20 min read03 / 07 / 2023

The Logic of Multiple Subcontractors in IT Projects: Considerations and Management Insights - Case Study Furgotetka

In today's business landscape, many organizations opt to collaborate with various subcontractors when undertaking IT projects.

However, choosing this approach requires careful consideration of several factors to ensure effective project management and achieve the intended results. In this article, we will discuss what to consider when selecting a subcontractor and how to effectively manage such a structure.

I. Choosing a Subcontractor:

1. Experience and Expertise: When selecting a subcontractor, it is essential to investigate their industry history, references, and level of experience. It is important for the subcontractor to possess the necessary technical skills and specialized knowledge to collaborate effectively on the IT project.

While considering the subcontractor's experience and expertise, it is important to recognize that different entities may have different strengths. Therefore, it is worthwhile to identify key areas of the project and find subcontractors who specialize in those domains.

For example, if the project requires the development of a mobile application, it is advisable to seek a subcontractor with experience in that specific area and possessing programming skills specific to mobile app development. This approach allows for finding a specialist who will focus on the relevant technologies and tools necessary to achieve the project's goals.

One popular source of references for IT subcontractors is the platform Clutch. Clutch is an online platform that gathers reviews and ratings from clients who have utilized the services of various technology firms, including IT subcontractors. On the Clutch website, one can find reliable information regarding the quality of services, expertise, timeliness, and overall client satisfaction.

# The Logic of Multiple Subcontractors in IT Projects: Considerations and Management Insights - Case Study Furgotetka

2. Cultural Compatibility and Values: It is crucial for a subcontractor to align with the organization's culture and share its values. A harmonious collaboration among different project entities facilitates communication and ensures a better understanding of goals and expectations.

3. Service Quality: When evaluating a potential subcontractor, it is important to pay attention to the quality of their previous work. Analyzing the quality of services provided helps assess whether the subcontractor will meet the expectations of the IT project.

Assessing the quality of a subcontractor's services can be done in various ways. Clients can evaluate the quality of a product from a user's perspective by using an application developed by the company.

Reviewing references and feedback from other clients can also be helpful in assessing the subcontractor's service quality.

II. Project Management:

1. Communication and Collaboration: Maintaining regular and effective communication between the main contractor and subcontractors is crucial. Utilizing project management tools, such as online collaboration platforms (e.g., Slack), facilitates information exchange and coordination of activities.

2. Clear Definition of Tasks and Responsibilities: Each subcontractor should be assigned clearly defined tasks and responsibilities. This avoids ambiguity and ensures clarity regarding expectations for each participant in the project. Clear definition of tasks and responsibilities is highly essential in effectively managing a project involving multiple subcontractors. In this context, organizing meetings or workshops plays a crucial role. Such gatherings allow for a detailed transfer of knowledge to the subcontracting company regarding the product being developed, requirements, expectations, and success criteria. During these meetings, technical aspects of the project can be discussed, priorities can be established, dependencies between different tasks can be clarified, and questions can be addressed. Providing information in a clear and consistent manner enables a full understanding of the other party's needs and minimizes the risk of discrepancies or misunderstandings.

3. Monitoring Progress and Quality: Regularly monitoring the progress of the project and the quality of work delivered by subcontractors is crucial. Establishing appropriate performance indicators allows for assessing progress and identifying any potential issues at an early stage.

4. Contracts and Regulations: All terms of collaboration with subcontractors should be clearly defined in contracts. Entering into agreements that specify project goals, scope of work, timelines, and financial conditions helps prevent misunderstandings and conflicts during project execution.

Dividing a project into scopes and delegating them to the appropriate subcontractors offers several benefits. Here are some of the advantages:

Specialization and Expertise:

By utilizing multiple subcontractors, you can leverage their specialized knowledge and experience in specific areas. Each subcontractor can be selected based on their skills and specialization, contributing to achieving the best results in their respective project scope. This ensures high-quality work and a focus on optimal solutions in each area.

Time and Cost Efficiency

Delegating specific project scopes to the appropriate subcontractors can expedite the implementation process. Specialists in their respective fields can complete tasks more quickly and efficiently. Moreover, by working with subcontractors, an organization can control project costs by choosing subcontractors with varying budgets, aligning with their financial resources.

Scalability and Flexibility

Collaborating with multiple subcontractors enables flexible project scaling. If there is a need to increase or decrease the scope of work, the number of subcontractors can be adjusted to meet the current requirements. This flexibility allows for better resource management and more efficient utilization of available human resources.

Although subcontracting in IT projects offers numerous benefits, it can also present certain challenges. Here are some of the drawbacks to consider:

1. Coordination and Communication: Managing multiple subcontractors requires effective coordination and communication. To address this, regular meetings can be scheduled, project management tools such as online collaboration platforms can be utilized, and constant communication can be maintained to ensure consistency and avoid discrepancies.

2. Risk of Losing Control: To prevent the loss of control over the project, it's important to implement proper mechanisms for monitoring the progress and quality of subcontractors' work. Regular reporting, stage reviews, and establishing specific quality indicators and goals can help maintain consistency and high-quality deliverables.

3. Dependency on External Entities: While leveraging subcontractors provides access to specialized knowledge and skills, it also entails a dependency on external entities. To minimize risks, consider incorporating contractual agreements with provisions regarding timelines, quality standards, and contingency plans in case any subcontractor is unable to complete their work.

BrainForge IT specializes in delivering comprehensive, high-quality services. As experienced professionals, we have earned recognition from clients for our skills and professionalism. We have experience in project execution as one of several subcontractors. We have successfully developed mobile and web applications, including e-commerce solutions. Our projects have also involved integrations with various open-source platforms such as Vendure. We are ready to take on challenges in different domains and adapt to unique project requirements.

One example of a successful project, where we applied the principles described in this article, was the development of the "Portmonetka" application for Furgonetka company. Using the React.js library, we created an application that enables the completion of online purchases across multiple e-commerce platforms. As one of the subcontracting teams, we were responsible for the frontend development, which interfaced with the backend developed by another team.

# The Logic of Multiple Subcontractors in IT Projects: Considerations and Management Insights - Case Study Furgotetka

Maintaining regular communication and collaboration with the backend team was a crucial aspect of our work. Therefore, in line with our proven methods, we organized frequent meetings to discuss progress, solve problems, and adapt to evolving client requirements.

To facilitate communication, we utilized tools such as Slack and ClickUp. These tools allowed us to exchange information instantly, ask questions, and swiftly resolve any issues. Importantly, our communication involved direct engagement from the individuals responsible for application development (developers), which helped us better understand the client's intentions and meet their expectations in practice.

This example demonstrates that our company has experience in executing projects as one of several subcontractors. We are prepared for effective collaboration, ensuring high-quality products and a thorough understanding of the client's intentions and needs.

Introducing a multi-subcontractor structure in an IT project can be beneficial, but it requires proper preparation and management. When selecting subcontractors, their experience, competencies, cultural compatibility, and values should be taken into account. Effective management of a multi-subcontractor project involves active communication, clear task and responsibility delineation, progress monitoring, and the use of appropriate contracts and regulations.

Taking a conscious approach to managing a project with multiple subcontractors contributes to achieving success and completing the project according to expectations. We believe in transparency and fairness, which is why we encourage you to check our clients' reviews on Clutch. There, you will find authentic feedback and opinions that confirm the quality of our services. Our projects are evidence of our commitment, creativity, and passion in achieving our clients' goals. We invite you to explore our portfolio, which showcases our previous projects.

You will find diverse accomplishments, ranging from small mobile applications to complex e-commerce projects. We believe that our knowledge, skills, and experience provide a solid foundation for collaboration and the success of your project. Visit our website, check our references, client reviews on Clutch, and portfolio. See how we can transform your vision into reality and deliver innovative IT solutions.

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BrainForge IT Software & Consulting Sp. z o. o. with its headquarter in: 53-125 Wrocław, al. Kasztanowa 3a-5, Poland, VATPL: 8992879435, registered in the Regional Court Wrocław-Fabryczna VI Commercial Division of the National Court Register, registered in the commercial register (KRS) under no. 0000840335, with share capital: 5.000,00 PLN.