During my time at Avinity, I experienced firsthand how a small internal web application, initially built to solve a minor problem, evolved into a large and complex system. We used to call it the “Imagine Platform”, and honestly, it ended up beyond any imagination at one point in time. What started as a temporary project quickly became critical to business operations, requiring continuous development and management. This experience taught me valuable lessons about handling the challenges that come with managing a system that was never meant to scale.
Challenges of Growing a Temporary Project into a Large System
Lack of Proper Architecture: Since the initial system was never meant to scale, it often lacks a robust architecture, making future development difficult.
Technical Debt: Quick fixes and workarounds accumulate, leading to inefficiencies and bugs that slow down development.
Performance Bottlenecks: As the system grows, performance issues arise due to poor initial design choices.
Security Risks: A system that started as a small project may not have been built with security in mind, leading to vulnerabilities.
Scalability Issues: The system may not be able to handle increased load or integrate well with newer technologies.
Steps I Took to Manage the System at Avinity
Gradual Refactoring(Most significant): Instead of rebuilding the system from scratch, I initiated incremental updates to modularize components and introduce microservices where applicable.
Performance Optimization(Most significant): By analyzing system performance and identifying bottlenecks, I was able to implement targeted improvements, such as database indexing and caching strategies.
Automating Processes: To improve efficiency, I introduced automation tools for testing, deployment, and monitoring, reducing manual effort and increasing system stability.
Implementing Documentation: Another step I took was to create some documentation(the idea was to create some detailed documentation, but it never happened for an internal project), which helped developers understand the system structure and avoid redundant work.
Introducing Code Reviews: To improve code quality and reduce technical debt, I enforced a strict code review process that ensured best practices were followed. Modified some poorly written codes and eliminated a lot of not used modules.
Budget Constraints and How to Overcome Them
For small to medium-sized businesses, budget limitations are a significant challenge when managing and upgrading such systems. Investing in a complete overhaul may not be feasible, so companies must find ways to improve efficiency without excessive spending.
Prioritize Critical Updates: Instead of rewriting the entire system, focus on fixing the most pressing issues, such as security vulnerabilities and performance bottlenecks.
Use Open-Source Solutions: Many open-source frameworks, tools, and libraries can help modernize the system without the high costs of proprietary software.
Incremental Refactoring: Instead of a full system rebuild, update parts of the system gradually. Start by modularizing key components and introducing microservices where possible.
Leverage Cloud Services: Migrating parts of the system to cloud-based solutions can improve scalability and reduce infrastructure costs.
Seek External Funding or Partnerships: In some cases, government grants, technology partnerships, or investors might help fund critical technology upgrades
Best Practices for Managing Large, Evolved Systems
Managing a system that started as a temporary project taught me valuable lessons. It is essential to plan for the future. Even small projects can grow, so design with scalability in mind. It is also important to avoid technical debt. Cutting corners may save time initially, but it will cost you in the long run. Clear documentation is essential for maintainability and onboarding. Finally, the system should be regularly reviewed and improved to prevent it from becoming unmanageable.
My experience at Avinity taught me that while budget constraints can make upgrades difficult, strategic planning and incremental improvements can help businesses modernize their systems without excessive costs. By focusing on critical updates, leveraging open-source solutions, and implementing best practices, businesses can ensure their systems remain efficient, scalable, and secure for the future. If you’re facing a similar situation, remember that it’s never too late to make improvements. With careful planning and execution, you can turn a chaotic system into a well-oiled machine that drives your business forward.