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Guide to Software Project Management

How to effectively track software projects developed by an external software agency?

Download your guide

This guide will help you understand:

how to properly prepare a project kick-off,

how to write good project requirements,

what potential methods for executing the project are there,

what measures can help you track a software project progress,

what mistakes should you avoid.

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Who is this guide for?

Project Managers, Technical Managers, or IT Directors, who:

  • have never managed a software project before,
  • have to oversee a software project done by an outside software vendor,
  • are looking to broaden their knowledge on software project management,
  • want to know how they can improve their current processes,
  • are overseeing a software project that is not going well and need to find why.
example project manager, business pm, technical manager, it director (shown as cartoon faces)

What’s in the guide?

  • information on how to properly prepare for starting a software project,
  • possible ways and methodologies of working on a software project,
  • step-by-step of preparing your project plan,
  • what measures can help you track a software project progress.


  • risk management checklist to keep your project within budget and time,
  • tools recommendations,
  • list of most common mistakes to avoid.

Software Projects Management Problems


If you have problems with your software projects – maybe your deadlines are quickly approaching and the software agency is taking too long to deliver their work, maybe there are constant changes in the scope which are difficult to handle, or the quality of work is not there – don’t worry, you are not alone.

There’s a PwC study (2014 ) which states that only 2.5% of companies are 100% successful with all their projects. But why does it happen?

There’s a saying “if you can’t measure it, you can’t manage it.” According to Wellingtone’s The State of Project Management Report 54% of companies don’t have access to real-time project KPIs. Furthermore, one of the main cause of project failures is a lack of clearly defined objectives and milestones to measure progress (37%).

It is no surprise that without proper monitoring and control, software projects can easily go off track.


If you have noticed that you tend to struggle with similar issues – this guidebook is for you.

Measuring success of software projects

One of the most important aspects it to establish the metrics for your project. How do you know that the project is going well? Determine what’s important to you and your business, and establish what are you willing to compromise on if something won’t go according to plan.


You can track your project progress based on

The scope
how much has been accomplished
Quality measures
what is the quality of the work done
is everything going according to plan

Those are strongly connected to three constraints of project management – scope, time and cost. To successfully deliver a software project you must balance those three well, meaning that you have to be ready for eventual changes and risks. 

Project Management Triangle Diagram Infographic Graph

Meet our Experts

Yameo’s CEO, Maciej Krajewski, and COO, Jakub Czechowski

The guide was created based on the experience and knowledge of Yameo’s CEO, Maciej Krajewski, and COO, Jakub Czechowski, true experts in the field of managing software projects.

Together, they have over three decades of experience in project management. Throughout their careers, they have managed projects for clients ranging from small fintech startups like Agriwallet, to government grade institutions and large multinational enterprises like AON or DEKRA.

Their ability to manage complex projects comes from their deep knowledge of project management frameworks and methodologies, including Agile, Waterfall, and Hybrid. They understand the importance of planning, risk management, and communication, and have successfully delivered software projects from banking and telehealth applications to blockchain and worldwide SaaS solutions.

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