How to Maximize Dispersed IT Teams

Even with your team in different places, you can still work together!

With the increase in organizations either in the midst or at the planning stages of
a digital transformation, the demands for developer talent have arguably never been
higher. Just about every industry is going digital and realizing the value of
having software development skills on hand.

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As the president of Exadel Solutions, we offer outsourced tech talent, and I know
developers, scrum masters, and product owners are increasingly vital team members
to the business. Hiring and retaining top tech talent is important for many
companies affected by the talent gap.

Tapping into the global tech talent pool also creates another challenge � that of
the �dispersed team.� How can a company manage a team with one developer in
Detroit, a tester in Toronto and a business analyst in Berlin? Below are some best
practices shared in a recent Forbes article for getting the most out of a dispersed
team, common hurdles and key indicators for success (and failure).

Dispersed Versus Centralized Teams

First, let�s address some of the key differentiators of dispersed teams and
centralized teams. One of the main characteristics that set these two types of
teams apart is that it�s not always possible to communicate during �normal� work
hours on a dispersed team.

A common challenge globally dispersed teams face is that at midday for a team based
in the United States, a team based in Europe may not be available to resolve a bug
or issue. It also makes having meetings between broadly distributed teams quite
challenging, so expect to be extra flexible with availability (and be willing to
hop on early morning or late-night video calls now and then).

Another common challenge for dispersed teams involves tools and process discipline.
It�s generally much easier for centrally located teams to align around the same
tools, just like it�s easier to communicate the benefits, train employees on the
tooling and discuss metrics of success or areas for improvement.

Centrally located teams can solve many problems with hallway conversations and
physical colocation that dispersed teams simply cannot. Dispersed teams can address
this by meeting at regular times, fulfilling documentation requirements and
communicating (or even over-communicating). You can help solve this problem by
using video conferencing tools.

There are also a number of best practices you can employ to create a high-
performing dispersed IT team.

Streamlined Tooling and Processes

One of the most helpful ways to unite dispersed IT teams is to use a single project
management tool and a transparent process across the organization. Teams across the
organization will be inclined to use the tools they are most comfortable with.
While it can be easy to allow this to happen, it can be very difficult to scale and
maintain consistent results if everyone is using a different tool.

By sticking to one tool, even if it means a steeper learning curve at the

beginning, you can ensure every team is better set up for long-term success. The
same applies to processes � avoid having different processes across teams to keep
everyone in line with the workflow that goes along with delivering software. Having
commonality across tools and tactics will lead to better organizational alignment
and a more streamlined development process.

Building a Strong Culture

The second tactic is less of a �hard� strategy and centers around rapport. Good
team rapport requires team leadership to spend time thinking about how team members
(including themselves) can easily connect with others.

Teams should take time to talk about non-work topics, participate in online video
games or other virtual competitions, connect in-person periodically, use video
conferencing, and recognize team and individual successes publicly. All of these
things are important in order for dispersed teams to build strong relationships
when they don�t necessarily interact with or see each other in person on a day-to-
day basis.

Challenges With Dispersed Teams

The first � and one of the most common � challenges of dispersed teams is cultural
clashes or language barriers. Even if everyone in the company speaks the same
language, there will be different dialects, accents, and turns of phrase that might
lead to confusion or misunderstandings.

A lack of cross-team rapport can also impact an organization�s ability to produce.

When teams don�t feel a sense of togetherness, it can lead to a lack of
communication, which in turn leads to assumptions and usually bad business
outcomes. In this sense, structured communication is critical � which is part of
why scrum works so well for distributed teams.

Leadership Mistakes To Avoid

The first mistake leaders should avoid when it comes to hiring and managing
dispersed teams is hiring the cheapest available talent. As is the case with almost
everything, you get what you pay for. A big benefit of hiring developer talent from
other countries is the potential cost savings, but be wary of going with the lowest
bid.

Another common mistake is improperly delegating tasks and requirements to remote

teams � especially when you use an �all or nothing� approach. Use dispersed team
members as an appropriate resource, but try to avoid the temptation to give them
every task. Similarly, it can be easy to fall into an �out of sight, out of mind�
attitude and not give dispersed teams enough work.

Another common mistake is assuming that team rapport will just happen organically;
it takes a lot of work and consideration to build team cohesiveness. It is also
dangerous to assume that tools and processes automatically solve all problems.

Teams can find loopholes and work around them without considering significant
business objectives. Ensure that team members discuss, agree upon and adhere to
processes and tooling decisions to help solve this challenge.

Globally dispersed teams seem to be more and more commonplace in today�s business
environment. It is a simple truth that often the local talent pool is not deep
enough to support the high demands of digital transformation. Fortunately, with the
right strategies and attitude, dispersed teams can work for any organization.