Build or buy software for communication? Discover the risks that could break your budget.
Many organizations dream of creating their own unique tool. Full control, flexibility, and the ability to tailor it exactly to their processes sound tempting. However, reality quickly shows that building and maintaining such a system is a major challenge that involves financial, organizational, and technological risks.
The decision whether to build or buy software for communication is a strategic choice that can determine the success or failure of your project. According to data cited by BCG, almost half of companies (49%) report that at least 30% of their IT projects exceed their budget and timeline, and as many as 19% admit that failing to meet goals happens in more than half of their projects (source: BCG, “Software Projects Don’t Have to Be Late, Costly, and Irrelevant”). Meanwhile, McKinsey estimates that in large IT projects, errors and additional costs can reach up to 30% of the entire project value (source: McKinsey, “Delivering large-scale IT projects on time, on budget, and on value”). These are figures that should prompt every organization to analyze its options carefully.
Errors and delays – a real threat
When deciding whether to build or buy software for communication, building a tool from scratch requires precise planning and coordination of many areas: system architecture, UX, integrations, testing, and maintenance. Any change in business assumptions or requirements can impact the entire timeline, leading to unforeseen delays and additional costs. According to PM360 Consulting, 70% of all projects fail, and 55% of IT projects exceed their budget or schedule (source: PM360 Consulting, “Project Management Statistics, Trends & Mistakes in 2023”).
Delays affect not only budgets but also stakeholder trust and team morale. In the long run, they can lead to a loss of competitive advantage and make it difficult to achieve the company’s strategic goals.
Lack of competencies and limited resources
Developing your own tool as part of the decision to build or buy software for communication requires specialized skills – from developers and IT architects to UX experts and security specialists. According to Deloitte Insights 2024, companies are spending 50% more time on developing tech skills than a year before, and the lack of qualified talent remains one of the biggest barriers to delivering IT projects successfully (source: Deloitte, “Overcoming the tech talent shortage amid transformation”).
Building an internal team from scratch is a significant investment, both financially and in terms of time. It also carries the risk of staff turnover, high recruitment costs, and the need for ongoing training. With ready-made tools, these issues are largely solved by the vendor, who provides technical support, continuous development, and product security.
Technological obsolescence and the risk of technical debt
The average lifecycle of modern digital technologies is now around 18 months, and 50–72% of IT budgets are spent on maintaining existing systems instead of innovation, accelerating the build-up of technical debt (source: Sourcing Innovation, “Two and a Half Decades of Project Failure”).
A system developed over two years may already be outdated at the time of implementation. A lack of continuous updates and improvements leads to costly maintenance and limits future growth opportunities. By choosing a ready-made solution, the organization gains access to a continuously updated tool that keeps up with technological changes and market trends.
Unpredictable costs and budgeting challenges
A study published in Strategy+Business reveals that 91.5% of IT projects exceed their schedule, budget, or both, with an average cost overrun of 62%. Additionally, 18% of IT projects fall into “fat-tail events”, where cost overruns exceed 50%, and the most critical cases can reach up to 447% above the original plan (source: Strategy+Business, “Why do large projects go over budget?“)
When deciding whether to build or buy software for communication, additional costs often result from unexpected integrations, changing requirements, functionality fixes, and increased security needs. Such large overruns make precise financial planning difficult and may force cuts to other investments or negatively impact the organization’s overall strategy.
In contrast, the subscription model of ready-made tools gives companies greater control over costs, thanks to predictable, recurring fees instead of unexpected, one-time expenses. It’s a practical and financially safer choice.
Ready-made solutions = greater security and faster results
Platforms like Workai are designed and developed by specialized teams who take care of every aspect: user experience, security, and compliance with current regulations and standards. By choosing a ready-made solution, a company saves time, reduces risk, and can start real operational activities much faster.
This allows the organization to focus on growing the business and delivering value to customers, rather than investing energy and resources into building technology infrastructure from scratch.
Is your company ready?
The decision of whether to build or buy software for communication requires not only courage but also significant resources, competencies, and long-term commitment. If your organization lacks sufficient funds, a skilled team, or the time needed for continuous development and maintenance, a ready-made solution might be the safer and more cost-effective choice. It means faster results, lower risk, and more room to focus on what really matters: growth and innovation.
Want to find out which option is best for your organization? Schedule an audit and make a decision based on data, not assumptions.