Insights on overcoming the challenges of working with distributed (x-shored) remote teams
Remote collaboration and x-shoring has become an integral part of global business practices. While the benefits—such as access to diverse talent pools and possible cost reductions—are undeniable, working effectively with remote teams also presents unique challenges. In this article I’m sharing my ideas, strategies and lessons learned for cultivating successful distributed remote collaboration.
Challenges in Remote Collaboration
Remote collaboration introduces complexities that demand structural changes in traditional workflows. Some of the most common challenges include:
Time Zones & Working Hours
Time zone differences can create scheduling difficulties and delay communication. To address this:
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Shift working hours where possible to overlap key collaboration times.
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Organize shared schedules to ensure critical meetings are accessible to all team members.
Cultural Differences
Though cultural differences are often small, they can still affect team dynamics. Strategies to navigate them include:
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Understanding, accepting, and celebrating cultural diversity.
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Incorporating cross-cultural training to enhance mutual understanding and empathy.
Language Differences
Language barriers can impede clear communication. To mitigate this:
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Make English a mandatory working language for internal documentation, emails, and meetings.
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Organize language courses for team members where necessary.
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Recruit team members with strong English proficiency.
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Encourage team members to learn some basic vocabulary of the other languages used in your team.
Communication
Effective communication is essential for remote teams. The following practices can help:
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Focus on building trust and relationships within the team.
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Increase written documentation to ensure clarity, including summaries and action points.
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Encourage team members to verify understanding by asking questions and seeking clarification.
What Worked in Previous Experiences
Based on practical insights after working +15 years with nearshore distributed teams and +5 years with also offshore distributed teams, here are some strategies that have proven effective:
Tools for Collaboration
Investing in communication and project management tools is vital for remote teams. Examples include:
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Video conferencing platforms (e.g., MS Teams).
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Application lifecycle management (ALM) tools such as Azure DevOps.
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Virtual meeting rooms to foster real-time discussions.
Organizing for Early Feedback
Early and frequent feedback enhances the quality of deliverables and bridges gaps in understanding. Methods include:
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Organizing review meetings during iterations.
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Conducting demos with stakeholders to ensure alignment.
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Leveraging continuous integration and deployment processes to streamline workflows.
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Facilitate constructive, blameless discussions for lessons learned and root cause analysis meetings.
Communicating Explicitly
Clear communication avoids misunderstandings. Use explicit statements like “I read your message” or “I am starting to work on it now” and keep everyone informed about task progress.
Understanding the Real Question
Remote collaboration often requires deeper inquiry to understand what is truly being asked. Active listening and asking clarifying questions help achieve this.
Key Recommendations for Distributed Remote Teams
Whether your teams are distributed nearshore or offshore, the following principles can set them up for success:
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Accept the added complexity and overhead of remote collaboration and focus on making it work.
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Structure teams to be cross-functional, co-located where possible, and self-organizing.
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Avoid fostering an “us versus them” atmosphere by valuing the contributions of every team member equally.
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Instill a sense of purpose within the team, ensuring that everyone understands who and what they are working for.
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Spend time at each work location to demonstrate commitment and take everyone seriously. Utilize the team to gather feedback, review past performance, and communicate future plans.
Closing Thoughts
Working with distributed remote teams offers immense opportunities, but it also demands thoughtful strategies to overcome challenges. By embracing cultural and language diversity, leveraging the right tools, and organizing structurally, we can achieve outstanding results through x-shoring collaboration. Remember, success lies not only in the processes but also in cultivating trust and purpose within remote teams.
Embrace the diversity and use it as a strength while putting in the effort to make it work!