Best Practices for Handling Problems with Small Software Developers

The beginning of any relationship with a small software developer is usually filled with hope and optimism, but as with any professional partnership, challenges can arise. How these challenges are handled often determines the success or failure of the project. With small software developers, in particular, there are unique aspects to consider. They may not have the resources or processes of larger firms, and this can lead to communication issues, unmet expectations, or delays. But with the right approach, these problems can be managed effectively, ensuring the relationship remains productive.

1. Immediate Response: Crisis or Opportunity?

When a problem arises with a small software developer, the immediate reaction is crucial. You can view it as a crisis or an opportunity. Let’s say a developer has missed a critical deadline. Instead of reacting with frustration or accusations, pause and assess the situation. Is this delay an isolated incident, or is it part of a pattern? Often, these early signs can point to bigger underlying issues.

At this point, gather data. How long have they been behind schedule? Have there been frequent communication lapses? One of the first steps should be open communication, ensuring that both parties are aligned on the issue at hand. Address it as soon as it surfaces to prevent it from spiraling into a larger problem.

Key Questions	Insights Gathered
Is this a one-time delay?	This could indicate a temporary issue.
Is communication consistently poor?	It may reflect deeper management or resourcing problems.

2. Clarifying Expectations: Are They Clear from the Start?

The root of most issues with small developers can often be traced back to misaligned expectations. Have you laid out clear deliverables, timelines, and project goals from the start? If not, it’s likely that what one party thinks is acceptable will differ from the other’s perspective. By defining every expectation in detail at the start of the project, you can mitigate many future problems.

For instance, scope creep is a common issue. A client may expect small additions, while the developer feels those additions are significant new features. To prevent this, make sure every new request or change is clearly documented, along with its potential impact on the timeline or budget. Contracts should explicitly outline responsibilities, milestones, and penalties for missing deadlines.

3. Effective Communication Channels: Too Much or Too Little?

Small developers often don’t have large account management teams. This can be a double-edged sword. On one hand, you get direct communication with the people doing the work, but on the other hand, that communication may not be structured or frequent enough.

Establishing the right cadence of communication is crucial. Too much communication can be overwhelming and a time-sink, while too little leaves room for assumptions and mistakes. A balanced approach is to schedule weekly or bi-weekly check-ins, combined with a project management tool that both sides regularly update.

Communication Channel	Ideal Frequency
Email updates	Weekly
Video calls	Bi-weekly
PM tool (e.g., Asana, Trello)	Daily check-ins by both parties

A good practice is to agree on specific, measurable deliverables for each communication checkpoint. This creates accountability and avoids unnecessary back-and-forth.

4. Scaling Issues: Small Team, Big Problems?

As projects progress, you may realize that the small team you initially hired cannot scale with your growing needs. This is a common challenge, particularly if your project becomes more complex than initially anticipated. Small developers may not have the capacity to quickly ramp up resources, leading to missed deadlines and increased frustration on both sides.

In such cases, consider bringing in additional developers or outsourcing specific tasks. This might require renegotiating terms, but it can prevent further delays. In some scenarios, transitioning part of the work to a larger development firm while keeping the original developer in a reduced capacity may also be an effective solution.

Issue	Solution
Scaling limitations	Outsource specific tasks, hire freelancers
Delayed milestones	Adjust timelines or expand the development team

5. Handling Financial Challenges: Budget Overruns?

Budget overruns are another issue that can arise when working with small software developers. While larger developers might have contingency plans, small developers often work with tight margins, which means unexpected issues can lead to increased costs. Always build in a financial buffer for such eventualities.

A common cause of budget overruns is scope creep, but sometimes delays caused by technical debt or unforeseen complexities in the project can drive up costs. To mitigate this, implement a milestone-based payment structure. This way, you only release funds when specific deliverables are met, reducing the risk of overspending before results are achieved.

Cause of Budget Overruns	Mitigation Strategy
Scope creep	Clearly document any changes and their cost implications
Technical challenges	Allocate contingency funds, and track progress closely

6. Negotiating Solutions: Stay Collaborative

Problems with small developers are inevitable, but the way you approach solving these issues is key. Keep the process collaborative. Instead of focusing solely on the problem, try to work together on finding solutions. This fosters goodwill and helps maintain a productive working relationship.

For example, if deadlines are repeatedly missed, you might agree to adjust timelines, offer additional resources, or provide technical assistance. The key is to avoid a confrontational tone and instead work towards a solution that benefits both parties.

7. When to End the Relationship: Know When It’s Time to Move On

Sometimes, despite best efforts, the partnership simply doesn’t work out. Knowing when to end the relationship with a small developer is as important as knowing how to manage problems. If the developer is consistently missing deadlines, delivering subpar work, or if communication has broken down beyond repair, it’s better to cut your losses and find a new partner.

In this scenario, you should always ensure that you have access to all code, documentation, and project assets before parting ways. This will make the transition smoother for your next developer. A clean break, with minimal animosity, will help you both move forward more productively.