Introduction
In early 2025, a mid-sized French marketing agency specializing in digital campaigns and SEO reached out to us with a pressing challenge: their internal IT department was struggling to keep up with growing client demands. Despite having a small in-house team and prior engagements with freelancers and local staffing agencies, they were unable to find the right talent to support their expanding digital product initiatives.
The agency needed a reliable partner who could quickly fill critical roles and offer a scalable solution for future growth.
Initial Engagement
At the time of contact, the client was exploring several options, including expanding their internal team, continuing with local agencies, or relying on freelance platforms. Each of these came with limitations—either too slow, too expensive, or too inconsistent.
What set us apart was our ability to deliver fast, high-quality results. Within the first week, we sent 2-3 vetted candidates per role, and by the end of the second week, all initial gaps were filled. This quick turnaround, combined with our reputation for managing distributed teams and our cost-effective model, convinced the client to move forward with us.
Project Scope and Challenges
The initial request involved filling five key IT roles, but the collaboration quickly evolved. Within months, the partnership expanded to include three full teams, with a roadmap anticipating a total of 25 IT specialists—including developers, QA engineers, project managers, and DevOps experts—by Q2 of 2026.
Technical Challenges
However, the journey wasn’t without its challenges. The client’s tech stack was highly specific, requiring expertise in WordPress, native JavaScript, PHP, and Java. Finding candidates with this exact combination proved difficult, especially within the constraints of a limited market in France.
Additionally, some roles required French-speaking developers to participate in client demos, which significantly narrowed the talent pool. We addressed these hurdles by tapping into multilingual networks and helping the client understand the long-term ROI of investing in quality talent. As productivity improved, so did their revenue, allowing them to align their budget with market standards.
Implementation Approach
The project was delivered using Agile Scrum methodology, with bi-weekly sprints and continuous integration pipelines. Our teams worked in close coordination with the client’s internal PMs, ensuring seamless communication and project alignment.
Tech Stack
The technology stack included:
- WordPress for CMS development
- PHP and Java for backend services
- HTML/CSS with vanilla JavaScript for frontend
- GitLab CI/CD, Docker, Jira, and Confluence for DevOps and project management
These tools were used to maintain transparency and efficiency throughout the development cycle.
Project Timeline
From the initial onboarding to full team deployment, the timeline unfolded as follows:
- Month 1: Initial roles filled and onboarding completed
- Month 2: First team fully operational
- Months 3-5: Expansion to second and third teams
- Month 6: Roadmap finalized for scaling to 25 specialists
Team Structure
Our final team composition included:
- 10 Developers (WordPress, PHP, Java, JavaScript)
- 5 QA Engineers (Manual and automated testing)
- 5 DevOps Specialists (CI/CD, Docker, infrastructure)
- 5 Project Managers (Agile coordination, client communication)
This balanced structure ensured comprehensive coverage across all aspects of digital product delivery.
Business Impact
The results were transformative. Over the course of 18 months, the agency saved approximately €400,000 compared to building an internal team.
Key Metrics:
- Delivery speed increased by 40%, enabling them to take on more clients and expand their service offerings
- Project throughput rose by 25%, improving efficiency across the board
- Internal stakeholders reported noticeable improvement in team morale and client satisfaction
Client Testimonial
One of the agency’s senior leaders shared:
“Your team has become an extension of ours. The speed and quality of delivery exceeded our expectations, especially given the budget constraints.”
Challenges Overcome
1. Last-Minute Staffing Crisis
We also faced a moment where a key candidate dropped out just before onboarding. Instead of scrambling, we had a backup ready and managed to fill the role within 48 hours. It was a reminder that preparation and proactive communication are just as important as technical expertise.
2. Language Requirements
Finding French-speaking developers with the specific tech stack was challenging. We:
- Tapped into multilingual networks across Europe
- Provided language training support where needed
- Helped bridge communication gaps between teams
3. Budget Constraints
Initial budget limitations required creative solutions:
- Started with core roles and demonstrated value
- Scaled gradually as ROI became evident
- Aligned pricing with market standards as revenue grew
Technologies and Methodology
Development Tools
Frontend:
- WordPress custom themes
- Vanilla JavaScript (no frameworks)
- HTML5/CSS3 with responsive design
Backend:
- PHP for WordPress customization
- Java for enterprise integrations
- RESTful API development
DevOps & Infrastructure:
- GitLab CI/CD pipelines
- Docker containerization
- Automated deployment workflows
- Jira for project tracking
- Confluence for documentation
Agile Process
Sprint Structure:
- 2-week sprints
- Daily standups
- Sprint planning and retrospectives
- Continuous integration and deployment
Communication:
- Bi-weekly demos with client
- Regular sync meetings with internal PMs
- Transparent progress tracking via Jira
Lessons Learned
This project exemplifies how strategic outstaff can drive growth, even under tight constraints. We learned that success requires more than just filling roles—it demands adaptability and a genuine partnership approach.
What Worked Well
✅ Fast response time - 2-3 vetted candidates per role within a week
✅ Flexible scaling - From 5 to 25 specialists as needs evolved
✅ Cost efficiency - €400K savings vs. internal hiring
✅ Quality focus - High-caliber talent that integrated seamlessly
Key Takeaways
- Speed matters - Quick initial results build trust
- Flexibility is crucial - Requirements can significantly change as projects evolve
- Budget flexibility follows value - Demonstrating ROI enables better rates
- Preparation prevents crises - Having backup candidates ready saved critical situations
- Communication bridges gaps - Proactive updates as important as technical skills
Conclusion and Future Plans
By staying agile and building a relationship rooted in trust and transparency, we transformed a staffing challenge into a long-term partnership.
The agency continues to grow, and we’re now working together on:
- Expanding to mobile app development (iOS/Android)
- AI-powered marketing automation tools
- Advanced analytics dashboards for clients
- Scaling to 40+ specialists by end of 2026
This case study demonstrates that with the right approach, staff augmentation isn’t just about filling positions—it’s about becoming a true extension of your client’s team and driving measurable business impact.
Need to scale your development capacity? Let’s discuss how we can help you achieve similar results.
