Project in crisis? A step-by-step guide to fixing the mess

At the start of a project, everything looks promising—the team is motivated, the roadmap is clear, and expectations are high. But what happens when deadlines slip, tasks pile up, and you feel like you’re losing control?

If this sounds familiar, let’s break down why projects fail and how to get things back on track.

What kills projects?

Problems in projects vary, but in my experience, most failures stem from three critical areas. Here’s where things typically go wrong:

1. Lack of proper client preparation

Issues often start before development even begins. This usually happens when:

• The team fails to conduct a thorough client briefing.
• There is no detailed Technical Specification (ToR).
• The client provides slow or unclear feedback.

Without a solid structure from the start, the project quickly turns into a game of "broken telephone." The more clearly tasks and processes are documented upfront, the lower the chance of miscommunication.

2. Issues with the development team

Another major problem is poor team performance, which shows up in:

• Low-quality work: bugs, technical debt, and major errors.
• Missed deadlines.
• Poor communication: the team doesn’t respond to inquiries or avoids status updates.

Regular feedback loops and a proactive approach to fixing mistakes are key to keeping things on track.

3. Poor technology and tooling decisions

Choosing the wrong tech stack or project management tools can cripple progress. Common issues include:

• Using outdated technologies that don’t meet project needs.
• The team lacking expertise in selected tools.
• Poor integration between different systems.

If the tools are making development harder instead of easier, it’s a red flag that something needs to change.

Step-by-step plan to fix a struggling project

Your project is already in trouble—now what? Here’s how to turn things around with minimal losses:

Step 1: Reassess client preparation

Start by restoring clarity around project goals:

• Ask key questions: What is the main objective of this project? What problems are we solving?
• Document requirements clearly (create a project brief or ToR).
• Establish a structured feedback process: determine who reviews deliverables and when.

This approach helps reduce misunderstandings and minimizes wasted time.

Step 2: Audit the Team and Their Performance

Identify weak spots in the team by:

• Asking them directly: What is preventing progress?
• Evaluating their responses and proposed solutions.
• Replacing team members if necessary—if the team isn’t willing to improve, it’s time to move on.

Success depends on open communication and a team willing to solve issues instead of ignoring them.

Step 3: Review the Technology Stack and Processes

Analyze the tools and methodologies in place:

• Do the technologies align with project goals?
• Should outdated or complex tools be replaced?
• Consider switching methodologies (e.g., moving from Waterfall to Agile).

Regular audits prevent technical debt from piling up and slowing down progress.

Step 4: Decide Whether to Fix or Restart the Project

At this stage, evaluate your options:

• What’s faster and more cost-effective—fixing the current project or starting from scratch?
• What are the risks of continuing? Could the budget or timeline spiral out of control?

In some cases, a full project reset is smarter than trying to fix endless issues.

How We Rescued a Failing Project

One of our clients approached us with a request to build a web application with a user portal for purchasing services. Everything seemed smooth—goals were aligned, and development started as planned.

But as the project progressed, the client kept adding new features, design changes, and extra requirements. The budget was initially set for one scope of work, but we ended up delivering much more than originally planned.

The result?

• The project dragged on for months.
• The team burned out.
• The client was frustrated by the increased costs.

How we fixed it:

We implemented a strict documentation and project scope management system to lock in goals, budgets, and expectations. After that, we never made the same mistake again—our next project with this client followed clear regulations and was completed successfully.

Conclusion

Most project failures can be prevented from the start—with proper planning, well-defined requirements, and the right team and tools. But if things go wrong, don’t panic—analyzing the situation and taking structured action can still save your project.

The keys to success? Transparent communication, frequent process audits, and flexibility in decision-making.

Stay tuned for more insights in the next articles!