Software Strategy

TL;DR: A software strategy is your business’s game plan for using software—custom-built or off-the-shelf—to support growth, streamline operations, and reach strategic goals. From choosing your tech stack to setting a rollout plan, it aligns software investments with business priorities.

Software strategy is how you approach the software side of technology in your business. Other areas of IT include hardware, hosting, IT infrastructure, etc, but software strategy specifically focuses on things like: What tech stack (languages, frameworks, and tools) do you use? Do you buy off-the-shelf software, build custom software, or something in between? Is software an afterthought, or is it top of mind with the leadership team and other team members?

It’s likely that some (or all) of your core business functions rely on software—for example, a CRM, an ecommerce website, or a customer service portal. Or, in the case of SaaS products, your business may BE the software. 

Thinking about software strategically helps you make sure you’re making the most of your investment. If you don’t have a strategy in place, your software systems are likely fragmented, don’t integrate with each other, and cause more problems than they solve.

A lot of organizations think about software in siloed pieces: The CRM is over here, the accounting system is over there, and the marketing tools are relegated to the marketing team. 

But to get the most out of each software platform, it’s important to think of them as a whole system. Doing so allows you to compare your software initiatives to your overarching business goals to identify gaps, opportunities for improvement, and areas of focus. 

For example, if your business is focused on providing top-notch customer service, a well-designed customer portal can go a long way in helping reach that goal. 

Or if you’re focused on improving profitability and removing inefficiencies, software is one of the best ways to make that happen.

One way to be strategic with your software is to think of software like a team member. Ask yourself:

• What are its job responsibilities?

• How are outcomes measured and evaluated?

• How should customers interact with it?

Even though software is technology, it’s still a very human concept: It’s created by humans and used by humans.

If we all had our way, we’d magically have custom software that took care of everything needing to be done in our business that could be automated. While that’s technically possible, it would require a bloated timeline and budget to get “done,” and, in reality, would never actually be done. 

When it comes to software, it’s important to know your priorities. As you think about what you’d like the system to do, label each item:

• Must have - Non-negotiable features and functionality

• Should have - Items that aren't required but that add significant value

• Nice to have - Dream functionality that would be valuable but isn’t urgent or as high-priority

When you have your priorities and needs set, you can start with a minimum viable product (MVP) and iterate from there, releasing the highest-priority features into the world while continuing to build out the platform.

Every software development company sets their prices and estimates differently (here’s how we estimate custom software projects). You’ll get the most accurate picture of what you can expect if you walk in with a budget range in mind. 

For example, if a company told us their budget is:

• $150,000 - $200,000 for the initial build

• $30,000 - $40,000 per year for enhancements

After learning about their goals and vision for the system, we could gut-check if it’s possible for us to build what they want within their budget range. We can then work on a more detailed analysis and backlog to document must-have, should-have, and nice-to-have items. 

For those of you who think, “Well then they’ll just make their estimate at the top of my budget,” ...of course they will. We want to build you the best software for your budget, so we’ll show you what we think we can get you within that range and talk through a recommended contingency budget. 

Go into your project with an idea of the value your software will bring and therefore what you’re willing to invest. Throughout the project, we work within the software development triangle constraints to adjust as we learn new things. Remember, you’re always in the driver’s seat because you help set the priority of what gets built and when (thanks to the must have/should have/nice to have decisions you already made). 

A lot of organizations make the mistake of starting their software rollout plan in the 11th hour. However, you need to think about your rollout throughout your project—starting with research and development and all the way through to testing and maintenance. 

Download our software rollout plan template now.

Your software strategy should be similar to your overarching business strategy: 

• Set the initial strategy

• Present to and get buy-in from your team

• Revisit the strategy quarterly or annually

• Check ongoing priorities against your established strategy

The general direction of the strategy will likely remain fairly similar, but priorities and implementation will be changing continuously. 

Technology is constantly evolving, and you have to be ready to change along with it. Whether it’s adding new tools to your stack or changing your development processes to meet new best practices, it’s important to stay on top of your software strategy. 

Part of your software strategy needs to include investing in software updates. Software isn’t a set-it-and-forget it part of your business.

Ongoing costs for software can include:

• Hosting

• Licensing fees

• Security updates 

• 3rd party components 

• Support

• Enhancements

• Ongoing monitoring

In addition to monetary costs, you and your team should always be looking for and documenting the best ways to use each system, when to integrate systems, and opportunities for enhancements. 

What is a software strategy?

A software strategy is your organization’s plan for how software will support and drive business goals. It includes decisions about whether to build or buy software, what tech stack to use, how software systems integrate, and how you’ll maintain and evolve your tools over time. A strong strategy ensures software investments align with your business priorities.

Why is having a software strategy important?

Without a clear strategy, software systems often become fragmented, inefficient, and costly to maintain. A well-defined software strategy helps you prioritize the right tools, reduce technical debt, improve productivity, and make smarter long-term investments in your technology ecosystem.

How do I know if I need custom software or off-the-shelf software?

Custom software is best when your business has unique processes or customer needs that can’t be met with standard tools. SaaS platforms can be faster and cheaper if your needs are more generic. Often, a hybrid approach—starting with an existing solution and layering in custom features—can offer the best of both worlds.

How much should I budget for a custom software project?

Custom software budgets vary widely depending on complexity, features, and team size. As a rough range, small projects might start around $50,000, while large systems can exceed $200,000 or more. It’s best to set a budget range early and prioritize features using a “must-have,” “should-have,” and “nice-to-have” framework to guide development.

What should a software rollout plan include?

A strong software rollout plan outlines how and when the system will be introduced to users. It typically includes milestones for testing, user training, data migration, internal communications, and post-launch support. Planning your rollout early—before development is finished—helps ensure a smooth transition and better user adoption.

How often should I revisit my software strategy?

You should review your software strategy at least once a year—or more frequently if your business goals, processes, or tech stack change. Like your business strategy, your software plan should evolve over time to stay aligned with current needs, best practices, and emerging technologies.

Here’s how we’ve helped clients be strategic with their software systems.

Want to dive deeper into software strategy? Read some of our blog posts on the topic.

• 

  READ

  Pros and Cons of Custom Software

• 

  READ

  How to Prepare for Your Custom Software Project

• 

  READ

  Custom Software in Your Broader Tech Strategy

Are you trying to pick a new software solution for your business? Or maybe you have a legacy system and aren't sure of the best way to update it. 

Far Reach is a custom software development company based in Cedar Falls, Iowa. We help businesses look at their software strategically and build systems to fill gaps, integrate existing platforms, and more.

Whatever your software question, let’s talk it through—no obligation, no strings attached.