Challenges of Offshore Development – Here is the Solution to Improve

Offshore development to address labor shortages in Japan. However, there have been many failures. Here are the solutions that BAP has implemented in over 100 projects in about 4 years since its establishment to ensure successful offshore development.

1. How to communicate requirements and technical specifications to programmers effectively?

The customer decides on the technical specification document in Japanese and then communicates it to the technical development team.

The challenge of offshore development is understanding each other through the project’s technical specifications. In Japan, there is an expectation that “you will understand without having to say,” but in different countries, it is very difficult to grasp the intentions of the Japanese side. Therefore, communicating the technical specifications to the programmers in a clear and detailed manner is the key to success.

In BAP’s case, after the customer places a development request, the first meeting is with a Vietnamese bridge SE with extensive experience working in Japan or a Japanese person with experience. Their Japanese skills are higher than N2, and they have more than 5 to 6 years of development experience in Japan, so the customer can discuss in Japanese without any inconvenience.

For example, in the case of highly specialized systems, Vietnamese programmers may find it difficult to understand specialized terminology, but they can smoothly discuss technical specifications through a skilled and experienced BrSE in Japan. At the requirement definition stage, we create Q&A and maintain close communication with the customer to avoid any gaps in technical communication.

2. Creating opportunities for communication with the development team

• Creating frequent opportunities to meet with customers at regular meetings

One crucial issue in offshore development is communication. You may feel uneasy about entrusting a project to a developer you haven’t met, especially given the geographical distance, which is not as easily accessible as in Japan.

At BAP, after the development team members are decided, they are introduced to the customer via video calls such as Skype. Then, we hold regular meetings with the BrSE and Comtor every week, and when necessary, the programmers also attend to talk with the customer.

However, what is most recommended is visiting the development site directly. BAP actively welcomes customer visits. We strive to create relationships where customers can easily express their opinions and engage positively with the programmers.

• The development side understands the Japanese work style

One reason communication can be challenging in offshore development is the difference in work styles between Japan and Vietnam. When developing offshore, we recommend that customers visit directly to see the development context, but it is equally important for developers to understand the Japanese work style.

Currently, there is a difference between Japan and Vietnam in the work style of ‘reporting, communication, and consultation.’ BAP conducts training courses on work styles for Bridge SE and Comtor candidates. Since they already have Japanese language proficiency above N3, they will be exposed to and understand more about the Japanese business style.

For example, if a task is delayed, we will discuss when to report to the customer and find the best way to guide them in case they do not understand. Through these efforts, we strive to reduce the differences between the Japanese and Vietnamese business styles and work comfortably with customers.

3. Ensuring product quality when delivering the project

One of the most common offshore issues in Vietnam is delivery and quality. These two issues are not separate thoughts, but balancing both is very important. If you spend a lot of time on any project, errors will disappear, and quality will improve. However, it is crucial to ensure that the customer is satisfied with the quality within the given timeframe.

• Working efficiently by managing tasks

BAP is managing tasks efficiently. The PM assigns tasks to the members after confirming the work in advance with the developers. Carefully check whether you have enough time to work on the project during your working hours.

After the project starts, priority tasks are identified on the company’s internal system and then assigned to the members. When a task is assigned, alerts notify the developers so they can check their tasks without missing anything.

• Checking the product concurrently with development to avoid losing time going back

Product testing is also being done concurrently with development. We find ways to make corrections by creating a demo and using it from the user’s perspective. By testing and confirming with the customer as needed, we prevent losing time due to going back to tasks.

4. Summary

Here, we summarize BAP’s efforts to solve offshore development issues:

• Thoroughly listening to project descriptions and then conveying them to the developers
• Establishing regular meetings with customers
• Understanding the Japanese work style
• Managing tasks efficiently
• Conducting product testing concurrently with development

BAP IT SJC. has many members who have worked as full-time employees at major Japanese companies, and they fully understand the Japanese way of thinking about work. Moreover, they also understand the Vietnamese way of working, so they can help solve offshore development issues. Additionally, Japanese engineers and staff with high Japanese language skills always create an environment for easy communication with customers.