How to Address Discrepancies in Deliverables from a Small Software Developer

Imagine the frustration when a long-awaited software deliverable arrives, only to find it doesn’t meet the expected standards. For businesses working with small software developers, this scenario can be all too common. How do you handle these discrepancies without burning bridges, but still ensuring your business needs are met?

The first step is to identify and prioritize the discrepancies. Not all issues carry the same weight; some may be cosmetic, while others could impact functionality or user experience. Categorizing these issues helps in addressing the most critical ones first.

Communication is key. Start by documenting the discrepancies in detail, noting how they diverge from the agreed-upon specifications. Once you have a clear list, arrange a meeting with the developer. Instead of approaching the conversation from a confrontational stance, aim for a collaborative problem-solving mindset. Acknowledge the challenges they might be facing, but remain firm on the importance of meeting the agreed standards.

Refer back to the original contract. The contract should outline the deliverables, timelines, and quality expectations. Use this document as a basis for discussion. Highlight any areas where the deliverables have fallen short, and discuss possible solutions. This might involve additional development time, a revision of the deliverable, or even a partial refund if the discrepancies are significant.

Sometimes, discrepancies are due to misunderstandings or miscommunications. Ensure that future projects are accompanied by detailed documentation, including mockups, user stories, or other visual aids that can help bridge any gaps in understanding.

Consider implementing a feedback loop during the development process. Instead of waiting until the end to review the deliverable, arrange for periodic check-ins and reviews. This approach allows for adjustments to be made along the way, reducing the likelihood of major discrepancies at the end.

If the developer is unresponsive or unwilling to make corrections, it may be necessary to escalate the issue. This could involve bringing in a mediator or seeking legal advice, depending on the severity of the situation. However, escalation should be a last resort, as it can strain the relationship and may result in delays or additional costs.

In the long term, evaluate whether the developer is the right fit for your business. While small developers can offer flexibility and innovation, they might lack the resources or experience to handle complex projects. If discrepancies become a recurring issue, it may be worth considering a different development partner.

Dealing with discrepancies in software deliverables is a challenging but manageable process. By prioritizing issues, communicating effectively, and maintaining a clear contract, you can navigate these situations successfully while preserving a positive working relationship with your developer.