A Typical Story: Ordered One Thing, Received Another, Paid Twice

In my entrepreneurial practice, I have repeatedly encountered situations where you order software development — be it a CRM, an accounting system, or even a simple module — and end up receiving something not quite what you envisioned. This 'typical story' usually ends the same way: wasted time, nerves, and, most unpleasantly, double payment for rework or starting a new project from scratch. This is one of the key reasons why, at 61, I began independently creating formspace.design, understanding how crucial it is to precisely implement what is intended.

The Roots of the Problem: Why Expectations Diverge from Reality

The main reason for the discrepancy between what the client wants and what they receive lies in ineffective communication. Programmers and business users speak different languages. As a business person, I think in terms of tasks, processes, profit, and customer convenience. A programmer, on the other hand, thinks in terms of code, architecture, databases, and algorithms. Without a reliable 'translator' or a clear information transfer system, these two worlds often fail to connect. I often observed how a project that should have taken 3 months ended up taking 6-9, and the budget inflated by 50-100% simply because the vision changed on the fly or was initially unclear.

My Experience: From 'Alkar' to 'Dom i Sad'

My history of interacting with programmers began back in the 90s at 'Alkar' company. At that time, I was trying to automate management accounting by assigning tasks to developers. This was a time when almost everything was done manually, and I kept records myself using notebooks and a calculator, which I already discussed in the article The 90s: How I manually kept records at 'Alkar-Invest' without any software. Even then, with limited capabilities, I understood the need for automation, but getting a precise solution was not easy.

Later, managing the landscape company 'Dom i Sad' for over 20 years, I encountered this problem again, but in a more acute form. We were growing, the number of projects was increasing, and the lack of an adequate CRM system became a real headache. I tried ordering custom solutions, but again and again, I faced the issue that the functionality either didn't meet our real needs, was too complex, or required constant refinements that cost a fortune. It was then that I understood why most landscape companies don't have a proper CRM, which I wrote about in this article. It was a vicious cycle: you spend money, get the wrong thing, rework it, or start over. This was a tough but valuable experience that shaped my vision for an ideal product.

How to Formulate a Clear Technical Specification (TS) to Avoid Paying Twice

The key to success is a maximally clear technical specification (TS) and a transparent process. Here's what I've learned from my experience:

1. Start with goals and problems: Don't just say 'build a CRM,' but rather 'reduce application processing time by 30%' or 'automate estimate calculation to avoid errors.'
2. Detail the functionality: Describe every screen, every button, every user step. Put yourself in the shoes of someone who will use the program. It's better to draw mockups (even by hand) than to just describe it in text.
3. Use 'user stories': Instead of a dry description of a function, tell a story: 'As a client, I want to submit an application on the website to receive an estimate within an hour.' This helps the programmer understand the context.
4. Break the project into stages: Don't try to do everything at once. Divide a large project into small, manageable phases. This allows you to test functionality after each stage and make adjustments before it's too late.
5. Appoint a responsible person: From the client's side, there should be one person who communicates with developers, makes decisions, and tests. This prevents chaos and conflicting instructions.

Pitfalls and Common Client Mistakes

Even with a TS, I often saw projects derail due to typical client mistakes:

• Insufficient involvement: Delegating the entire process and lacking regular oversight. The client must be an active participant.
• Changing requirements during the process: 'And let's add this too...' — each such change in the later stages of development multiplies costs and deadlines.
• Ignoring testing: The absence of thorough functional testing at each stage leads to errors being discovered during implementation, when their correction is most expensive. I recall a CRM project for 15 employees where a casual attitude towards testing resulted in the system being only 70% ready compared to the expected functionality after 8 months of work.
• Choosing the cheapest offer: A low price often means low quality, lack of proper support, or a misunderstanding of business specifics.
• Lack of budget for support and development: Software is a living organism that requires updates, fixes, and enhancements. Without these, it quickly becomes obsolete.

The Role of Testing and Feedback

Testing is not just about finding errors; it's about verifying that the product meets your expectations. Remember:

• Regular testing: After each completed module or stage.
• User Acceptance Testing (UAT): Let those who will work with the program daily try it out in the early stages. Their feedback is invaluable.
• Constructive feedback: Clearly describe what isn't working, why it's a problem, and what result you expect. 'I don't like it' is not feedback. 'When I click button X, nothing happens, but I expect window Y to appear' is constructive.

When to Consider Off-the-Shelf Solutions

My experience has led me to believe that it's not always necessary to reinvent the wheel. For many typical tasks, there are ready-made solutions that can be adapted. This can be faster, cheaper, and more reliable than custom development. Before ordering something from scratch, conduct a thorough market analysis. Perhaps a ready-made CRM, ERP, or a planning tool, such as formspace.design, already solves 80% of your tasks for much less money and with a predictable outcome.

How to Avoid Mistakes When Planning Automation with formspace.design

When creating formspace.design, I incorporated principles that help avoid typical problems associated with misunderstanding and double payment. I wanted every plot owner to be able to be the 'architect' of their own landscape, without needing to explain their ideas to designers or programmers, and then rework the project. formspace.design is a tool that makes the planning process as transparent and visual as possible.

Imagine you want to plan a coniferous corner in your garden. Instead of explaining it to a designer or trying to draw it on paper, you can use formspace.design. In module 1.x 'Plot Plan, Zones, and Objects,' you can easily draw the contours of your plot, arrange zones (e.g., 'relaxation area,' 'coniferous corner'), and then add specific objects — coniferous trees and shrubs. If you have photos, module 3.1 'Design by Photo' will allow you to immediately see how these plants will look on your plot. For inspiration and quick concepts, you can use module 2.1 'AI Concept,' which will suggest design options based on your input data. Thus, you get a concrete, visualized result that precisely matches your vision, without multiple explanations and reworks.

FAQ

Do you always need to hire a programmer for automation?

No, not always. For many typical tasks, there are ready-made SaaS solutions or builders that can be configured to your needs. Hiring a programmer is justified when you have unique business logic or very specific requirements that are not covered by standard products.

What is a 'technical specification' in simple terms?

A technical specification is a detailed description of what you want to achieve as a result of development. It's a kind of 'blueprint' for your future software product, outlining all functions, appearance, operational logic, and performance requirements. The more detailed the TS, the less chance of misunderstanding.

How long does custom software development take?

Timelines vary greatly depending on the project's complexity. A simple corporate website might take 1-2 months, while a complex CRM system with integrations could take from 6 months to several years. It's important to remember that estimates are just estimates, and actual timelines can often be longer due to unforeseen complexities.

How do I know if the programmer misunderstood me?

The first sign is when you receive a prototype or a piece of functionality that looks nothing like what you envisioned or operates with different logic. Another red flag is the absence of questions from the programmer about your business details or complete agreement with your every word without clarification.

Should I start with minimal functionality?

Yes, this is a very sensible approach. Start with a Minimum Viable Product (MVP) that solves the core problem. This allows you to enter the market faster, get user feedback, and iteratively develop the product based on real needs, rather than assumptions.

Can 'double payment' be avoided?

Completely avoiding risks is difficult, but they can be minimized. A clear TS, phased payment based on completed work, regular testing, and open communication with the developer significantly reduce the likelihood of overpaying for reworks.

What role does my experience play in formspace.design?

My many years of experience in business and landscape design, including all the mistakes and complexities with automation, became the foundation for creating formspace.design. I am building this tool so that other plot owners do not face the problem of 'ordered one thing, received another,' but can precisely and visually realize their ideas themselves.

My journey to creating formspace.design is a direct result of all these stories. I realized that an ideal tool should be intuitive, visual, and give the user full control over the outcome, bypassing communication barriers. If you have encountered similar problems in your business or when planning your plot, remember: clarity, detail, and constant feedback are your best allies. And for landscape planning, I am building a tool that allows achieving this clarity without intermediaries.