The most common mistakes when having software built are: an unclear requirements document, choosing the wrong developer, poor communication during the project, unrealistic fixed-price contracts, and no plan for maintenance after delivery. These mistakes occur at companies of every size and in virtually every sector. In this article, we answer the most frequently asked questions about software projects that go wrong, so you can avoid those pitfalls.
Why do so many software projects run over schedule or fail?
Software projects fail because the expectations of the client and the execution by the developer are not aligned. This almost always starts early in the project: unclear requirements, no proper scope definition, and too little attention to technical feasibility. The later you discover these problems, the more expensive they become to fix.
The most common causes of failed software projects are:
- Insufficient preparation before the start of development
- Scope creep: requirements grow during the project without the budget or planning growing along with it
- Poor communication between client and developer
- Wrong choice of technology or development partner
- No testing phase or too little attention to quality control
What many clients underestimate is that software development is an iterative process. You cannot perfectly define everything in advance. Projects that are successful build in room for adjustments and keep communication lines short throughout the entire process.
What are the most common mistakes when drawing up a requirements document?
The biggest mistake when drawing up a requirements document is staying too vague about what the software should actually do. Terms like “user-friendly,” “fast,” or “flexible” mean nothing without concrete criteria. A developer can take these in any direction, and that almost always leads to disappointment at the end of the project.
Other common mistakes include:
- No prioritization of features: what is truly needed at the first delivery, and what can come later?
- Not involving end users in drawing up requirements, causing the software to not work as expected in practice
- Forgetting technical requirements, such as performance, security, scalability, and integrations with existing systems
- Not formulating acceptance criteria: how do you know when the software is “done”?
A good requirements document describes the desired behavior of the software in concrete, measurable terms. Preferably work with user stories: “As a user, I want to be able to do X, so that Y.” This gives the developer a clear framework and you as the client a clear point of reference.
How do you choose the wrong software developer, and how do you prevent that?
You choose the wrong software development partner when you select purely on price, do not check references, or fail to thoroughly examine the technical background of the provider. A low hourly rate may seem attractive, but a mismatch in experience or communication style will ultimately cost you much more.
When selecting a developer, pay attention to the following points:
- Relevant experience: has the party previously done comparable projects in your sector?
- Technology stack: do they work with the technologies that suit your project?
- Communication: do they respond quickly, clearly, and proactively during the selection process?
- References: always ask for previous clients and contact them
- Working method: do they work agile, with sprints and regular deliveries, or do they deliver everything at once at the end?
A good developer also asks questions themselves. If a provider immediately sends a quote without delving deeper into your needs and context, that is a warning sign.
What goes wrong when client and developer communicate poorly?
Poor communication between client and developer leads to features being built based on assumptions rather than actual needs. The result is software that is technically correct but does not align with what you need. This is one of the most frustrating and costly situations in software development.
Communication problems often arise from:
- Language barriers with offshore teams without local guidance
- Too few check-in moments during development
- Unclear feedback processes: who is allowed to approve what?
- No shared project management tool, causing everyone to work in their own silo
The solution lies in structure: fixed check-ins, a shared overview of tasks and progress, and one clear point of contact on both sides. The shorter the communication line, the smaller the chance of misunderstandings.
When is a fixed-price contract a risk in software development?
A fixed-price contract is a risk in software development as soon as the scope of the project is not fully established. If the requirements can still change, you are stuck with a contract that is either too tight for what you actually need, or forces you into compromises to stay within budget.
Fixed-price works well for:
- Small, well-defined projects with few uncertainties
- Modifications to existing software with a clear scope
Fixed-price works poorly for:
- New products where the exact features still need to be discovered
- Complex integrations with external systems
- Projects where end users have not yet been involved
In those cases, a time-and-materials model or an agile approach with fixed sprint costs is fairer for both parties. You pay for what is actually built, and you retain the flexibility to adjust course.
How do you prevent your software from no longer being maintained after delivery?
You prevent software from being left without maintenance after delivery by making agreements about this during contract negotiations. Many clients think software is “done” after delivery, but software requires ongoing attention: security updates, bug fixes, adjustments to new operating systems, and feature expansions.
Make sure that at delivery you have at least arranged the following:
- Access to the source code and all environments (hosting, databases, API keys)
- Documentation of the architecture and the decisions made
- A maintenance contract or a clear agreement about who is responsible for updates
- Knowledge transfer to your internal team or another party that takes over management
Software without maintenance becomes outdated quickly. Security vulnerabilities go unpatched, compatibility issues pile up, and at some point a complete rebuild is cheaper than muddling through. Good maintenance is not a cost, it is an investment in the longevity of your product.
How 3Bird helps prevent mistakes in software development
At 3Bird, we understand that most problems in software development are not technical in nature, but organizational. That is why we offer not only development capacity, but also the guidance needed to make a project run smoothly.
This is how we approach that concretely:
- Dutch fractional CTOs who guide your project in your language and form the bridge between you and our development team in Nepal
- Flexible deployment of developers from €25 per hour, scalable up and down as needed
- Broad technical expertise in, among others, React, Angular, Flutter, Java, .NET, AWS, and Azure
- More than 25 years of experience in custom software development, with a team accustomed to complex and diverse projects
- Short communication lines: you always have a point of contact who understands what you need
Whether you want to build a new software product, expand an existing system, or are looking for a reliable software development partner for the long term: we are happy to think along with you. Get in touch via contact@3bird.nl or call us at +(31)75-7993038 for a no-obligation conversation.