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Nada Gul for Foretheta

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How Software Development Agencies Can Become More Efficient

Ways to maximize workflow efficiency in a software development agency

Workflow inefficiency can be costly and detrimental to software development agencies. This dilemma affects managers leading teams to complete projects within a given timeframe. The best way for managers to increase productivity is by maximizing efficiency.

A smooth and efficient workflow will deliver more products faster. It will help the company in a competitive market while minimizing the cost of production.

Have a good process

Foretheta believes that a well-structured process provides customers with favorable outcomes.
Production process
Our process starts with discussing the customer's vision over coffee, phone call, or web conference. The customer submits a brief explanation of the problem they want to solve. The next step is storyboarding, where we write user stories that define the scope of the project. We document customer requirements to ensure both parties know what they're getting into. The design team creates wireframes for the user stories and presents them to the customer. Building designs incorporate customer feedback. For backend projects with little or no UI, we put together the 'request and response' interfaces for building the APIs.

Next, we break our product development cycle into sprints, about three weeks each. Each sprint has a Monday meeting and daily ten-minute stand-ups. On the second Friday, we devise a conclusion demo and a retrospective. We then set up a staging server where our continuous delivery manager deploys the latest code we push. Customers can check project status anytime on the staging server and provide feedback. Once we deliver a user story, the customer can test it out on the staging server. Then they either accept the story or give us feedback. When the customer accepts all the stories, we deliver the documentation and prepare for project delivery.

A concise and cohesive process is a prerequisite for a business organization's success. The customer's usability and execution reflect this success.

Key strategies required for a smooth and efficient workflow in an organization include:

Communicate well, communicate often

Communication between team members
Constant communication with the client is vital. Subsequently, passing on that information to the team is also critical. A communication breakdown in the chain from the client to the team working on the project can deliver the wrong thing. Updating the client regularly allows continuous feedback from their side. The worst thing here would be to take requirements and disappear until the project is ready. It will only guarantee a defective product for the client.

A shared folder within the team will allow the manager to get updates on their assigned tasks.

Choose the right tools

Business Apps
Choosing the right development and project management tools is also crucial, especially in a software development agency where the entire work is done using them. It guarantees a concise and cohesive workflow. For example, you're using five different tools to complete a task that one right tool could've performed. You're potentially wasting a lot of time, decreasing productivity and efficiency, and increasing the cost (five tools instead of one).

The right tools will help engineers in customization, expandability, and integration for projects. Keeping up with the latest trends in the industry is essential to get the most efficient tools.

Training and growth

Employee training session
Continuous training sessions and mentorship will help grow employees' skill sets. Providing education opportunities to them will benefit the company in the long run. Improving the productivity of the team will increase customer satisfaction and potential projects.

Minimize distractions

A distraction-free work environment will keep the employees at ease psychologically. A chaotic environment, on the other hand, will lead to a chaotic workflow. Constant notifications and physical interruptions will affect focus and attention, decreasing productivity.
Work Environment
Non-coding tasks for engineers should be minimal. It will ensure they're spending the majority of their time coding. Constant emails or long meetings will only make them spend less time on the project itself.

Identify problems early

Identifying inefficiencies assist in continuous improvement in the workflow. The inability to identify and tackle inefficiencies early on makes project delays inevitable. It also causes productivity loss and increases the cost of business.


Any software development agency can succeed by starting with a comprehensive and well-structured process. Regular correspondence with the client and within the team, choosing the right tools for business, training, and mentorship, minimizing distractions, and identifying inefficiencies early; these strategies to streamline workflow will increase efficiency, maximize productivity, and help the company grow.

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