When people think about software project management, they often picture exciting new app launches, rapid feature releases, and product demos. However, there’s another side to the tech world that’s equally critical—maintenance-based projects.
Maintenance might not come with the glitz and glamour of new development, but it’s the heartbeat of any long-term, successful digital product. And let’s be real—it’s often more challenging than starting from scratch.
As a project manager overseeing maintenance projects, I’ve faced unique challenges that test everything from resource planning to client communication. In this blog, I’ll walk you through the top challenges in managing maintenance projects and how to overcome them.
What is a Maintenance-Based Project?
A maintenance-based project involves managing an existing software system, keeping it up-to-date, secure, stable, and aligned with evolving client needs. This includes:
- Bug fixing
- Minor feature enhancements
- API monitoring
- Platform updates (Android/iOS/Browser)
- Compatibility checks
- Technical support
Unlike full-fledged product builds, maintenance projects often come with fixed hours, limited budgets, and expectations for continuous performance—a delicate balance.
Top Challenges in Maintenance Project Management
1. Limited Hours, Unlimited Expectations
Most maintenance contracts operate under a fixed monthly plan (e.g., 20 hours/month), but client needs often stretch beyond those limits.
How to Overcome It:
- Define what qualifies as billable hours in the contract (e.g., include meetings, planning, coordination).
- Log all hours transparently using a tool like ClickUp or Toggl.
- Educate clients about hidden effort (e.g., testing across devices, debugging server issues).
- Introduce hourly thresholds and communicate clearly when the scope exceeds them.
2. Unplanned & Urgent Tasks
Maintenance work is reactive by nature. Bugs and unexpected issues arise without warning—crashing systems, failed payment gateways, or sudden server downtimes.
How to Overcome It:
- Maintain a priority matrix for urgent vs. non-urgent issues.
- Use a ticket-based system (e.g., Jira) where each request is categorized and timed.
- Reserve a buffer (e.g., 10–15%) of monthly hours for emergencies.
- Train the client to follow an issue escalation process instead of ad-hoc WhatsApp messages.
3. Lack of Clear Sprint Planning
Unlike new development projects, maintenance can feel like a random checklist of tasks without a cohesive roadmap. This leads to poor visibility and missed deadlines.
How to Overcome It:
- Treat every month like a mini sprint.
- Begin with a monthly sprint planning call to prioritize maintenance tasks.
- Assign timelines and owners for each ticket.
- End the month with a sprint review/demo showcasing completed work.
4. Keeping Track of Technical Debt
Old projects often come with outdated code, legacy APIs, and fragile server structures. Fixing one bug can break something else.
How to Overcome It:
- Conduct a quarterly technical audit to identify and clean up legacy components.
- Recommend tech upgrades (e.g., PHP/Yii version updates, dependency management) as part of the maintenance plan.
- Encourage automated testing and use staging environments before pushing to live.
5. Low Team Motivation
Maintenance work can be repetitive and lacks the creative thrill of building something new. This can affect developer engagement and lead to slower progress.
How to Overcome It:
- Rotate developers between maintenance and new projects to keep things fresh.
- Celebrate small wins like fixing long-pending bugs or improving performance.
- Involve developers in client meetings so they feel their work matters.
6. Communication Gaps with Clients
In many cases, clients don’t fully understand the complexities of maintenance work. They may feel like “nothing is changing,” even though the team is working hard behind the scenes.
How to Overcome It:
- Send a weekly or bi-weekly status report with time logs and task summaries.
- Use visual trackers (like a sprint board or Kanban) that clients can view.
- Schedule monthly feedback sessions to align expectations.
7. Version Control and Deployment Confusion
When dealing with multiple environments (dev/staging/live), uncoordinated deployments can lead to overwritten code or missed fixes.
How to Overcome It:
- Set up a proper Git workflow (feature branches, pull requests, approvals).
- Maintain changelogs and version numbers for each release.
- Use deployment automation tools like GitHub Actions or Bitbucket Pipelines if possible.
Lessons Learned
Here’s what I’ve learned over the years managing maintenance projects:
- Don’t underestimate project coordination time—it’s as crucial as coding.
- Documentation is your best friend—especially when devs switch between projects.
- Clients value communication more than speed—show them what’s happening, even when progress is slow.
Final Thoughts
Maintenance-based projects may not come with the fireworks of fresh development, but they’re the backbone of digital product longevity. They require consistency, adaptability, and a strong process to deliver value month after month.
By applying Agile-like discipline, setting clear boundaries, and improving communication, I’ve been able to transform reactive maintenance into a proactive partnership.
Because at the end of the day, great maintenance isn’t just about fixing what’s broken—it’s about ensuring what works keeps working beautifully.
Similar Blogs
