Strengthening Collaboration in SaaS Companies: A Comparison of Collocated, Hybrid, Remote, and Distributed Team Management Models

Collaboration is crucial for SaaS companies to achieve optimal outcomes in software projects. We curated effective strategies for strengthening collaboration among business intelligence, engineering, design, and product teams. Sounds good? Then let’s add some complexity! Here, you compare the collaboration dynamics of collocated, hybrid, remote, and distributed teams. Hopefully, these insights into how each team structure affects collaboration and outcomes will help your company as a whole build resilient, high-performance teams (and products users love!).

Establishing Shared Goals is Crucial to Avoiding Do-Overs and Improving Decision-Making

It is important to establish clear goals when developing a new feature for your software platform. As a SaaS leader, alignment with your company’s vision and customer needs is key. Regardless of your team structure, having shared objectives is essential to ensure collaboration and coordination among team members.

Clear goals and objectives are essential for aligning software teams toward a common purpose. If all team members share the project’s vision, chances are it will lead to better outcomes. Explore the benefits of involving all relevant teams early on.

By considering diverse perspectives in the planning and decision-making processes, teams decide collectively. This increases stakeholder buy-in and teams achieve better outcomes. As a consequence, it fosters collaboration throughout the project lifecycle.

Cross-Functional Teams Can Become Your Competitive Advantage

Regardless of your team structure, forming cross-functional teams remains valuable for your SaaS company.

The Iron Triangle in Software Development, as mentioned by Alberto Silveira, Head of Engineering at LawnStarter in his book ‘Building and Managing High-Performance Distributed Teams,’ is an interesting concept that explains how to gain a competitive advantage by streamlining a project to a state of perfect dynamic tension.

Similar to how project management has its scope, time, and cost triangle, the Iron Triangle has a role in making teams stronger and more competitive. In software development, it’s like having a team with three important parts: the people who manage the product, the people who design it (designers), and the people who make it work (engineers). These parts work together, just like the points of a triangle, to create great digital products. When these parts collaborate well, they can give a company an edge because they can make decisions quickly, improve their products faster, and provide customers with really good experiences.

Cross-functional Collaboration Will Differ According to Your Team’s Work Model

• If you have a collocated team, forming cross-functional teams benefits from proximity and face-to-face interactions. However, this doesn’t necessarily mean better coordination and collaboration among your team members. Boost integration by leveraging communication channels, collaboration tools, and well-defined objectives to enhance integration and teamwork.
• In a hybrid team, you can leverage the flexibility of remote work while still having designated days for individual focus time. This structure allows for focused collaboration and knowledge sharing. Remember, while this boosts productivity, it might limit talent pool and retention. Acknowledge modern employees’ preference for flexible work arrangements.
• A remote team brings together talent from different locations fostering diversity and varied perspectives. Virtual collaboration tools enable your remote team members to work together effectively. To ensure that cross-functional teams remain collaborative and don’t fall into siloes, establish clear channels of communication, encourage regular virtual meetings and check-ins, and encourage a culture of transparency and inclusivity.
• In a distributed team, you excel in integrating expertise from various locations. You utilize collaboration tools, virtual meetings, and well-defined processes to ensure cohesive collaboration and shared outcomes. Keep them at their best by focusing on trust, clear communication, defined roles, and regular check-ins. Embrace knowledge sharing, structured collaboration processes, and virtual team-building activities for synergy.

As a leader, strive to continuously incentivize teams comprised of members from diverse disciplines – becoming aware of biases during the hiring process, for instance. By bringing together the expertise of business intelligence, engineering, design, and product teams, you can leverage varied perspectives, promote knowledge sharing, and enhance collaboration.

Creating Safe Spaces for Open Communication is Non-negotiable

To solve complex problems, diverse perspectives are essential. Encourage open communication and align needs within the software development cycle. Cultivate a collaborative environment where different specialties complement each other. For instance, ensure software engineers understand accessibility concerns for comprehensive integration. This seamless integration will deliver a tangible business value.

The dynamics of open and transparent communication lines differ among different team structures:

• If you have a collocated team, you benefit from face-to-face interactions in a shared physical space, enabling quick discussions, brainstorming, and problem-solving. Be aware that this can often result in knowledge gaps. To avoid these knowledge silos, encourage meeting note-taking, recording key discussions, and centralized documentation that is accessible to all team members. Regularly review and update this documentation to ensure everyone is on the same page.
• In a hybrid team, where you spend half the week at the office and half the week working from home, communication occurs through a mix of in-person interactions and digital channels. Collaboration tools like video conferencing and instant messaging may bridge the gap between office and remote work. Although this mix of interactions is a huge pro, the downside is that it can lead to misunderstandings or misaligned expectations, especially if not managed effectively. To mitigate this, use written communication through emails or messaging platforms, especially for critical decisions or instructions. This helps create a documented record that can be referred back to if needed.
• If you have a remote team, where everyone works from anywhere independently, communication relies heavily on digital tools. Email, chat platforms, and video conferencing replace other forms of interaction. Effective communication practices, such as clear and concise written communication, become crucial for collaboration.
• In a distributed team, where everyone works outside the office but in an integrated manner, collaboration happens across different locations. You utilize collaboration tools, virtual meetings, and regular communication to ensure global alignment and seamless teamwork. Boost communication by:
  • Structured Channels: Use specific platforms for different communication needs: instant messaging for quick queries, video calls for meetings, and email for formal documentation.
  • Regular Updates: Schedule routine updates to share project progress, fostering involvement and alignment.
  • Time Zones: Consider time zones when scheduling meetings to accommodate global team members.
  • Document Sharing: Stress the importance of documenting decisions, discussions, and updates for easy reference.
  • Async Collaboration: Utilize asynchronous tools for flexible contributions and future collaboration.

The biggest pro of a distributed team is its asynchronous nature, which allows for flexible communication breaking time zone barriers. This, coupled with robust documentation practices facilitates knowledge sharing and establishes a solid foundation for efficient future collaboration.

Set a Routine for Design Reviews and Feedback Loops for Continuous Learning and Improvement

Effective collaboration between design, engineering, and product teams is essential for the success of software development. Discover how design reviews and feedback loops play a role in driving iterative improvements, aligning teams, and enhancing collaboration. Learn how to create an environment where feedback is embraced and design decisions are made collectively.

• If you have a collocated team, instantaneous collaboration and visual cues facilitate quick iteration and seamless alignment.
• In a hybrid team, leveraging screen sharing and video conferencing tools allows for your remote team members to actively participate and provide feedback.
• If you have a remote team, providing clear design specifications and encouraging structured feedback channels contribute to effective collaboration.
• In a distributed team, you leverage collaborative design tools, virtual whiteboards, and regular video meetings for design reviews and feedback loops. Well-defined processes and open communication enable iterative improvements and alignment across global locations.

All in all, you can promote a culture of continuous learning and improvement by uncovering strategies for skill development, cross-team training, and knowledge-sharing sessions. By fostering a growth mindset and encouraging shared learning experiences, collaboration can thrive, leading to better outcomes.

Shared Documentation and Knowledge Sharing are Crucial for Future-Proofing

Efficient collaboration relies on effective documentation and knowledge sharing. Implement systems that facilitate shared documentation, version control, and the exchange of knowledge.

• If you have a collocated team, you can rely on physical documentation and in-person knowledge-sharing sessions. Don’t forget to keep centralized repositories, shared whiteboards, and collaborative spaces to facilitate seamless information exchange.
• In a hybrid team, you can leverage a combination of physical and digital documentation. Employing cloud-based platforms and version control systems ensures that documentation is accessible to your team members, regardless of their location.
• If you have a remote team, you heavily rely on digital documentation and knowledge-sharing platforms. Establishing a centralized knowledge base, utilizing collaborative document editing tools, and encouraging proactive information sharing facilitate collaboration in remote teams.
• In a distributed team, you require robust digital documentation and knowledge-sharing processes. Cloud-based tools, wikis, and regular updates help create a unified knowledge repository accessible to all your team members across locations.

Once again, collaboration among teams can be greatly enhanced by breaking down knowledge silos and ensuring equal access to information.

Alberto Silveira, Head of Engineering at LawnStarter, embraces the idea that “all team members should be empowered to write down and present ideas. Once the team agrees and a consensus is reached, promote it to a “single source of truth” accessible to everyone”. He also adds that teams should maintain this shared repository as a dynamic resource and avoid labeling items as drafts. Documentation must be comprehensive, singular, and available to all.

Don’t Underestimate the Importance of Regular Meetings and Stand-ups

Regular meetings and stand-ups play a vital role in promoting collaboration. Explore the importance of these gatherings, where team members can share updates, discuss challenges, and collaborate on problem-solving. By fostering a culture of consistent communication, teams can stay aligned and quickly address any issues that arise. The dynamics, however, vary:

• If you have a collocated team, you benefit from face-to-face daily stand-up meetings, allowing for quick updates, issue resolution, and real-time collaboration.
• In a hybrid team, you can have a mix of in-person meetings for planning and brainstorming solutions, and virtual stand-ups for checking in and overall coordination. This structure ensures regular communication, progress updates, and alignment, regardless of the physical location.
• If you have a remote team, you can conduct virtual stand-up meetings using video conferencing tools. These meetings provide a platform for your team members to share updates, discuss challenges, and solve problems together.
• In a distributed team, you conduct virtual meetings considering time zone differences. These meetings allow your team members to align their efforts, address challenges, and maintain collaboration across global locations.

Keep Fostering a Culture of Trust and Respect to Power Innovation

Discover how to cultivate an environment where trust and respect flourish. Encouraging team members to express their ideas, opinions, and concerns freely fosters collaboration. However, it may require additional focus in certain cases:

• If you have a remote team, building trust and maintaining a positive team culture can be challenging due to physical distance. Employing online team-building activities, recognizing achievements, and establishing clear communication norms can help foster trust and respect.
• In distributed teams, trust and respect are also essential for successful collaboration. Emphasizing transparency, establishing shared goals, and promoting a sense of belonging across locations contribute to building trust and respect among your team members.

Last but Not Least: Go Big when Celebrating Successes and Recognizing Contributions

Acknowledging and celebrating successes and contributions is vital for keeping team spirits high. Take the lead in recognizing and cheering for individuals and teams who achieve their goals. When you create a supportive environment, it boosts teamwork, team morale, and motivates everyone to do their best.

• If you have a collocated or hybrid team, you can celebrate successes through team gatherings, social events, and in-person recognition. These activities foster a sense of camaraderie and reinforce collaboration.
• If you have a remote team, you can celebrate successes through virtual team celebrations, video conferences, and digital recognition platforms. Providing opportunities for your team members to share their achievements and express gratitude helps build a positive and collaborative team culture.
• In a distributed team, you can celebrate successes through a combination of virtual and in-person activities. Periodic on-site meetings, virtual celebrations, and public recognition forums strengthen collaboration and reinforce a sense of collective achievement.

Need Help Strengthening Collaboration? Ubiminds Is Here for Your Latin American Team Members

Do remote and distributed teams seem appealing for your scenario? Do you need support? Ubiminds can help you diversify your product and engineering teams in a streamlined manner. Drop a line in the form below, and we’ll set you on your way.

Mariana Alves

Mariana Alves is a tech & gaming enthusiast and data-driven marketing professional. Mari has promoted SaaS, Games, and Apps across global markets (EMEA, UK, US, Brazil), boasting 5+ years of remote work experience.