The Power of Partnership: A Hackathon That Advanced Our Client’s Product
We all probably agree that innovation in business is a must, especially in the complex sector of FinTech. The key to success is to transform abstract ideas into practical solutions for real business gains. As a tech partner, we aim beyond delivering tasks; we focus on understanding our client's challenges and working together to discover meaningful outcomes. Recently, we partnered with a client to organize a hackathon to address specific operational hurdles, and develop a concept poised for implementation.
Here's how it happened.
Looking far beyond coding
In the tech world, we love hackathons, don’t we? However, as they involve technical skills, their actual worth goes far beyond coding.
They're strong drivers for innovation, promoting interdisciplinary teamwork, accelerating problem-solving, and quickly developing Minimum Viable Products (MVPs) with actual business potential. At SoftwareMill, our approach exceeds basic project completion. We prioritize a thorough understanding of our client's business issues, working jointly to pinpoint opportunities for impactful solutions.
In this article, we want to take you behind the scenes of our hackathon. We will show the preparation for the event, its process, its outcome, and what we believe was crucial - both from our side and the client's - that brought real business value to our partner.
Where did the idea for the hackathon come from?
Tech partners do not often organize hackathons for clients. So, let's start from the beginning and explain where the idea for it originated.
This particular event was built upon three fundamental pillars:
- Deep understanding of client’s software needs
- Close collaboration with client's product team
- Attentive listening to users' needs and challenges
The hackathon also stemmed from an on-site visit to the client. During those few days, we had the opportunity for close collaboration, and I even participated in a hackathon held at their office. Furthermore, there was ample opportunity for discussions with individuals possessing deep insights into their system, as well as with the users. We explored how they utilize the system, the challenges they encounter, and the pain points they experience - says Mateusz Borek, Senior Software Engineer leading the project.
We aimed to listen carefully to the client's needs and gather as much detail as possible. In addition, the partner's product team provided valuable user feedback. This collaborative process uncovered several system gaps: opportunities for meaningful improvements that could be addressed with relatively low investment, provided one possesses the necessary technical skills and business expertise.
One of those gaps, upon agreement with the client, became the subject of our hackathon.
Mateusz Borek adds:
I initiated the product requirements document (PRD), where we detailed the business requirements that the functionality needed to fulfill. Collaborating closely with the client, we developed it from their viewpoint, and after a few days of teamwork, we achieved a mutual understanding regarding the functionality's design and the value we could deliver.
The problem we intended to solve during the hackathon
Let us explain in a nutshell how the software we are working on in the project works.
Our client is a FinTech company that blends advanced technology with expert financial advisory to deliver comprehensive wealth management solutions. Its application caters to two primary user types: clients and their advisors. Advisors partially communicate with their clients via email, with these interactions archived within email threads. Subsequently, advisors log into the system and manually generate tasks to route specific client requests to the back office.
The challenge to tackle:
Automate this workflow to eliminate the necessity for manual data entry.
User observation sessions revealed how final users interact with the application and their key frustrations. Rather than just optimizing workflows, we focused on understanding their behavior and emotions. While recorded sessions offered valuable insights, direct conversations highlighted specific performance issues that users found frustrating. We realized that addressing these concerns would significantly enhance their overall experience.
Our proposed solution workflow
- Email reception: The system receives the advisor’s email
- Processing: The email is handled by the Email Service
- Storage & trigger: The email content is stored in Amazon S3, triggering an AWS Lambda function
- Backend communication: The Lambda function passes the email identifier to the backend
- AI analysis: An AI agent extracts key data from the email (type, title, description) for task creation
- Task publication: The backend service sends the data to the Task Publisher
- Task creation: The task is created and appears in the system
The previous process was rather inefficient, as all necessary information had to be manually transferred from emails. Our proposed solution was to automate this workflow, meaning that upon the system receiving an email from the advisor, it would automatically process the relevant data - explains Katarzyna Kozłowska, a Senior Software Engineer involved in the project.
The hackathon: A model of teamwork and execution
Given SoftwareMill's remote-first approach and the absence of a physical office, we opted to host the hackathon in a rented conference room at a hotel. This setup provided a dedicated space for the project team to collaborate intensively. Six developers attended on-site, with one team member joining remotely. The hackathon ran from 9 a.m. to 5 p.m., with efforts meticulously planned to ensure a compelling demonstration of tangible results for the client by the end of the day.
Mateusz Borek notes:
Our goal was to create a real ‘wow’ moment during our end-of-day presentation to the client. We wanted to showcase the outcomes of the hackathon in a way that highlighted the team's effort and the solution’s practical value.
Before we started (preparation summary)
We analyzed the business problem to understand the challenge clearly. The client’s product team provided representative email samples to guide our solution design, and the team meticulously planned the technical architecture. Three specialized teams took responsibility for distinct workloads, dedicating time to familiarize themselves with their respective system components. Finally, the client’s technical specialists shared valuable insights during a meeting, which helped us leverage Amazon Bedrock agents effectively.
How we worked to maximize productivity
To let the magic happen, we organized the workflow as follows:
- The team was divided into three groups, each responsible for specific solution elements: Team A: Amazon SES and AWS Lambda integration; Team B: Development of the Task Publisher; Team C: Implementation of the Amazon Bedrock AI agent.
- Our team leader ensured smooth collaboration, guiding the teams and maintaining integration across their work.
- Teams worked simultaneously on their respective components, followed by integration of all parts.
- The hackathon promoted continuous learning and exploration, enabling teams to address new challenges and implement solutions in real-time.
- Brainstorming, pair programming, iterative coding, research, and trial-and-error methods created a collaborative atmosphere that promoted creativity and adaptability.
Proper planning and organization established the foundation for the hackathon’s achievements. Our pre-event preparation, including resource collection and alignment, enabled the team to concentrate on productive development during the session.
The physical workspace improved teamwork, with on-site collaboration complemented by smooth remote integration for a virtual participant. Clear task division and strategic planning made efforts more effective. At the same time, active involvement from the client motivated the team and strengthened professional relationships, ensuring the solution met their expectations and business needs.
The results: A true partnership in action
After eight hours of intense teamwork, we presented the hackathon's outcomes to the client. Senior Software Engineer Robert Lubarski led the demonstration, showing how the system used AI to generate a task from an email's content automatically.
This solution works simply and efficiently. Tasks now have clear titles, descriptions, and categories perfectly integrated into the application. We achieved this by working closely with the client, whose trust and involvement guided every step of the process. Their input helped shape a solution that fits their needs and works as it should.
After a few minor adjustments, the proposed solution will be ready to roll out and make a big difference - proof that great things happen when we build together.
Client trust in our expertise
Throughout the hackathon journey, our client demonstrated what genuine collaboration entails. Their proactive approach, such as setting up a dedicated Slack channel for seamless communication, ensured constant connectivity and alignment with their needs. By sharing valuable insights, innovative ideas, and specific examples, like representative email samples, they significantly contributed to shaping a solution that met their expectations.
The partnership deepened further during a focused meeting with their Amazon Bedrock expert. This session allowed us to listen attentively to their feedback, refine our concept, and jointly develop an architecture tailored to their unique challenges. Their trust in our expertise and unwavering commitment to the process drove the technical achievements and illustrated the power of shared investment in success.
How hackathon can provide real business value
This hackathon showcased how stepping outside the limits of regular project work can spark remarkable outcomes. It brought a fresh view of the client’s strategic goals, driving innovation and shaping solutions that might create true business value.
Key Lessons: A strategy for joint innovation
The hackathon’s success came down to a few essential elements:
- Listening and staying focused
We made it a priority to understand the client’s goals. By listening closely and focusing on their needs, we ensured every idea supported their vision and product development. - Taking initiative
Instead of waiting for directions, we identified challenges and proposed bold solutions, finding ways to strengthen the product’s competitive edge. - Collaborating with trust
Both sides worked together openly and confidently. This trust made it possible to achieve results of the highest quality. - Putting skills to work
With advanced expertise of our senior engineers, we quickly turned ideas into solutions the client can use right away. These efforts give them a strong position in the market.
Going beyond expectations
This hackathon showcased the potential of venturing beyond the limits of traditional project work. Adopting a broader strategic perspective allowed for innovative solutions that exceed immediate needs and deliver tangible business value. Such a deliberate approach refines projects while aligning them with long-term goals, ensuring meaningful outcomes.
At SoftwareMill, strong partnerships and bold ideas are at the core of everything we do. Going beyond expectations is not just our aim; it is our way of empowering clients to tackle their most critical challenges. Together, we turn visions into impactful results that drive growth today and prepare businesses for the opportunities of tomorrow.
Ready to turn your vision into action? Let's connect.