TaaS, or team as a service, is an effective digital project management model for accelerating the delivery of new digital products or features, accessing rare expertise and enabling rapid growth of a company's digital activities. However, since TaaS involves multiple internal and external stakeholders, collaboration is crucial. In this article, we suggest 5 tips to foster collaboration between the different team members of a TaaS team.
Analyze collectively the technical and organizational aspects of the project
The business analysis and the technical analysis are two key steps to kick-off a project. This is when the scope and feasibility of the project are established. Sometimes the business analysis can be done in silo with the senior management team on one side and the technical experts (engineers, developers, IT, etc.) on the other. The success of a TaaS team relies not only on the collaboration between technical experts from both client and agency sides, but also on the collaboration between the business and technical experts.
While some of the analysis work can be done in silos, it is important to gather everyone's input before starting a project to avoid friction along the way. As soon as possible, the technical components must be questioned by the business needs and vice versa to ensure that the product to be delivered is understood in the same way by all project stakeholders.
Establish project management rituals
Regardless of your project management approach (Waterfall, Kanban, Scrum, Lean, Six Sigma, or others), the important thing is to agree on common rituals that will facilitate the monitoring of project progress and the distribution of tasks among team members.
Once again, regardless of the project management approach or tool used, we suggest scheduling daily meetings with the development team and project managers in order to generate frequent exchanges between the different team members. This also allows project managers to be agile in the tasks prioritization and expertise reshuffling. Finally, we also suggest scheduling one to two weekly meetings with the extended team, which includes decision-makers or other people involved in the project, in order to present the project's progress and plan the next steps.
Agree on collaboration tools that are commonly accepted
Collaboration and project management tools are key to a healthy collaboration between team members. If used properly, they allow quick exchanges, centralize information and facilitate the integration of anyone into the project team.
However, the reality is often quite different because the tools have been imposed or not properly presented to the various stakeholders. It is therefore important to agree on the tools that are most appropriate for the project context, team members' profiles, security requirements and usage habits. Training about tools optimal use should also be planned to ensure that everyone involved in a project is at the same level.
Prioritize video or in-person exchanges
Chat tools help people exchange information quickly, ask questions that require simple answers and promote socialization between team members at any time and any place. However, it is not the ideal tool for answering complex questions.
It is therefore important to establish a shared reflex to activate discussions over the phone, via video conference or in person, depending on the context, when the answer to a question requires more than a phrase or two. Non-chat discussions not only make it easier to answer questions in detail, but also reinforce collegiality among team members. This type of discussion also promotes better knowledge sharing and is suitable for both visual and auditory people. Daily team meetings can also be a good opportunity to target discussions to be carried out in a smaller group via video conference or face-to-face.
Schedule feedback meetings about the collaboration
After the delivery of features, products or a sprint, depending on your project approach, it is suggested to schedule feedback meetings. In these meetings, you should review:
The initial game plan;
The work that has been done;
How the team managed to meet the deliverables;
What went well;
What were the irritants and how could we avoid or resolve them;
Other topics depending on your project context.
The objective is to recognize the good work and the contribution of everyone, and then to ensure a continuous improvement of the collaboration. This is an opportunity to step away from the day-to-day project to get a macro view of how you work.
Finally, work processes don't have to be too rigid and inflexible. It's simply a matter of giving yourself some common tools and alignments to bring everyone together behind the same vision and create a work unity.
Come meet us for a virtual coffee.
Here is our agenda to find common availability: MAKE AN APPOINTMENT