Confirm the Details First to Avoid Project Pitfalls Later

Confirm the Details First to Avoid Project Pitfalls Later

David leaned back in his chair and rubbed his tired eyes. Two weeks of late nights, hundreds of lines of code, and more coffee than he could count had brought him to this moment. The data migration system for Vaultora Systems’ biggest client was finally ready to go.

He felt good about it. Confident, even. When Jackie from the client’s IT team had called with the project requirements, everything sounded clear.

“We need to move our customer data from the old system to the new one,” she had said.
“Nothing fancy, just a clean transfer.”

David had done this kind of work many times before. He was sure he knew what to build. But what he didn’t realize was how easily assumptions—especially from experts—can lead to costly mistakes.

The Presentation That Went Sideways

On the day of the big meeting, David walked into the conference room with his laptop and a well-polished presentation. Across the table sat Jackie, her manager Tom, and two other members of their IT team.

David clicked to his first slide.

“Here’s how the migration works,” he began. “It pulls all customer records from your current database and maps them to the new system. It’s fast, clean, and keeps all your historical data intact.”

Jackie frowned.

“Wait—all historical data? We only need the active customers from the past two years. The old records are clutter. That’s why we’re migrating.”

David felt his stomach drop.

“I thought you meant everything,” he replied slowly. “You said customer data, so I assumed…”

Tom jumped in.

“This is more of a cleanup project than a straight migration. We need to filter out inactive accounts, remove duplicates, and restructure the data.”

The room fell quiet. David looked at his slides, each one now completely off-target. His two weeks of work had missed the mark entirely.

Where It Went Wrong

That afternoon, David sat in his manager Larry’s office, walking him through what happened.

“Jackie seemed clear on the phone,” he said. “But clearly, I misunderstood.”

“Did you follow up with a summary of what you planned to build?” Larry asked.

David shook his head.

“It felt straightforward. I figured if there were more details, she’d tell me.”

Larry gave a knowing nod.

“I made that mistake once. Lost a major account because I assumed too much. The simplest-sounding requests are often the ones that blow up when you don’t double-check.”

The Do-Over

The next morning, David called Jackie again—this time with a new approach.

“Let’s walk through exactly what you need,” he said. “I want to make sure I’m building the right thing.”

They spent an hour going over every detail. David asked follow-up questions. He repeated her answers back to confirm. He even wrote up a summary and emailed it to her right after the call.

“This looks perfect,” Jackie replied. “Thanks for being so thorough. I’m sharing this with our full team.”

Three days later, David had a new prototype. This version filtered by date, merged duplicates, and cleaned up the data just the way they asked. The client loved it.

The Real Problem? Assumptions

The biggest lesson David took from that project wasn’t just about requirements—it was about mindset.

He realized his deep experience had worked against him. He thought he knew what they needed, and that confidence stopped him from asking more questions. “Clean transfer” meant “cleaned-up data” to Jackie, but David had taken it literally.

He learned that even when something sounds simple, it can hide layers of complexity.

New Habits That Changed Everything

From that point on, David changed how he handled project kickoffs. Before writing a single line of code, he now:

• Takes detailed notes during client calls and repeats them to the client
• Sends a written summary within 24 hours so the client can confirm (or correct) the plan
• Schedules a check-in within the first few days of development, just to catch surprises early

That extra half hour upfront has saved him hours of rework—and helped rebuild trust with clients who appreciate being heard.

A Bonus Benefit: Trust

The best part? David’s clients now saw him as more professional—not less efficient.

At the next project kickoff, Jackie even said:

“I really appreciate how carefully you go over everything. I feel like we’re in good hands.”

That day, David reviewed a brand-new project spec: three pages long, crystal clear, with sign-offs from everyone on the client’s team.

He opened his laptop and smiled. Finally, he could build with confidence.

Leadership Lesson: Why Clarity Is Worth the Time

Slowing down to confirm requirements might feel like it delays progress—but it actually does the opposite. It prevents wasted work and builds trust.

Here’s what taking time for clarity does:

• Stops rework before it starts
• Surfaces differences in expectations early
• Shows clients and teammates that you care about the outcome

Asking smart questions isn’t a sign of weakness—it’s a sign of leadership.

Quick Guide: How to Confirm Project Details, the Right Way

Want to avoid David’s mistake? Try these simple habits:

• Restate what you heard

“So to confirm, you’re looking for X, Y, and Z. Did I get that right?”

• Send a summary within 24 hours

Even a short email helps everyone think it through one more time.

• Ask, “What does success look like?”

This reveals expectations—and how you’ll be judged.

• Clarify vague words

“Simple,” “fast,” and “normal” mean different things to different people.

• Loop in more than one person

On group calls, hidden conflicts often surface before they become real issues.

Pre-Work Checklist: Don’t Start Until You’ve Done These

• Did I ask clarifying questions about anything unclear?
• Have I restated their request and confirmed it?
• Did I send a written summary?
• Do I know what “done” and “success” looks like to them?
• Have I booked a follow-up check-in?

If you skip any of these steps, you’re gambling on assumptions. And that’s rarely worth the risk.

FAQ: Asking Questions Without Looking Inexperienced

Q: Won’t asking too many questions make me seem unsure?
A: Actually, it shows confidence. People trust those who double-check the plan.

Q: What if the client doesn’t know what they want yet?
A: That’s why your questions matter. You’re helping them clarify.

Q: Is this really necessary for small projects?
A: Yes! Small projects fail too. A five-minute check can save five hours of rework.