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How to Get Better Project Estimations from Web Developers?

by Victor Purolnik
project estimates

I. Introduction

This article aims to provide practical guidelines and strategies to help you work better with web developers—Whether you’re a founder, product lead, or project manager. We will explore software estimations in web development projects, and how to gather them with more accuracy by communicating well with your software developers and engineers.

As project managers, product leaders, clients, and other team members collaborate with web developers, obtaining accurate project estimations is essential to ensure timely delivery and efficient resource allocation.

However, getting precise estimations from web developers can be challenging due to the dynamic nature of technology, varying levels of expertise, and complexities of the development process.

💡 Lets start with a Free Resource: Trustshoring Estimation Power Sheet 🚀

(The template helps you mitigate problems and start getting better estimations for your projects)


I will get into the various aspects of the web development process, from project requirements and task breakdown to risk management and communication.

By the end of this article, you should have a comprehensive understanding of the factors that affect project estimations and equip you with actionable tips to improve the accuracy of estimations from web developers.

The strategies outlined in this article apply to individuals with varying levels of experience working with developers, ensuring that even those without technical knowledge can effectively utilize this resource to achieve better project outcomes.

A. The importance of accurate project estimations

Accurate project estimations are critical to the success of any web development project. They help manage client expectations, ensuring that deliverables are in line with the client’s vision and that potential challenges are addressed proactively – contributing to higher client satisfaction, better team collaboration, and a lower likelihood of project delays or budget overruns.



B. Challenges faced in getting accurate estimations

Receiving accurate estimations from web developers can be difficult due to various factors, including:

  1. The complexity of projects: Software development projects often involve a wide range of components, such as front-end and back-end development, design, and testing, which can make it difficult to estimate the required time and resources accurately.
  2. Evolving technology: The rapid pace of technological advancements can impact project requirements and introduce unexpected challenges, making it difficult for developers to provide accurate estimations.
  3. Inadequate project specifications: Incomplete or ambiguous project requirements can lead to misunderstandings and make it difficult for developers to estimate the project scope accurately.
  4. Developer experience: The overall skill and expertise of software developers can vary significantly, which may result in varying levels of accuracy in estimations.
  5. Optimism bias: Developers may be overly optimistic in their project estimations, underestimating the amount of time and effort required for certain tasks.

II. Understanding the Web Development Process

A. Overview of the web development lifecycle

Waterfall vs. Agile

Waterfall vs Agile
Waterfall vs Agile

The Waterfall model is a linear, sequential approach to project management and software development. It’s structured around distinct stages: requirements gathering, design, implementation, verification (or testing), and maintenance, which flow downward like a waterfall. Each stage must be completed before moving on to the next one, and there’s typically little to no iteration or revision once a stage is complete.

Agile, on the other hand, is an iterative approach where projects are divided into small incremental stages or ‘sprints’. Each sprint results in a usable piece of software, allowing for feedback and adjustments throughout the development process. Unlike Waterfall, Agile allows for more flexibility and adaptation.

Why Agile/Scrum is Preferred by Startups

Startups tend to prefer Agile/Scrum for several reasons:

  1. Iterative Development: Agile’s iterative nature allows startups to adapt and respond to changes quickly. This is crucial for startups, which often operate in fast-moving markets where requirements can change rapidly.
  2. Continuous Feedback: Agile facilitates frequent communication and collaboration, both within the development team and with stakeholders. This allows for continuous feedback and improvements in every sprint, which helps startups stay customer-focused and adjust to their needs and wants.
  3. Risk Management: By delivering work in small, usable increments, Agile reduces the risk of project failure. Even if something goes wrong, it can be addressed in the next sprint, minimizing the impact on the overall project.
  4. Transparency and Visibility: Agile practices like daily standups and sprint reviews promote transparency and provide visibility into the project’s progress and any issues the team might be facing. This can be particularly beneficial for startups, where effective communication and alignment are vital.

In the Scrum framework, each sprint can be seen as a “tiny waterfall project” with its own planning, design, implementation, and testing stages. However, unlike traditional waterfall projects, these stages are less structured and detailed.

The emphasis is on delivering a functional piece of software at the end of each sprint and then refining and expanding upon it in subsequent sprints.

While this less formal approach to planning and estimation may seem less precise, it is, in fact, an advantage for many startups. It allows for greater flexibility and adaptability, both of which are critical in the volatile environments that many startups operate in.

The capacity to respond to changes, whether they’re in the market or in the product requirements, can often mean the difference between success and failure for a startup.

B. The Holistic View of Software Development

It’s a common misconception that software development is exclusively about writing code. Indeed, coding is a significant part, but there’s a broad spectrum of tasks that contribute to the creation of a successful web project.

These tasks often involve roles beyond developers, such as project managers (PMs), quality assurance (QA) professionals, designers, and more. Underestimating these contributions can lead to inaccurate project estimations.

  1. Project Management: The role of a project manager is crucial in any web project. PMs coordinate the project, ensuring it’s on track and meeting its objectives. They facilitate communication between team members and stakeholders, manage risks, and handle any issues that may arise during the project. The hours a PM contributes are key to a project’s success but are often overlooked when estimating the total project time.
  2. Quality Assurance (QA): QA professionals are responsible for ensuring the quality of the software. They conduct tests, identify bugs or issues, and make sure that they are resolved before the software is delivered. Their work is essential in avoiding future problems that could prove costly to fix.
  3. Design: Good design is not just about aesthetics; it also contributes to the usability and functionality of a web project. UX/UI designers spend a significant amount of time researching, prototyping, and iterating designs to create an intuitive and engaging user interface. Just like with PM and QA, the time spent on design work should be taken into account when estimating the duration of a project.
  4. Other Tasks: Numerous other tasks are part of the web development process. These may include setting up and maintaining development environments, code reviews, deployment, maintenance, documentation, meetings, communication, and more. All of these tasks take time and should be factored into project estimations.

Remember that an efficient and productive software development process involves various roles and tasks beyond just coding. Each role has its own set of tasks, all of which come together to ensure the success of the project.



III. Establishing Clear Project Requirements

A. Importance of detailed project specifications

Having well-outlined project specifications is essential for obtaining accurate project estimations from web developers. When developers have a crystal clear understanding of what is required for the project, they can better estimate the time and resources needed to complete each task.

Additionally, well-defined project specifications help reduce misunderstandings, minimize the likelihood of scope creep, and ensure that the final product meets client expectations.

B. Gathering project requirements

Gathering project requirements is an essential step in the web development process. This can be achieved through:

1. Client interviews and meetings

Meeting with the client to discuss their goals, objectives, and expectations is crucial for understanding the project requirements.

It’s important to ask detailed questions so as to clarify the client’s needs and gather as much information as possible. This may entail talking about the target audience, the desired features, functionality, and any specific design preferences.

2. Market research and competitive analysis

Conducting market research and analyzing competitors can provide crucial insights into industry trends, best practices, and user expectations. This information can help shape the project requirements and make sure that the final product stands out in the market.

3. Collaboration with stakeholders

We’ve touched on this when we looked at the roles involved in web development. Collaborating with various stakeholders, such as clients, marketing teams, and content creators, is essential for gathering comprehensive project requirements. Encourage open communication and feedback to refine the project specifications and make sure that all stakeholders are in sync with the project goals and objectives.

C. Documenting requirements

Once the project requirements have been gathered, you’ve got to document them clearly and concisely. This documentation typically includes:

1. Project scope document

This document outlines the project’s objectives, deliverables, constraints, and assumptions. It serves as a reference point for the project team and stakeholders, making sure everyone is aligned with the project’s goals and expectations.

2. Technical specifications

Technical specifications provide a thorough description of the project’s technical requirements, such as programming languages, frameworks, APIs, and other technologies to be used. This document helps developers make sense of all the technical aspects of the project, helping them to provide more accurate estimations.

3. Wireframes and mockups

Wireframes and mockups are visual representations of the website’s layout and design. They showcase the placement of various elements, such as navigation, images, and text, providing a clear picture of the website’s structure and user flow.

Wireframes and mockups help developers understand the project’s design requirements and estimate the time required for development and integration.

IV. Breaking Down the Project into Tasks

A. Benefits of task breakdown

Breaking down a web development project into smaller, manageable tasks is crucial for getting a better and more realistic view of the tasks at hand and obtaining accurate project estimations.

This approach, also known as work breakdown structure (WBS), offers several benefits, such as:

  1. Better clarity: By dividing the project into smaller tasks, the team can gain a clearer understanding of the project’s scope and the work required to complete each phase.
  2. Better resource allocation: Task breakdown also allows for a more efficient allocation of resources, as specific tasks can be assigned to the most suitable team members.
  3. Easier monitoring and control: Smaller tasks can help project managers monitor progress more effectively and make adjustments as needed to keep the project on track.

B. Identifying tasks for each development phase

To create a task breakdown, identify the tasks associated with each phase of the web development lifecycle, as discussed in Section II – Planning, Design, Development, Testing, Deployment, and Maintenance.

Tasks include market and competitive analysis from the beginning to regular updates, bug fixes, performance optimizations, and security patches.

C. Estimating task durations

Once the tasks have been identified, the next step is to estimate the time required to complete each task. This can be achieved using various techniques, such as:

1. Consider past projects

If you have been involved in previous web development projects, you can analyze the time taken to complete similar tasks in those past projects to provide a baseline for estimation.

2. Consult with developers outside your space or organization

Another strategy you can use is to consult with other developers outside your space who have experience with the specific tasks, as they can provide valuable and objective insights into the time and effort required.

3. Use estimation techniques

Several estimation techniques can be employed to determine task durations, including expert judgment (relying on the experience of team members), analogy-based (comparing tasks to similar tasks in past projects), and parametric (using mathematical formulas based on historical data). By using the available information and project context, you can then select the most suitable technique.

V. Factoring in Risks and Uncertainties

A. Common risks in Web development projects

Web development projects are often subject to various risks and uncertainties that can impact project estimations. Some common risks include

1. Experience Risk

The company does not have experience with the technology involved

2. Technology Risk

Technologies, libraries, or third-party integrations are used that are unstable or not well-documented

3. Documentation Risk

The documentation provided to the software company is not very clear and leaves room for interpretation

B. Strategies for managing risks

First of all, we’ve got to identify what developers should include in estimations

  • A best and worst-case estimate: the wider the gap, the higher the developers’ uncertainty. Use this valuable information to improve the estimate!
  • A risk assessment: If the uncertainty is lower than 70 percent, ask the developers to comment on why they include such a substantial safety margin. Is it a lack of experience, a risky technology, or poor documentation?

So how can we mitigate the risks?

If the company is inexperienced, reconsider using them! You can either use a technology the company is more experienced in or look for a different provider altogether

At Trustshoring we help businesses hire experienced and proactive engineers to push your development forward.

If the technology is risky, reconsider using it! Can you use a different API, library, or framework? Or is this feature necessary at all right now; Can it be postponed?

If the documentation is sparse, improve it! Give more details, explain use cases, deliver wireframes or a clickable prototype, and get on a call. Make sure the developers understand what they’re supposed to build and have them re-estimate

These often small improvements can significantly improve the quality of your estimate, and save unnecessary iterations and frustrations further down the road.

C. Building contingency buffers in estimations

Given the uncertainties and risks involved in web development projects, it’s important to include contingency buffers in your project estimations.

Contingency buffers account for potential delays or additional work arising from unexpected issues, ensuring that the project remains on track even when unforeseen challenges occur.

To build a contingency buffer, calculate a percentage of the total estimated project duration based on the project’s complexity and risk profile.

This percentage may range from 5% to 25% or more, depending on the specific circumstances. Add this buffer to the project estimation to account for potential risks and uncertainties, and ensure that the project’s schedule and resource allocations remain realistic and achievable.

VI. Alternative Estimation Techniques

Here are some of the most commonly used alternative estimation techniques and a brief discussion of their popularity, particularly in Agile methodologies.

Estimation Techniques
Estimation Techniques
  1. Story Points: Story points are a common unit of measure for expressing the overall effort required to fully implement a product backlog item or any other piece of work. Instead of expressing the complexity of work in hours or days, Agile teams use story points to understand the relative complexity of a task. This is popular because it can help normalize estimation when team members have different skill levels and it allows for greater flexibility and accuracy over time.
  2. Planning Poker: This is a consensus-based estimating technique where team members make estimates by playing numbered cards face-down on the table, instead of saying them out loud. Once all cards are on the table, they are revealed and the estimates are then discussed. The process is repeated until a consensus is reached. This technique is favored because it avoids anchoring, where an early guess made by a team member influences others.
  3. T-Shirt Sizing: In this technique, the tasks are grouped into categories like Small, Medium, Large, and Extra-Large, similar to the sizing for a T-shirt. This categorization allows the team to understand the effort of a task relative to other tasks, similar to story points. It’s popular for its simplicity and for being less intimidating than numerical estimates.
  4. The Bucket System: This is a much faster Agile estimation technique that can be done in a meeting or over email. Items to be estimated are placed in ‘buckets’, or categories, each representing a level of effort. This system is popular because it’s faster than Planning Poker and it’s great for large groups or distributed teams.
  5. Affinity Mapping: Teams group similar items and then discuss their size or complexity. This is a quick way to create a shared understanding of the workload and its complexity. Affinity mapping can be combined with any of the aforementioned techniques to provide a more comprehensive estimate.
  6. Ideal Days: This method attempts to estimate how long a feature would take to implement in ‘ideal’ conditions, that is, without any interruptions or distractions. This approach can be more intuitive, but can also be more subject to individual variance and optimism bias.

These techniques are popular in Agile development because they foster better communication, they’re adaptable, and they often help teams more accurately predict their velocity or how much work they can get done in a sprint.

VII. Communicating with Web Developers

A. Importance of clear communication

Clear communication is one of the most important factors in accurate project estimations and successful project outcomes.

Effective communication helps to prevent misunderstandings, get everyone in sync, and foster collaboration between product leaders, project managers, clients, and web developers.

B. Tips for effective communication

How can you start to communicate effectively with web developers?:

1. Use simple language

Avoid using jargon or technical terms that may be unfamiliar to your audience. Instead, use clear and straightforward language to convey your message. This will make it easier for everyone including your developers to understand the project requirements and in turn, provide accurate estimations.

2. Be specific and concise

Sketch out the project requirements and expectations to reduce confusion and ensure that web developers have a comprehensive understanding of the project scope.

Try to provide concise and specific details about the desired features, functionality, and design elements to help developers estimate the time and resources needed for each task.

3. Encourage questions and feedback

This is one of the most important factors when it comes to communication. You’ve got to create an open, conducive, and supportive environment that encourages web developers to ask questions and even push back.

This will help iron out any uncertainties and make sure that everyone is on the same page. Regularly check in with developers to address any concerns and provide guidance as needed.

4. Establish a clear communication plan

Last but not least, you need to develop a communication plan that outlines the preferred channels, frequency, and format for project updates and discussions.

This may include regular meetings, progress reports, and designated points of contact for various project-related issues.

Implementing strategies such as asynchronous working, allows everyone to have the space to do their work in a conducive way, especially where remote teams are involved.

VIII. Monitoring Progress and Adjusting Estimates

A. Regular progress updates and meetings

To make sure that projects have the best possible chance of succeeding, it’s essential to regularly monitor progress and update project estimates as needed. Conduct regular progress updates and meetings with web developers and other team members to discuss the project’s status, address any occurring issues, and provide guidance.

These meetings help keep everyone on track, and in the loop, and make sure that any issues are identified and resolved as soon as possible.

B. Tracking project performance using project management tools

Utilize project management tools to keep an eye on the project’s performance, including task completion, resource utilization, and timeline adherence.

These tools can provide valuable insights into the project’s progress and help you identify areas that may require additional attention or adjustments. Examples of popular project management tools include Trello, Asana, and Basecamp.

C. Identifying deviations from the initial estimate

As the project continues, you may have deviations from the initial project estimate due to unforeseen challenges or changes in project requirements. Monitor the project’s progress closely to identify any differences between the initial estimate and the current performance.

Look into the reasons behind these deviations and determine whether they are temporary or indicative of a larger issue that requires a recalibration of the project’s scope, timeline, or resource allocation.

D. Adjusting estimates and updating stakeholders

When deviations from the initial estimate are identified, the next step is to adjust project estimates accordingly and communicate these changes to stakeholders.

Revisit the project’s scope, timeline, and resource allocation, and make any necessary adjustments to ensure that the project remains on track and meets the revised expectations.

Make sure you keep all the stakeholders in the loop about updated project estimates, providing clear explanations for the tweaks and outlining the steps being taken to address any challenges.

IX. Conclusion

A. Recap of key points

We’ve been able to discuss various strategies to help you obtain more accurate project estimations from web developers, these strategies include understanding the web development process, establishing clear project requirements, breaking down the project into tasks, factoring in risks and uncertainties, communicating effectively with web developers, monitoring progress, and adjusting estimates as needed.

B. The benefits of improving project estimation accuracy

What are some of the benefits of Improving the accuracy of your project estimations?

  1. Enhanced project planning and resource allocation: Accurate estimations enable better planning and ensure that resources are allocated efficiently.
  2. Reduced likelihood of delays and cost overruns: Anticipating potential hiccups and adjusting project estimates accordingly, you can reduce the risk of delays and budget overruns.
  3. Improved stakeholder satisfaction: Accurate project estimations help to set realistic expectations for clients and other stakeholders, thus making sure everyone is satisfied with where the project is going.
  4. Increased project success rate: Applying the strategies outlined in this article, will help you develop an in-sync, collaborative, and open development spacing, boosting the overall success rate of your web development projects.

We encourage you to apply the strategies discussed here to enhance the accuracy of your project estimations and optimize the success of your web development projects.

Adopting these best practices will help you foster more effective collaboration with your developers and ultimately deliver high-quality web solutions that stand out in the market.

Are you having any issues with your development team or your project? Get in touch with us today and we’ll be happy to help discuss those issues and get you working towards a successful development project!

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Victor Purolnik

Trustshoring Founder

Author, speaker, and podcast host with 10 years of experience building and managing remote product teams. Graduated in computer science and engineering management. Has helped over 300 startups and scaleups launch, raise, scale, and exit.

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