The struggles of Small to Medium size software development agencies

The software development market is booming. According to Evans Data Corporation, there were 26,4 million software developers in the world in 2019, a number that in 2023 is expected to grow to 27,7 million and 28.7 million in 2024. 

There is a huge opportunity for development agencies to grow, especially small to medium size companies. However, only a few tools are made available for software agencies to be more efficient with their daily operations and ensure customer satisfaction with limited resources.

It’s common to see development agencies, design agencies, freelancers working for external partners and handling multiple client accounts at a time. 

We know the struggle and have identified some key pain points. To stand out from the competitor, software agencies have to look at new development methods, increase internal efficiency but also maintain impeccable client management and deliver great quality on time.

Easier said than done. 

Sounds familiar to you? Read on, and see how you can make effortless changes for the better...

Delivering a great quality product

Excellent project delivery is hard work. Projects are all different and clients have different ways of working - and different ways of handling the relationship with their partners. 

Development and design agencies have to be flexible to handle all these projects at once.

The major challenge is obviously to deliver a quality product and to satisfy the client’s needs - all of that of course in a limited timeframe (always too long for the client, but too short for the developers!) with an equally limited budget. 

Small to medium agencies compete with larger IT companies. To shine and thrive, they need to always come up with better solutions, more tailored services, and at times extend client service beyond the natural boundaries of their trade and expertise. 

Being small and niche is fantastic! It has that nice ‘boutique’ feeling that customers love. But it leaves little to no room for mistakes or poor delivery - and that is just the pressure smaller development agencies and freelancers have to live with.

Back and forth communication with clients: time is 💸 

When the clients want to implement new features, development agencies have to ensure that deadlines can be respected - or adjusted. Either way, there’s a little more pressure adding up: meeting deadlines when the scope is large or has been enlarged is of course hard. Discussing the matter with some clients with the view to adjust the deadlines can be equally challenging. 

But it has to be done, of course.

Sometimes it’s difficult to keep track of the team’s progress. Not so much on one given project or client’s account. But when all your resources are working on multiple clients and multiple projects at the same time. It’s easy to get overwhelmed by all the commitments, and it only takes a little glitch to derail the whole delivery process and generate frustration with customers. 

The information flow needs to be managed and relevant for each team member. If not, everyone sees and hears everything, confusion sets in, and delivery is at great risk.

What you need is

  • A seamless communication tool among team members
  • A secure synchronization of data
  • Some way to have clear visibility of the tasks to perform, activities to run and deliveries to achieve specific to each of the developers and team members.

Lack of internal resources

As your company grows bigger in a highly competitive environment, you have to get more clients and offer a wide range of services, but generally, your team does not grow at the same pace as the upcoming projects. Don’t worry, that is no exception at all - it’s actually very mainstream.

It doesn’t make it easier though, right? Especially for small to medium size organizations, who cannot afford losing customers, let alone suffering reputational damage. 

Hiring is difficult. Because you want the best for your team. And it takes time. 

So - you are left with only one option really, that can bridge that temporary resource-shortage gap, but can also bring tremendous long-term benefits: improving your team’s efficiency.

Again, easier said than done. Yet, there is light at the end of the tunnel. We have a few tips for you - see just below!

It’s time to scale up your development game 

The solution is certainly not to kill your existing team with an absurd increase in workload. First you are at risk of burning your staff, and losing them, but you also risk a nasty drop in quality of your deliveries, which would greatly harm your business. 

No, the solution is to try to smoothen and streamline your workflow as much as possible. To reduce or eliminate as many friction points as possible, preferably the ones that cause frustration, time-loss and confusion. 

For instance, one can bet that your agency is required to connect to your clients’ tools to deliver your projects (for instance their own Jira or Trello or Click Up instances, or their own repositories: GitHub, GitLab, Bitbucket). It’s perfectly standard. 

But then your developers have to spend their time jumping between sites and instances. As soon as they perform some work for a client, they need to switch instances, log back into the right one, do the work, then switch again for another client. 

Not only is this highly frustrating, but it is also a perfect time-waster, and something that can create troubles for you (are you always sure to be on the right site when working?). 

If you Googled “how to connect multiple Jira instances” you probably ended up on some Atlassian forums where people were trying to find a viable solution, but unsuccessfully… You might even have found yourself looking at some sort of super-convoluted solution, that in the end will not fail to disappoint. 

This is where we are really coming into play to help you.

The dark days are over. At Keypup, we are working hard to make the development process easier, so when it comes to development agencies, we knew that we had to do something about client accounts management.

So as a first move, we allow you to connect multiple Jira accounts to your Keypup board - in a click! No complicated process. Just a click. 

From there, you can see multiple projects, from multiple clients and multiple instances on a single board and a single list of activities, as if it was just one giant project and enjoy clarity. 

Finally, you can track all the activities in parallel, check all progress across all your accounts and projects, see your staff activities and loading… Well, you finally have the tool that will reduce friction big time, and help you deliver more efficiently.

You can read our article about how to connect multiple Jira sites or visit the Agencies & Freelance use case to know more about how we do it - it’s not magic, but it is very clever technology with loads of common sense. 

Keypup is customizable, it’s all yours! Once you connect your Jira account, or your Github (there are other apps available: Trello, GitLab, and more), you’ll be able to bring all your clients’ pull requests and issues together and take bulk actions that will save you time and money.

In the end, delivering the best product to your customer is still on you, but we are the helping hand that allows you to streamline your development workflows, reduce wasted time, reduce friction and make the most of our existing resources.

If you are a development agency, a design agency, or a freelancer and have identified other pain points in your development process, we’d be happy to connect and chat about it with you anytime! You can contact us at 

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