Is your organization ready to expand its impact by building custom software tailored to your mission? Building a web or mobile application to meet your unique needs is an exciting opportunity—but it requires thoughtful preparation to maximize success. The good news? With the right development partner and a clear process, you can create a solution that drives meaningful impact for your organization and the people you serve.

Before you contact a software development team, gather your thoughts and brainstorm with your internal stakeholders. Asking the right questions will clarify your goals, define your needs, and lay a solid foundation for success.

Whether you want to streamline operations, enhance data collection, strengthen donor engagement, or improve user experiences, these five essential questions will define clear objectives and prepare your team to collaborate effectively with a development partner.

1. What problem are we solving?

A successful software project begins by defining the problem you need to address. With a thorough understanding of the pain point, you can easily create a solution that delivers meaningful results. Has your organization outgrown its current tools? Are inefficiencies draining time and resources?

Examples of common challenges include:

• A nonprofit struggling to track metrics for grant reporting and compliance may need a more integrated system to save staff time and improve accuracy.
  
  
• A business facing scalability issues might require a robust platform that grows alongside their operations, ensuring they can handle increased demand without disruptions.
  
  
• A team relying on outdated tools that slow down workflows may benefit from custom software designed to improve efficiency and reduce frustrations.
  
  
• An organization wrestling with disconnected systems can solve inefficiencies by unifying their tools into a single, seamless platform.
  
  
• A leader worried about security vulnerabilities from legacy software can protect their data by transitioning to a modern, secure system.
  
  
• A staff bogged down by manual processes can reclaim productivity with automated workflows tailored to their specific needs.

Clearly articulating the pain point(s) you need to address sets the foundation for a successful project. By understanding your unique challenges, your team and development partner can work together to build a solution that truly meets your needs.

Questions to ask:

What specific pain points or inefficiencies are we trying to resolve?

How will solving this problem help us achieve our mission or make a tangible impact?

Example: A nonprofit finds managing volunteers manually both time-intensive and error-prone. They want to develop a scheduling app that integrates seamlessly with their existing CRM while prioritizing accessibility for all users. This clarity ensures the discovery phase will focus on their central pain point and address the core challenge.

Action Item: Write down the specific ways outdated systems or processes are holding your team back. These insights will provide valuable input during your initial consultation with a development team.

2. What resources and constraints do we have?

Understanding your resources and limitations is equally as important as identifying your goals. Dream big—but ground your vision in realistic constraints to ensure success.

Questions to ask:

What is our budget?

What operational or technical constraints do we need to consider?

Are there existing tools we can integrate with or replace?

Who are the key stakeholders, and how involved will they be?

Example: A nonprofit needs to build a platform that integrates seamlessly with its donor management software, reducing manual data entry and freeing up staff to focus on cultivating stronger donor relationships and driving new fundraising opportunities. Knowing the application must integrate with existing software will save time and money and avoid feature redundancy. Identifying constraints like limited IT staff can shape your choice of long-term support options.

3. Who are our users, and what do they need?

Ultimately, the success of your software hinges on how well it meets user needs. UX and UI design that centers their needs will increase adoption and long-term effectiveness.

Questions to ask:

Who will use this software, and what are their primary needs?

How will this software add value for our users?

What accessibility features are necessary to ensure inclusivity?

Example: A food bank may want to build an app that simplifies donation drop-offs while providing real-time notifications for food requests. Adding accessibility features like text-to-speech and multilingual options is more inclusive and allows the app to serve a broader audience.

Action Item: Understand your users deeply by leveraging tools like surveys, analytics platforms, and user interviews. Compile feedback from existing systems to identify recurring frustrations or feature requests. Collaborate with team members who interact closely with users to uncover valuable insights and ensure no need is overlooked.

4. What are our key dates and success metrics?

Proper planning and measurable goals create structure for your project. Without well-defined timelines and KPIs, projects risk delays or may miss the mark entirely.

Questions to ask:

How will we measure success (e.g., time saved on administrative tasks, donor retention rates, or increased user satisfaction scores)?

What risks or blockers could impact the project timeline?

Are there any critical deadlines, such as grant reporting cycles or launch events?

Example: A nonprofit planning to launch software for an annual fundraising campaign can plan deadlines by working backward from the launch date. Identifying relevant KPIs—such as donor retention rates or time saved on administrative tasks—measures success in tangible, meaningful ways.

Action Item: Map out your timeline using milestones like discovery, design, development, and launch. Ensure these align with critical deadlines such as grant reporting cycles or campaign dates. Share this timeline with your development partner to set realistic expectations.

5. What are we looking for in a development partner?

Choosing the right software development team has a huge impact on the final product. The right partner will not only build what you need, but guide you through the process and provide ongoing support. Ask potential partners about their process for discovery, communication, and post-launch support to ensure alignment with your goals.

Questions to ask:

What technical expertise do we have in-house, and where will we need external support?

What communication cadence works best for our team?

What does the post-launch handoff look like, and how will updates or maintenance be handled?

Example: When World Central Kitchen needed to scale their text-to-order meal distribution app, they partnered with SmartLogic's software development team to unify their systems, streamline operations, and expand their meal delivery program across multiple cities—serving thousands more recipients every week. This collaboration allowed them to deliver thousands of meals weekly and empowered both recipients and participating restaurants.

Pro Tip: Look for a partner with experience in your industry and a proven track record of delivering scalable, user-friendly solutions.

Ready to start your custom software project?

Answering these key questions can save you time, money, and headaches. Once you define your goals, consider your budgetary needs, and gather insights from potential users, you'll have a clear vision of what you expect to build.

Bring these notes to a consultation with a software development agency and present your expectations. With well-prepared information and clear direction, you're ready to collaborate with a software dev team to begin the software development process.

Let's bring your vision to life!

With over 20 years building custom web and mobile applications, SmartLogic consistently provides innovative and trusted outcomes that speak for themselves when time and accuracy matter most.  Contact us today for a free consultation, and let's build impactful, scalable software that drives your mission forward.