Today’s businesses often stretch across the globe, involving a mix of in-house teams and external experts. This shift, driven by the ever-lower costs of global communication and collaboration tools, challenges the traditional, vertically integrated structures once championed by companies like Ford. As Brad Power notes in the Harvard Business Review, “Almost anything can be outsourced to specialists and reconnected.” This makes clear communication and organization more critical than ever.
1. Establish Clear Communication Channels
Clear, consistent communication keeps everyone on the same page. Using tools like Slack or Microsoft Teams can help bridge any gaps. These platforms make it easy for everyone to check in, update, and stay aligned, no matter where they are.
2. Define Roles and Responsibilities Clearly
When everyone knows their role, there’s no confusion, just accountability. This clarity is crucial, especially when you bring external contractors into the team. Tools like Asana and Trello can help map out who does what. They keep things transparent, tracking who’s handling each task and how things are progressing.
3. Create a Shared Purpose and Process Understanding
Aligning your team starts with a shared goal. Hosting workshops helps everyone see the full process from start to finish. These sessions are perfect for setting goals, spotting potential issues, and getting everyone to buy into a shared mission.
4. Use Centralized Documentation Systems
Keeping all project documents in one place, like Google Drive or Confluence, ensures everyone has the latest information. This approach saves time and keeps everyone on the same track.
5. Embrace Hybrid Project Management
Combining Agile’s flexibility with traditional planning’s structure gives your team the best of both worlds. This hybrid approach lets your team adapt as needed while keeping clear, structured stages for parts of the project that need them.
6. Foster Transparency with Technology
Modern software lets you see exactly what’s happening in real time. This kind of visibility is crucial for keeping complex projects under control and moving smoothly.
7. Build an Online Community for Your Team
Platforms like MITRE’s “Handshake” encourage ongoing collaboration and quick feedback, which are vital for teams spread across different locations. These tools help foster a sense of community and shared purpose, no matter the distance.
Case Study: Bruns and the Integration of LYNX Software
Background: Bruns, a leader in creating museum exhibitions, faced significant organizational challenges with their mixed team of internal staff and external experts.
Challenges: With a high volume of projects and a diverse set of skills across the team, stress and inefficiency were mounting. The heavy use of freelancers added another layer of complexity.
Solution: To streamline their operations, Bruns implemented LYNX software, integrating Theory of Constraints (TOC) principles across their project management processes. This tool greatly improved task prioritization and workflow management.
Outcomes: The integration of LYNX significantly reduced multitasking chaos and decreased reliance on external freelancers. It enhanced the efficiency of task assignment and completion, smoothing out the entire process. Bo Burgmans, Managing Director at Bruns, summarized the transformation: “The beauty of working with A-dato is that we can have a unity of purpose on each level within the company.”
Conclusion
Organizing a fragmented team demands careful planning and open communication. With the right strategies and tools, you can keep your team coordinated and focused on common goals.
