How to prepare your software project before talking to a vendor
You don't need a technical document to get started. These are the questions worth answering so the first conversation is useful, plus a printable template.
Webuddy team2 min read
Many companies put off talking to a software vendor because they feel they don't have everything figured out yet. The good news is that you don't need to. What does help is having clear answers about the problem, not the technology.
1. The problem, in business terms
Describe what happens today and why it's a problem. For example: “Orders come in through WhatsApp and email, and we lose time and sales consolidating them.” Avoid starting with the solution (“we need an app”): describing the problem opens up more options.
2. Who's involved
Which people or departments take part in the process? Customers, internal teams, suppliers? Roughly how many users?
3. What exists today
Current systems, spreadsheets, tools and data. If something needs to be kept or integrated, mention it from the start.
4. What success looks like
What should change once the project works? Fewer hours of manual work, fewer errors, more sales, better visibility. If you can put a rough number on it, even better.
5. Constraints and decisions
Key dates, approximate budget, legal or security requirements, and who makes the decisions.
What you don't need to have figured out
The architecture, the technologies, the screen designs or the details of every feature. That's exactly the part a good software team helps you with.
Template: project brief
Print it or save it as a PDF, fill it in with your team and bring it to the first conversation.
01Company and contact person
Name, title and department.
02The problem today
What happens, since when and what impact it has.
03People involved
Who takes part in the process and roughly how many users there are.
04Current systems and data
Tools, spreadsheets and systems in place today.
05What success looks like
What should change and how you'd measure it.
06Dates and constraints
Deadlines, legal or security requirements.
07Approximate budget
A range is enough.
08Decision makers
People who approve the scope and the investment.
With these answers, the first conversation can focus on what matters: understanding your need and defining the next step.