As businesses continue to expand their software development capabilities, many turn to extended teams to scale operations, access specialised skills, and accelerate project timelines. However, managing an extended development team comes with its own set of challenges, from communication barriers to cultural differences and workflow integration. This guide explores best practices for effectively managing an extended development team, ensuring seamless collaboration, and maintaining productivity.
What is an Extended Software Development Team?
An extended software development team is a model in which external developers, often from different geographical locations, collaborate with an in-house team to enhance software development capabilities. Unlike outsourcing, where tasks are delegated to a third party, an extended team works as an integrated unit within the company’s existing structure.
Key Challenges in Managing an Extended Development Team
Managing an extended development team comes with unique challenges that can impact the success of your projects. While the benefits of accessing a global talent pool are clear, overcoming obstacles such as communication barriers, cultural differences, and integrating workflows requires a thoughtful approach. Additionally, maintaining performance standards and ensuring effective collaboration from a distance demands careful attention. In this section, we’ll explore these key challenges in more detail and offer insights on how to navigate them for a smoother, more efficient team management experience.
1. Communication Barriers
Time zone differences, language nuances, and remote collaboration can lead to misunderstandings and reduced efficiency.
2. Cultural Differences
Different working styles and expectations can impact team dynamics and project workflows.
3. Workflow Integration
Aligning extended teams with internal processes, tools, and methodologies requires careful planning and onboarding.
4. Performance Tracking
Ensuring that remote team members meet expectations and contribute effectively can be challenging without proper monitoring mechanisms.
How to Build a Successful Extended Development Team
Building a successful extended development team requires more than just finding the right talent; it involves a strategic approach to integration and collaboration. Depending on your organisation, the responsibility for hiring an extended team often falls to senior managers, HR professionals, or team leads, who must work together to ensure that the process is smooth and aligned with business goals. In this section, we’ll outline the key steps involved in building a successful extended team, from defining roles and responsibilities to building a collaborative culture and setting clear performance metrics. These steps are essential to creating a cohesive and productive team that seamlessly integrates into your business operations.
1. Define Roles and Responsibilities
Clearly outline team roles, expectations, and deliverables to avoid ambiguity and improve accountability.
2. Create a Collaborative Culture
Encourage cross-team collaboration through virtual meetings, team-building activities, and open communication channels.
3. Invest in Onboarding and Training
Provide structured onboarding programs to help extended team members understand the company’s culture, goals, and processes.
4. Set Clear Goals and Metrics
Establish measurable performance indicators to track progress and ensure alignment with business objectives.
Effective communication is crucial in the IT industry, where project deadlines are tight, and collaboration is essential to drive innovation and success. When managing an extended development team, adopting best practices for communication can bridge geographical gaps and time zone differences, ensuring that teams remain cohesive and productive. Below, we’ll explore key communication practices tailored to the IT and technology sectors, which are particularly reliant on clear, concise, and efficient communication channels.
- Establish Regular Check-ins
When it comes to technology development, regular check-ins are essential to ensure that projects are on track and potential issues are flagged early. Daily or weekly stand-up meetings provide a platform for team members to share updates on their tasks, discuss roadblocks, and align on priorities. In the IT industry, where timelines can be tight and the scope of projects can change quickly, these check-ins are especially valuable for ensuring alignment across teams working in different time zones or on different aspects of a complex project.
- Use Collaboration Tools
Using specialised collaboration tools is essential for streamlining communication in a development project. Platforms like Slack and Microsoft Teams allow for real-time messaging and file sharing, making it easier for team members to discuss technical details, share code snippets, and resolve issues. Meanwhile, project management tools such as Jira and Asana help ensure that tasks are clearly assigned, progress is tracked, and deadlines are met. These tools facilitate transparency and accountability, helping teams stay organised and aligned with project goals. Additionally, version control systems like GitHub or GitLab are crucial for developers to manage code collaboration in real time.
- Encourage Transparent Communication
In the tech industry, where challenges like bug fixes, system outages, and integration issues arise frequently, creating an environment of transparent communication is vital. Encourage your extended team to share both successes and setbacks openly. This openness ensures that problems are identified early and that innovative solutions are found collaboratively. It's also important to create a space where developers feel comfortable asking for help, sharing new ideas, or suggesting process improvements. In tech, where creativity and problem-solving are essential, open lines of communication can lead to better results and a more engaged, motivated team.
Tools and Technologies for Managing Extended Teams
Effective communication and project management are critical to the success of extended IT teams, yet many organisations struggle with maintaining alignment across distributed teams. Studies show that 86% of employees and executives cite lack of collaboration or ineffective communication as the primary cause of workplace failures. Additionally, remote software developers spend nearly 50% more time coordinating work compared to their in-office counterparts.
To overcome these challenges, IT leaders rely on a suite of tools and technologies designed to enhance collaboration, streamline workflows, and improve productivity. From project management platforms that track progress in real time to communication tools that foster seamless interactions across time zones, the right tech stack can make all the difference. In this section, we’ll explore essential tools for managing extended teams, including solutions for project management, communication, code collaboration, and time tracking—helping you build a well-connected and efficient development team.
- Project Management: Jira, Trello, Asana
- Communication: Slack, Microsoft Teams, Zoom
- Code Collaboration: GitHub, GitLab, Bitbucket
- Time Tracking: Toggl, Time Doctor, Hubstaff
Managing Remote vs. Onsite Extended Development Teams
The rise of remote work has transformed the IT industry, with 70% of developers now working remotely at least part-time, according to Stack Overflow’s Developer Survey. While both remote and onsite extended development teams offer unique advantages, they also come with distinct challenges that require different management approaches. The key to success lies in understanding these differences and adapting strategies accordingly.
Aspect
Remote Teams
Onsite Teams
Communication
Requires structured virtual meetings, asynchronous updates, and clear documentation to avoid misunderstandings.
Easier real-time communication through face-to-face discussions, but still needs structured processes to ensure alignment.
Collaboration
Depends on digital tools like Slack, Microsoft Teams, and Jira for coordination and knowledge sharing.
Allows for in-person brainstorming and immediate feedback, which can accelerate problem-solving.
Cultural Integration
More effort is needed to build team culture, requiring virtual team-building activities and strong leadership.
Easier to align with company culture and values through daily interactions.
Performance Tracking
Requires well-defined KPIs, time-tracking tools, and regular check-ins to maintain productivity.
Easier to monitor performance through direct supervision and in-person feedback.
Flexibility
Employees can work from anywhere, leading to higher job satisfaction but also potential time zone challenges.
More structured work hours and immediate access to team members for urgent tasks.
Cost Efficiency
Can reduce overhead costs related to office space and infrastructure, and allows access to global talent at competitive rates.
Higher costs due to office expenses but may lead to fewer logistical issues in team coordination.
Hybrid Models: The Best of Both Worlds?
Some companies are adopting a hybrid model, blending remote flexibility with onsite collaboration. Research from McKinsey shows that 87% of employees prefer hybrid work, citing better work-life balance and productivity. In this approach:
- Core meetings and brainstorming sessions happen onsite.
- Development sprints, code reviews, and daily stand-ups are conducted remotely.
- Companies offer flexible in-office days to maintain team cohesion.
Which Model is Best for Your Business?
Ultimately, the choice between remote and onsite extended teams depends on your business needs, company culture, and project requirements. For innovation-driven projects with a need for rapid iteration, onsite teams may be more effective. For scaling cost-effectively and accessing top global talent, remote teams offer unmatched flexibility and efficiency.
Effectively managing an extended software development team requires strategic planning, clear communication, and the right tools. By implementing best practices and providing a collaborative work environment, businesses can unlock the full potential of their extended teams and drive successful software development projects.
If you’d like to discuss how to extend your IT team with a flexible, nearshore, UK based business, talk to us today.