9 tips for effective communication with an outsourced software development company
Last updated: November 08, 2022 Read in fullscreen view
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Effective and honest communication is one of the building blocks for a successful business.
It increases productivity, strengthens interpersonal relationships, enhances satisfaction, and reduces costs.
An Interact survey showed that a whopping 69% of managers are uncomfortable communicating with their team members. Now imagine what the number would be if they surveyed people working with outsourced app development companies!
Yes, it may seem overwhelming, but you can communicate effectively even on long-distance. We’ll show you how.
1. Set clear and realistic expectations
Before your new outsourcing partner and you dive into building your app, set clear and realistic expectations.
The more clear and concrete they are, the team members will do their job with ease and be more motivated. Also, there won’t be misunderstandings which can, as we all know, lead to a strained atmosphere and overall lower productivity.
You’ll have to give your team both general and project-specific expectations.
Here are some general expectations:
- Doing their tasks diligently and according to set deadlines
- Open and honest communication
- Conducting professionally
- Follow set standards and protocols (e.g. NDA, security measures)
Expectations regarding the development process will depend on the specificity of the project and the role of the team member.
When you’ve drawn them up, it’s time for action!
Arrange a call, video meeting, or if possible, meet with the team in person and explain all the requirements for the project and your expectations.
2. Focus on a few, but the best communication tools
The worldwide web is chock full of free and affordable communication tools, so it’s easy to download a bunch… and use them hardly at all.
To avoid this scenario, focus on the ones that make everyday communication seamless and simple. It may take some time to try them out and see what fits best, but it will be worth it in the end.
The best practice is you can use either or mix of tools: Google Docs, Trello, Skype, Trello, Redmine, JIRA, Zalo, Line... Many big all-in-one system provides such alternate tools, such as Odoo, Zoho...
3. Keep cultural differences in mind, but don’t let them overwhelm you
Outsourcing often includes working with people of different cultures. Many treat this tiny, but important detail, just as an afterthought.
The consequences can be ugly. According to an Accenture study, more than 60% of all outsourced projects fail because of bad cultural compatibility.
There can be many issues, the most common ones are:
- Language difficulties
- Different time zones
- Different development methodologies
These days most developers know English. But that doesn’t mean language difficulties can’t creep into any part of the development process. If misunderstandings happen during the requirements phase, it can be very tricky to resolve them.
This goes especially for communication styles that are more implicit than those in Western culture. If you’re dealing with teams from Asia, mostly they won’t be forthright or assertive in their communication.
Overcoming cultural barriers is also easier when you share the same development methodology with your outsourced dev team.
4. Keep information flowing both ways
Internal communication struggles can easily be seen and felt on the outside. When customers experience or sense a lack of communication at your company, they will begin to lose trust in your brand to be a reliable partner. Avoid communicative ping-ponging, bottle-necking, and surprises. Proactive, instead of reactive, communication will impress your customer base the most. Ensure that your communication channels are open and organized so that information can flow in and out with ease.
5. Present important information visually
Sometimes it’s hard to express ideas verbally, especially complex ones. Having non-native speakers on the other side of the screen makes it even more difficult. A badly explained idea can only lead to misunderstandings and, eventually, bad results.
That’s why using visuals can get across your idea much more effectively. What’s more, many studies have shown the power of visuals. Did you know we process visuals 60,000 times faster than text?
6. Beware of micromanaging
Micromanagement became a dirty word in the business dictionary.
No wonder because surveys show that micromanaged people report a negative impact on their productivity.
When outsourcing, it’s easy to fall into the trap of micromanaging. You’re not in the same office. It makes you anxious. You don’t want the team to make mistakes so you need to control them more. That need is natural, but if not kept at bay, micromanaging can blow the project to smithereens.
What’s even worse, team members have less and less motivation, they stop caring for the project, and eventually, they even leave.
8. Give and ask for feedback
Communication is a two-way street. It’s not talking to someone while they wait for their turn, or talking at someone. It’s about exchanging ideas and information.
Surveys confirm that by showing that 65% of employees want more feedback. When people get feedback on their performance, their strong and weak points, it’s easier for them to stay motivated and be more productive.
9. Build trust with your team
With trust, your team members will feel more comfortable coming forward with their dilemmas, problems and suggestions.
A team that is trusted:
- Is more motivated
- Has deeper interpersonal relationships
- Is goal-driven
- Is more innovative than teams with bad rapport
Last but not least, it’s difficult to create trust from the other side of the world or continent, but it’s not impossible.
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