Intentional Tailoring for Tangible Solutions

Intentional Tailoring: Adaptive Strategies for Delivering a Complex Scheduling Solution

Traditional project management often leans on a rigid, step-by-step approach like waterfall, where each phase must be completed before the next begins. While this method provides predictability, it struggles in dynamic environments with tight timelines and evolving requirements. At Tanjibly, we take a different approach—intentional tailoring. By adapting methodologies to fit the unique needs of each project, we deliver faster results without sacrificing quality or scalability.

One recent project exemplified this philosophy: a scheduling and check-in system for a global education institution opening centers in developing countries. With deadlines looming and a mix of off-the-shelf and custom-built components, the project demanded creative problem-solving, rapid iteration, and an agile mindset. Intentional tailoring became the key to meeting these challenges and delivering a solution designed to scale.

The Challenge: A New System Under Tight Constraints

The institution required a fully operational scheduling and check-in system for its first center in a developing region. While the organization had approved and tested solutions for some IT components, the scheduling system needed to be built and tailored from the ground up. Adding to the challenge were:

Aggressive Timelines: Legal and procurement processes typically span months, but the center needed to open in weeks.
Complexity of Integrations: Long-term goals required integration with enterprise IT systems such as Single Sign-On (SSO) and centralized identity management, but these were not feasible within the pilot timeline.
Budget Limitations: As a non-profit, the organization needed a cost-conscious approach without sacrificing functionality.

In a waterfall framework, this project could have stalled under the weight of its dependencies and approvals. Instead, we embraced an adaptive strategy to deliver results.

Tailoring in Action

1. Prioritizing Agile Learning Through a Production Pilot

Recognizing the challenges of traditional legal and procurement timelines, we tailored our approach by shifting to a production pilot model. This strategy allowed the project to move forward in a dynamic, real-world environment. By deploying the system as a pilot, we were able to validate its functionality, collect user feedback, and iterate quickly.

One critical learning during the pilot was to defer resource-intensive integrations like Single Sign-On (SSO) with the identity team. While SSO is essential for long-term scalability and security, it was not feasible for the initial rollout. Instead, the team prioritized features that directly impacted user experience, such as reservation scheduling, walk-in functionality, and ease of administration. The pilot created a roadmap for subsequent phases, ensuring that scalability and advanced features would follow once the system’s foundational elements were solidified.

2. Creating Agile Workflows and Collaboration

The diverse project requirements demanded tailored workflows that aligned with both strategic goals and operational realities. Progressive elaboration allowed us to refine workflows iteratively as new information emerged during the pilot. Stakeholder collaboration, facilitated through regular check-ins with leadership, administrators, and vendors, ensured alignment and quick decision-making.

A significant adjustment arose after the education center opened: the importance of check-in functionality increased. Early observations revealed that tracking student attendance and workspace utilization was crucial for both operational efficiency and data reporting. This feedback elevated check-in from a secondary feature to a high-priority enhancement during the pilot phase.

The Results: A Flexible and Scalable Solution

Through intentional tailoring and adaptive strategies, the project achieved its key objectives:

Successfully deployed a scheduling and check-in system in time for the center’s opening, accommodating both walk-ins and reservations.
Leveraged a production pilot to provide actionable insights, refine the system, and create a roadmap for long-term improvements.
Balanced organizational constraints by prioritizing high-value features and deferring complex integrations like Single Sign-On (SSO).

As of this writing, the pilot is still in progress, with ongoing refinements based on real-world usage and feedback.

Lessons in Tailoring for Complex Projects

This project reinforced the importance of intentional tailoring in complex environments. By focusing on adaptive strategies and leveraging agile principles, we delivered a scalable solution while navigating tight timelines and organizational constraints.

Whether you’re launching a new initiative or refining an existing system, Tanjibly specializes in turning your projects into tangible realities. Ready to tailor your next project for success? Contact us today to bring your vision to life with scalable, impactful solutions.

Erik Hughes

Founder, Tanjibly

Turning Projects into Tangible Realities