When there is just too much to do

Posted in: Design, Development

As a department looking to assist all other groups in the University, there is always a huge demand on our time. We do our best to help everyone, but inevitably there are times when we need to do three things and only have time for two. To help (I believe the phrase is "temporarily increase capacity") we've been experimenting with outsourcing. In theory, it is the perfect solution - instead of spending time to get a product, we spend money and (wallet permitting) everyone is happy. Our experiences haven't been quite so straightforward.

Know what you want

When you're working in-house you can afford to change your mind as you go along with minimal disruption. When you're working with an agency that causes disruption, delays and eventually a noticeable degradation of results as your allotted time is exceeded.

Basically, working with an agency is a waterfall process. Can you work with an agency in a more agile way? I'd like to think so, but we've not managed it yet.

What this means is that you need to do your homework. The project specification needs to be significantly more detailed than you might be used to in house.

Know what you're getting in to

Think you're just buying extra capacity? No. What you're really doing is swapping operational burden for management burden. Someone needs to be available as a constant point of contact, someone will need to review the incoming product, someone will need to ensure the deployment infrastructure is in place, someone will need to put it live. All this means time - so the question becomes "how big does the project need to be, before it's worth someone else doing it?"

If you think you can skimp here, remember all those times when you've been making something and your client hasn't been available to make important decisions? Well, now you're the client. You need to be around.

Know what you're getting

We have had instances where we have asked for site redesigns and been shown some interesting effects - but when we've come to do the integration work we've found essential javascript functionality has been missing. Why? Could be a lot of reasons, but the key is to specify up front exactly what you expect as a deliverable. If it's not written down, don't expect it.

Know where it's going

You know what is being delivered and you're on top of the process for it getting to you. At some point it's going to need to run on your systems. Someone needs to stay ahead of development, ensuring that databases have been configured and the infrastructure exists. Sure, you can try putting the agency directly in touch with your sysadmins but solving infrastructure problems takes time and if you're paying consultancy rates it's going to get expensive - and if your sysadmins don't work for the same department their priorities are inevitably going to be different to yours.

Know what's going on

Unless you're paying someone to run a service for you, at some point there is going to be a handover. You need to know what has been going on and, likely, which decisions have been made along the way (and why). Once again, this is a time investment. Unlike before, you can skimp here - but if you do, you'd better be ready with some more money when something goes wrong in the future.

We've learned these lessons (and others) the hard way. Recently we have worked with Beef on the revamping of our new internal homepage (on-campus beta release last Thursday, full release next week - more to come!). Our previous experiences helped no end and we had one of our smoothest experiences to date. There are still lessons to be learned, but we're confident we're moving in the right direction.

Posted in: Design, Development