensure your project meets your user’s needs.
Once you’ve charted your course with specific, measurable objectives, communicate them as your voyage depends on it—because, in many ways, it does. Trace every decision, action, and resource allocation back to these objectives. This connection keeps your crew aligned and makes navigating rough waters or explaining tough calls to stakeholders easier, ensuring your project reaches a safe harbor.
Prioritize What Matters (Hint: It’s Not Always Scope)
At Slingshot, we focus on identifying the Minimum Viable Product (MVP) features that will ensure your project’s success. You can build a solid foundation by pinpointing the essential elements and save the “nice-to-have” additions for later iterations. This focus keeps your team aligned, accelerates delivery, and provides a framework to adapt or expand based on honest user feedback.
Check-in Early and Often
Regular check-ins don’t just boost morale; they’re crucial for catching problems before they become, well… big problems. Schedule short, consistent check-ins with your team and stakeholders. We host short internal meetings daily and longer client-focused meetings weekly. The goal isn’t to make things formal—think of it as a way to pulse-check where everyone is, clarify any confusion, and adjust if priorities have shifted.
Keeping communication open also gives your team a safe space to bring up roadblocks. As a project leader, this is your chance to step in, remove those blockers, and keep the flow going. Don’t underestimate how much smoother things will go when everyone’s on the same page.
Prepare for Curveballs with Contingency Planning
Projects rarely follow a perfectly straight line, no matter how well you plan. Technology may fail, requirements might shift, and team members could get pulled into other tasks. That’s why creating a contingency plan is critical—so when challenges arise, your team isn’t scrambling.
Daily standups play a key role in identifying issues early, allowing your team to adjust before problems escalate. Pair this with a prioritized backlog, ordered from most impactful to least, and you’ll have the flexibility to make tough decisions, like cutting lower-priority tasks when necessary, without derailing the entire project. Proactive planning may feel like extra effort, but it ensures your team can confidently navigate the unexpected and keep the project on course.
Keep Stakeholders in the Loop—Without Overwhelming Them
Stakeholders want to know what’s going on but don’t need to be knee-deep in every detail. Find a balance between regular updates and overloading them with information. Consider setting up weekly demos and monthly all-hands summaries to provide high-level updates on progress, significant changes, and what’s coming next.
By keeping stakeholders in the loop, you build trust and manage expectations. Transparency is key; you must share the good and the bad, including insights into the budget and its spending. When stakeholders understand where resources are going and your challenges, it’s easier to ask for support or adjustments if things go sideways. They’ll feel invested in the project’s success and more willing to collaborate on solutions when needed.
Foster an Open, Collaborative Culture
Good project leadership sets a tone where people feel comfortable sharing ideas, giving feedback, and calling out issues. If your team feels safe to speak up, they’re more likely to bring their best to the table, which means fewer roadblocks and a more engaged group overall.
Conducting retrospectives is a powerful way to support this culture. Retros provide a dedicated space for the team to reflect on what went well and identify areas for improvement. As a project leader, encourage brainstorming sessions, seek input on big decisions, and create an environment where every voice is valued. This outreach enhances team morale, fosters innovative problem-solving, and leads to better solutions for your project.
Focus on Small Wins to Build Momentum
Big projects can feel overwhelming—sometimes, it’s hard to see the forest for the trees! That’s why focusing on small wins is so effective. When you hit small milestones or complete a feature, celebrate it! This way, you can build momentum and give everyone a sense of progress.
By emphasizing smaller sprint success, you keep the team motivated and reduce the risk of burnout. And on a broader scale, small wins help you gauge if the project is on track, allowing for incremental adjustments without waiting until the final stages.
Embrace Agile Principles, Even if You’re Not Agile
We’re big fans of agile principles—iteration, collaboration, and adaptability—but not every project needs to be a textbook agile endeavor. Even if your process doesn’t strictly follow Agile methodologies, there’s value in taking a page from the Agile playbook.
You should periodically revisit your project’s requirements and adjust plans as needed. Regularly re-evaluate priorities based on what’s working and, more importantly, what isn’t: technology can fail, requirements may change, and you might have to reassign your developers to other high-priority tasks. Instead of waiting until the end to discover what’s broken, you can address it early and pivot accordingly.
Documentation may not be the most glamorous part of project management, but it’s a lifesaver. And no, you don’t have to create a novel-length document for each project step. Instead, focus on the essentials: any changes to scope, significant decisions made, and critical milestones.
A quick update here, a recorded meeting there: it all adds up to a paper trail that keeps everyone aligned. Not only does this keep your project organized, but it’s also incredibly valuable for future reference, especially if team members change. It’s like a project map, allowing anyone who follows to see what’s been done and why.
Leverage tools like AI-powered transcription services, like Otter.ai, to make this process even easier. These tools can help capture meeting notes, action items, and key decisions in real-time, ensuring nothing gets lost in translation. By combining traditional documentation with AI-powered insights, you’ll create a seamless record that supports your current team and sets up future teams for success.
Balance Quality with Speed (It’s Not Always a 50/50 Split)
One of the trickiest parts of running a project is balancing the need for speed with the need for quality. Yes, time is usually of the essence, but cutting corners for a deadline leads to more significant problems.
Set realistic quality benchmarks from the get-go. Instead of aiming for perfection (which doesn’t exist), focus on delivering a solid, functional solution. This balance doesn’t mean sacrificing quality but knowing when a piece is “good” to move forward.
Assess and Optimize Resource Allocation Regularly
Poor resource management can derail even the best-laid plans. Don’t just assign tasks at the beginning, hoping for the best. Reassess regularly to ensure you effectively use your resources: people, tools, or budget.
It’s also essential to make sure your team isn’t overloaded. When you meet, check in on workloads and be ready to adjust if someone’s carrying too much. Balanced workloads improve morale and keep your team productive over the long haul.
Keep the Final Goal in Sight—But Be Ready to Pivot
Flexibility is key—sometimes, what you thought would work simply doesn’t. And that’s okay! Being too focused on sticking to a fixed vision can make you miss opportunities to adjust and create something even better.
Retrospectives are especially useful in staying adaptable. They give your team a structured space to reflect on what’s working, what isn’t, and what new ideas could improve the project. Use these insights to alter course, adjust timelines, or rethink priorities as needed. By keeping the ultimate goal in mind and encouraging your team to bring fresh ideas, you’ll stay agile and ready to tackle any challenges that come your way.
Don’t Let Scope Creep Sink the Ship
Scope creep will sink even the best-managed projects! It’s essential to be cautious when new ideas or features come up mid-project. These small changes pile up, leading to more extensive demands on time, resources, and budget.
The best way to handle scope creep is to have a straightforward change control process. Ensure everyone on the team knows that any additions must be evaluated based on impact on the overall project and resources. Be willing to push back or table ideas for a later phase if they don’t align with current objectives.
Learn from Every Project
Once the project is complete, don’t let your lessons learned fall by the wayside. A wrap-up or retrospective meeting helps you capture insights, recognize what worked, and address any missteps to make the next project smoother.
This step isn’t just a “nice-to-have.” It’s essential for continuous improvement. Projects are as much about the lessons learned as the products created. By acknowledging wins, tackling challenges head-on, and implementing improvements for the future, you foster a stronger, more flexible team.
Celebrate the Finish Line!
Last, don’t forget to celebrate; it’s the Big Kid way! Completing a project is an achievement, no matter how big or small. Take the time to acknowledge everyone’s hard work and effort.
These shout-outs aren’t just a nice gesture—recognition boosts morale, reinforces your team’s commitment, and sets the stage for future success.
Conclusion
Project management is as much about steering the ship as it is about keeping everyone on board and motivated to sail forward. With clear objectives, solid communication, and an adaptable approach, you’re well on your way to project success.
And remember: even when things get rocky, every challenge is an opportunity to improve. Here’s to smooth sailing on all your future projects!
Written by: Savannah Cherry
Savannah is our one-woman marketing department. She posts, writes, and creates all things Slingshot. While she may not be making software for you, she does have a minor in Computer Information Systems. We’d call her the opposite of a procrastinator: she can’t rest until all her work is done. She loves playing her switch and meal-prepping.
Edited by: Chris Howard
Chris has been in the technology space for over 20 years, including being Slingshot’s CIO since 2017. He specializes in lean UX design, technology leadership, and new tech with a focus on AI. He’s currently involved in several AI-focused projects within Slingshot.
Editing Assistance by Michael Upton and Jem Holbrook
Product Leads at Slingshot
