🚦 Communication & Coordination Protocol for Projects

At Cybros Infotech, we believe that every successful project depends on strong coordination, centralized task management, and structured communication between our team and the client. To maintain efficiency, clarity, and accountability throughout the project lifecycle, we follow a clear communication and responsibility protocol — one that’s built on industry best practices and proven workflows.

⚠️ Why This Article Is Important

Occasionally, clients request direct access to individual developers or try to coordinate project tasks on their own — often with good intentions. However, this practice can unintentionally create serious risks that negatively impact the project’s timeline, quality, and outcome.

🚫 Risks of Direct Client–Developer Communication

❌ Scattered Communication & Task Duplication

• When tasks are shared outside our centralized system (CRM), there’s no visibility or accountability across the team.

• Developers may receive conflicting or outdated instructions.

• Important feedback or changes may be missed or lost, causing rework and delays.

❌ Lack of Full Project Context

• Individual developers are focused on specific modules or tasks — they do not have the full picture of the project.

• Strategic decisions, architecture, and overall planning are managed by the project manager or team leader.

• Developers are not trained or responsible for meetings, follow-ups, or client interactions.

❌ Team Conflict & Coordination Breakdown

• When clients bypass the team leader to assign tasks, it creates internal confusion, impacts team morale, and can lead to misaligned development.

• Tasks may be worked on without proper testing, review, or approval, increasing the risk of bugs, security flaws, or product failures.

✅ The Best Practice: Centralized Project Management

To ensure smooth execution and timely delivery, we follow a structured approach:

👥 Kickoff Meeting

A one-time Project Launch Meeting is held at the beginning where the client meets the full development team. After that:

• All communication should go through the assigned Project Manager or Team Leader.

• Developers will not be available for individual meetings or direct requests.

📌 CRM for Task & Milestone Management

• All project tasks, milestones, updates, and feedback are managed centrally through our CRM platform.

• Both client-side and tech-side team members are given access for transparency and real-time collaboration.

👤 One Point of Contact – Both Sides

• The client must assign one SPOC (Single Point of Contact) for effective communication.

• Cybros assigns a Project Manager or Team Leader as the key coordinator on our end.

This ensures that both teams stay aligned, accountable, and efficient throughout the development cycle.

🛑 Our Policy on Client Overreach into Project Management

If a client chooses to bypass the project manager and:

• Assigns tasks directly to developers

• Gives verbal or informal instructions outside the CRM

• Attempts to take over the project coordination or timeline management

Cybros Infotech will not be responsible for:

• Missed deadlines or deliverables

• Quality or security issues in the final product

• Miscommunication or broken workflows

• Any delays caused by lack of traceability or version control

Such practices go against standard project protocols followed globally by leading tech firms including Microsoft, Atlassian, and Basecamp — where direct developer-client coordination is considered a serious process flaw.

💡 Key Takeaways for Clients

• Developers are task executors, not project coordinators.

• The project manager is your go-to person for everything — updates, discussions, and planning.

• For large projects, no single developer has full context, and unstructured communication will only result in incomplete or broken features.

• If you bypass the project lead, you’re taking on the risks of quality issues, coordination failure, and delayed outcomes.

🤝 Let’s Build Together, the Right Way

At Cybros Infotech, we value your time, investment, and trust. That’s why we’ve built a collaborative model based on clear roles, responsible delivery, and efficient communication.

Help us deliver your project with excellence — by respecting the process and keeping the communication streamlined.

For questions or escalation, always connect with your assigned Project Manager.