External web development team – tips & tricks for successful partnership

In today's digital age, having a strong online presence is crucial for businesses. Whether you're launching a new website, revamping an existing one, or developing a custom web application, the choice between in-house developers and an external web development team is one of the most important decisions to make. This article delves into strategies and insights to help you with external team cooperation. We’ll guide you from selecting the right team to effectively tracking your success and wrapping up the project with the expected results.

In-House vs External Web Development Team: Making the Right Choice

The Case for an In-House Web Development Team:

Establishing an in-house development team usually makes more sense for long-term, intricate projects that demand constant maintenance, adjustments, and alignment with business objectives. With in-house teams, you gain full control over the development process, and team members effectively assimilate the organization's culture and project goals. The physical presence of an in-house team fosters immediate feedback, expediting decision-making and issue resolution. Moreover, it enhances security and confidentiality, addressing data protection and intellectual property concerns.

The Case for an External Web Development Team:

External web development teams, typically comprising seasoned professionals from specialized software development firms, offer a unique set of advantages. If your project has a strict deadline and requires diverse technical expertise, an external team can expedite the development process. Their wealth of experience from various projects and industries often leads to innovative solutions and efficient issue resolution. Cost-effectiveness is another significant benefit, making external teams an attractive option for startups and small to medium-sized businesses. They offer scalability, adapting to your project's evolving needs.

How to decide which approach fits your business needs best?

Ultimately, the choice between an in-house or external development team hinges on your project's characteristics, long-term goals, and budget constraints. Many successful companies adopt a hybrid approach, where an in-house team collaborates with external experts for specific projects, striking a balance that suits their needs. You should set your sights on assessing the specific requirements in relation to the strengths of each approach to enable you to make an informed decision about which approach will work for you.

If you are interested in working with an external team, I encourage you to read the rest of the article!

Finding the Right Software House

Once you've decided on an external development team, the next critical step is selecting the right software house to collaborate with. Here are key considerations to aid your decision:

Define Your Project Requirements

Begin by clearly outlining your project's scope, goals, and specific requirements. This clarity helps identify a software house with the appropriate expertise and experience.

Evaluate Their Portfolio

Examine the software house's portfolio to gauge their previous work. Look for projects that match your project's complexity and technology, providing insights into their capabilities and work quality.

Check for Industry Expertise

Consider whether the software house has experience in your industry or a related field. Industry-specific knowledge is valuable, as it enhances their understanding of your unique challenges and requirements.

Read Client Testimonials

Feedback from previous clients offers valuable insights into a software house's reliability, communication, and project management. Testimonials and case studies demonstrate their ability to deliver on time and within budget.

Assess Technical Expertise

Evaluate the development team's technical skills by reviewing their certifications, specialized technologies, and commitment to staying updated on industry trends and best practices.

Communication and Project Management

Effective communication and project management are essential for successful collaboration. Ensure the software house maintains transparent communication and assigns a project manager to keep you informed throughout the development process.

Scalability and Flexibility

Consider the software house's ability to scale the team as needed. A flexible partner can adapt to changing project requirements.

Quality Assurance and Testing

Inquire about their quality assurance and testing processes. Rigorous testing and quality control are crucial for delivering a robust, bug-free solution.

Cost and Budget Transparency

Consider how costs are handled with the software company. Two popular options are time and materials (T&M) and fixed price. If the project is relatively simple to estimate and the scope is clearly defined, some companies will agree to a fixed price. However, if the overall project is still in the early stages and will be agreed during the course of the work, most companies will opt for T&M.

Legal and Contractual Matters

If you are working with a third-party company, you have sensitive data that you need to share in order to achieve success in a project, it is worth making the decision to sign an NDA with the supplier. Such an agreement is good insurance in the event of a security breach of our data. It is also worth making sure that the transfer of rights to the software produced are clear. Ask the company how they resolve this aspect with their clients.

Selecting the right software house may involve a meticulous process, but investing time and effort in this decision is a vital step toward the successful completion of your software development project. By considering these factors, you'll be well-equipped to identify a partner that not only meets your technical requirements but also aligns with your business goals and values.

Bridging the Gap: Communication with Your External Software Development Team

When collaborating with an external software development team, you should establish a robust communication framework that is crucial for project success. In this section, we'll explore key components of this framework that enhance effective collaboration between your company and the external web development team.


Regular meetings are the foundation of efficient communication. They serve as a platform for discussing project progress, addressing roadblocks, and maintaining alignment with the project's direction. Consider holding regular meetings, with ad-hoc sessions for specific issues. For projects following an Agile, daily stand-up meetings offer particular benefits. These brief, daily gatherings enable team members to share accomplishments, plans for the day, and any obstacles they face, keeping the project on track and promoting transparency.

Reports and documentation

In addition to meetings, it is useful to set up periodic reporting on the work carried out, the status of the budget but also more. Project documentation is also important. We should be aware of what may await us, for which purpose it is worth establishing a risk register and a project schedule. In order to control the scope, it is worth drawing up a WBS and introducing change management.

Agile project management approach

Agile is a popular methodology for software development due to its flexibility and adaptability. It encourages incremental progress, regular feedback, and collaboration. If you and your software house embrace Agile, establish Agile ceremonies like sprint planning, review, and retrospective meetings to uphold Agile principles.

Selecting a project owner from your company

Appointing a project owner from your organization is crucial. This individual acts as the primary source of knowledge transfer, bridging your company's goals and the development team's work. The project owner ensures the project aligns with your business objectives and possesses an in-depth understanding of the project's intricacies.

With these components in place, your company can maintain a strong, two-way communication channel with the external development team. Effective communication not only ensures everyone is on the same page but also facilitates swift issue resolution and adaptation to changing project requirements. Prioritizing communication lays a solid foundation for a successful partnership and a prosperous software development project.

Measuring Success

To maintain project alignment with your business goals, it's vital to establish and secure deadlines and budget details from the outset. Defining project timelines and budget constraints creates a robust framework for the development process. Regularly revisiting these deadlines and budget details with the external software development team promotes transparency and a structured approach to monitor progress, make necessary adjustments, and celebrate milestones. This not only sustains project momentum but also ensures financial predictability and control throughout the project's lifecycle.

Establishing Clear Cooperation

Clarity in cooperation is essential to prevent misunderstandings and missed opportunities. Clearly define roles and responsibilities, project timelines, and expectations from both sides. A well-documented project plan and scope of work facilitate the setting of these parameters. Additionally, consider using collaborative tools such as project management software to enhance information exchange and task tracking.

Ensuring the External Team Understands Your Business Case

One challenge of working with an external team is ensuring they comprehend your business case and industry-specific aspects. Continuous communication, detailed documentation, and providing context are essential for bridging this gap. Encourage open discussions and be prepared to address questions that arise to foster a deeper understanding of your business.

Transitioning to a Different External Web Development Team

While your current external team may be an excellent fit, circumstances can change. To ensure a smooth transition if the need arises, maintain a comprehensive project documentation repository. This repository should include code documentation, project plans, and all relevant assets. Ensure clarity regarding code ownership and intellectual property rights to facilitate a hassle-free handover.

In Conclusion

Collaborating with an external web or software development team can be a strategic and cost-effective choice for your projects. Emphasizing clear communication and ensuring a shared understanding of your business case lays the foundation for success. With these steps in place, you'll be well-prepared to embark on a successful and fruitful collaboration with your chosen software house.

Like Chop-Chop, we have experience in working as an external web development team. Contact us and see how we can help you develop your project.