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A lot of companies are starting to see the advantages of having teams work from different places. This is especially common in the IT industry, where teams can be spread out across many countries and time zones.
Big tech companies like Google, Microsoft, and Facebook have been practising this for a long time. They've shown that teams that work from different places can be not only very creative and productive, but also work well together.
However, managing teams that work from different places can be quite tricky. CEOs and CTOs need to think carefully about how to overcome communication problems, make sure everyone gets along, and use technologies to help the teams.
In this article, we'll talk about what makes distributed IT teams successful, including good leadership, communication strategies, and the right technology.
What is a distributed IT team?
This is a group of specialists who work together remotely. They are mostly located in different geographic regions.
If a traditional IT team operates in a centralised office (usually offline), a distributed team uses technologies to collaborate and communicate across distances (usually online). This model has recently gained significant popularity due to advancements in communication tools and the increasing request of remote work.
What are the advantages of distributed IT teams for your business? With such a team you can:
✓ hire the best talents from around the world, regardless of location;
✓ significantly reduce costs by eliminating the need to rent the office space;
✓ become the favourite leader, allowing your employees to balance between personal and work life;
✓ foster creativity and innovation due to diverse team members.
Despite the powerful advantages, distributed IT teams have their disadvantages too. They are:
✓ Communication challenges, because the team members can work in different time zones and have language barriers.
✓ Cultural differences, which may lead to misunderstandings and conflicts.
✓ Isolation and loneliness, due to remote work that is not suitable for some people.
✓ Technology dependence, which can make some members unstable during the working hours.
Despite the challenges, distributed IT teams have proven to be a valuable asset for many companies. By implementing effective strategies and using the right tools, companies can feel the benefits of this work model while mitigating the risks.
Managing distributed IT teams challenges
Managing distributed IT teams can cause for you unique challenges that require careful consideration. Here are some of the most common obstacles divided into groups that your company may encounter.
And now in detail.
📌 Communication barriers are:
- Language differences that can lead to misunderstandings and miscommunications because the team members speak different languages.
- Cultural differences can be manifested in communication styles, cultural norms, and expectations from each other.
📌 Time zones difference:
- Delayed responses are inevitable, affecting productivity and responsiveness.
- Difficulty scheduling meetings because it is difficult to find mutually convenient time slots.
📌 Cultural issues:
- Misinterpretations of different situations that may occur during the project implementation.
- Different work styles can impact collaboration and productivity.
📌 Building trust & accountability is important because:
- the distributed IT team is physically separated.
- the lack of face-to-face interaction leads to project implementation difficulties.
📌 Isolation & lack of motivation:
- Impacts not only the overall working atmosphere, but can lead to business issues.
📌 Technological challenges hinder:
- Security concerns: protecting sensitive data and ensuring cybersecurity can be a challenge in a distributed environment.
- Limited access to resources: team members may have limited access to certain resources or tools due to their location.
How to manage distributed IT teams effectively
As we see above, managing a distributed IT team can be challenging. Anyway many successful companies have proven it can be highly rewarding. We have created 6 key strategies that will help you to establish a productive and engaged remote team.
1️⃣ Establish clear communication channels
The basis of any successful IT team is clear communication. But in a distributed environment, this becomes even more crucial. Use a combination of tools to keep everyone informed and on the same page.
2️⃣ Foster a strong team culture
Building a strong team culture is important for fostering trust, collaboration, and a sense of belonging.
3️⃣ Set clear expectation goals
Distributed IT teams benefit on clear expectations and defined goals.
4️⃣ Provide adequate trainings & support
Distributed IT team members often require additional support to be successful.
5️⃣Encourage collaboration & teamwork
Remote IT teams need to be empowered to work together effectively.
6️⃣ Measure & evaluate performance
Regularly assess IT team performance and individual contributions.
Tools and techniques for distributed IT team collaboration
Effective collaboration helps distributed IT teams to succeed. The right tools and techniques you choose can significantly enhance communication, productivity, and overall team atmosphere.
A variety of essential tools can support distributed IT teams. That includes:
- video conferencing tools for face-to-face interactions,
- project management software for organising tasks,
- instant messaging tools to communicate in real time,
- cloud-based file sharing and storage for document management,
- and time tracking and productivity tools for managing workload.
Cooperating with IT distributed teams in Patternica, we often use
✅ Zoom, Google Meet, and Microsoft Teams for video conferencing.
✅ Asana, Trello, and Jira help us to organise software tasks more effectively.
✅ Slack, Teams, and Google Chat are the best choice for instant messaging.
✅ Dropbox, Google Drive, and OneDrive are the best tools among cloud sharing.
✅ Toggl and RescueTime provide with time and productivity tracking.
All of the above examples of the essential tools are used with the approval of the client. During the discovery phase, our team agrees with the client on all the tools that will be used during the project.
Another useful tool that is used for distributed IT team collaboration is Scrum. It is an agile framework for project management, and can be effectively adapted for distributed IT teams. Daily stand-ups, sprint planning, retrospectives, and virtual Scrum with remote teams can help to collaborate efficiently and deliver results.
There are also other examples of Agile methodologies that can be used with distributed IT teams. These are Kanban, XP and lean development principles to foster flexibility, adaptability, and continuous improvement.
Leading a successful distributed workplace: culture and communication
Building a strong company culture is necessary for the success of distributed IT teams. A positive and inclusive culture can bring up trust, collaboration, and a sense of belonging among team members, even though they are physically separated.
What can you do to achieve this?
Encourage trust & transparency
to create a stronger and more synergic distributed IT team.
Share each other's thoughts, concerns, and ideas openly, and demonstrate that each member of a team is valuable. This will build a foundation of trust and open communication, which are essential for success in a distributed environment.
Stimulate open communication
to create a more collaborative and productive environment for your distributed IT team.
Regular meetings, 1:1s, and friendly interactions provide opportunities to share ideas, ask questions, and receive feedback. Encouraging the use of clear and concise language and providing support can help to prevent misunderstandings and ensure that everyone is on the same page.
Provide opportunities for social interaction
to build a sense of community and belonging among your distributed IT team members.
While face-to-face interactions may be limited, virtual team-building activities, online social groups, or even in-person retreats can foster connections and strengthen relationships.
Maintain work&life balance
to create a more positive and sustainable work environment for your distributed IT team.
Encourage team members to take breaks, set boundaries, and prioritise their personal lives. Provide flexible work hours and support programs to help employees manage the workload and maintain a healthy balance. This will not only improve employee loyalty but also enhance productivity and overall team performance.
Managing distributed IT teams from Patternica POV
We in Patternica work with distributed IT teams using a variety of tools mentioned above.
The main thing we are guided by when working with distributed IT teams is not the choice of the specific tools, but the tracking of work and results.
This is the most important thing! After all, it brings results and makes it possible to understand where the project needs to be improved and enhanced.
Future trends in distributed IT team management
As technology continues to develop, we can expect to see significant changes in the way distributed groups are managed. They main trends are:
✔️ AI & automation
Can help with routine tasks, improve decision-making, and enhance communication and collaboration.
For example, AI-powered chatbots can provide instant support to team members, and automation tools can streamline workflows and reduce manual tasks.
✔️ VR & AR
Can create immersive experiences that make remote work feel more like in-person collaboration.
For example, teams can use VR to hold virtual meetings in a shared virtual space or use AR to overlay digital information on the real world.
✔️ Blockchain tech
Can provide a secure and transparent way for distributed IT teams to collaborate and share data.
For example, blockchain can be used to create dApps that facilitate collaboration, ensure data integrity, and reduce the risk of fraud.
✔️ Global talent acquisition
The rise of remote work has made it easier for companies to hire talent from all over the world.
For example, this trend is expected to continue, as companies seek to access a diverse pool of skilled workers.
✔️ Hybrid work models
Combining remote work with in-person work is becoming increasingly popular.
For example, it can provide the benefits of both remote and in-person work, allowing teams to balance flexibility with collaboration.
As technology continues to advance, we can expect to see even more innovative approaches to managing distributed IT teams.
Conclusion
Distributed IT teams offer flexibility and access to global talent. However, they require careful management to overcome challenges like communication barriers, cultural differences, and trust issues.
Patternica offers services to help companies manage distributed IT teams effectively, including consulting, software development, technology implementation, and training.