Dedicated Development Team: How To Set Up an Effective Communication Process

A dedicated development team is a group of experienced developers who are hired to work only for a single project or client for a fixed contract period. This type of arrangement can be beneficial for both clients and developers, as it allows for more focused and efficient work. However, it can be quite difficult if a clear and effective communication process is not in place as most dedicated developers and dedicated teams work remotely.

What is “Clear and Effective Communication” in a Dedicated Team?

Clear and effective communication in dedicated development teams is the ability to convey information to your team in a way that is easy to understand and actionable. It is also about being responsive to their feedback and requests.

Here are some specific characteristics of clear and effective communication in a dedicated team:

• Clarity: The message is clear and easy to understand. There is no ambiguity or jargon.
• Completeness: The message provides all of the necessary information.
• Conciseness: The message is to the point and avoids unnecessary details.
• Accuracy: The message is free of errors and inconsistencies.
• Timeliness: The message is sent or received at the appropriate time.
• Relevance: The message is relevant to the recipient and their needs.
• Respectful: The message is respectful and professional in tone.
• Open: The message is open to feedback and discussion.

Effective communication in a dedicated development team is also about building trust and rapport with your team. This can be done by being responsive to their needs, being honest and transparent, and being willing to apologize when you make mistakes.

Benefits of a Good Communication Process

There are many benefits to having a clear and effective communication process with your dedicated development team.

• First: Helps to ensure that everyone is on the same page and that the project is progressing according to plan.
• Second: Helps to reduce misunderstandings and conflicts, building team morale.
• Third: Helps to build trust and rapport between you, as the client, and the development team.

The Impact of Communication Failures in a Dedicated Development Team

Communication failure in a dedicated development team can have a number of negative consequences, including:

• Project delays and missed deadlines. When the client and dedicated development team are not communicating effectively, it can lead to misunderstandings about the project scope, requirements, and timelines. This can lead to delays and missed deadlines.
• Increased costs. Project delays can lead to increased costs, as the dedicated development team may need to work additional hours to catch up.
• Reduced product quality. If the client is not able to communicate their needs clearly to the development team, it can lead to a product that does not meet their expectations.
• Decreased team morale. Communication failure can lead to frustration and resentment among the client and development team. This can decrease team morale and productivity.
• Increased risk of project failure. In the worst-case scenario, communication failure can lead to the complete failure of the project.

Here are some specific examples of how communication failure can impact a dedicated team:

• You may not provide clear requirements to the dedicated development team, which can lead to the development of the wrong features or the implementation of features in a way that does not meet your needs.
• The dedicated development team may not keep you updated on the project’s progress, which can lead to feeling frustrated and out of the loop.
• The dedicated development team members may not communicate with each other effectively, which can lead to duplication of effort and missed deadlines.
• Your organization and the dedicated development team may have different expectations about the project, which can lead to conflict and dissatisfaction.

Steps to Setting up a Clear Communication Process in Dedicated Development

Here are some tips on how to set up a clear and effective communication process with your dedicated team:

Step 1: Define your communication goals

The first step is to define your communication goals. What do you want to achieve with your communication process? What are your key communication objectives? Who are your key stakeholders? What are their communication needs? What are the different types of communication that will need to take place.

Step 2: Make a Communication Plan

Once you have defined your communication goals, you can start to develop a communication plan. This plan should outline the different types of communication that will take place, the frequency of communication, and the channels of communication that will be used.

Step 3: Establish communication channels

There are many different communication tools that you can use, such as email, Slack, Zoom, Jira, and more. The best communication tools for you will depend on your specific needs and preferences. It is important to establish clear communication channels for different types of communication. For example, you may want to use email for status updates, Slack for quick questions, and Zoom for weekly meetings. You can also use CRM systems that include all the necessary communication tools in a single suite.

Step 4: Set Communication Expectations

It is also important to set clear communication expectations with your dedicated development team. This includes setting expectations for response times, communication protocols, and how to handle conflicts and misunderstandings. For example, you may want to set an expectation that the development team will respond to emails within 24 hours, or that there should be weekly update meetings. You may also want to establish a protocol for requesting changes to the project scope.

Step 5: Build relationships

It is important to get to know your dedicated development team on a personal level. This will help to build trust and rapport. You can do this by having regular video calls, attending team-building events, and simply chatting with the team members on a regular basis. Creating a positive and supportive work environment is also important. This will encourage feedback and two-way communication.

Step 6: Monitor and improve your communication process

Once you have established a communication process, it is important to monitor it regularly and make adjustments as needed. Get feedback from your dedicated developers from the team and other stakeholders to see how the communication process is working. You may also want to conduct regular communication audits to identify any areas for improvement.

Best Practices in Communication to Follow for Dedicated Development Teams

Here are some best practices that make communication even easier within dedicated development teams.

• Use project management tools. Project management tools can help to streamline communication and collaboration between you and the development team. These tools can also be used to track progress, manage tasks, and share files.
• Be clear and concise in your communication. Avoid using jargon or technical terms that your development team may not understand.
• Be responsive. Respond to emails and messages from your dedicated team promptly.
• Be respectful. Treat your development team members with respect, even when you disagree with them.
• Be flexible. Things don’t always go according to plan, so be prepared to adjust your communication process as needed.

How Does Era Biz Promote Clear and Effective Communication

At Era Biz Solutions we understand that Communication is a core pillar in ensuring the success of our projects for our clients. As such, we ensure multiple channels of communication for our clients. Here are some of the methods we use.

1. Email communication – Responded to within 24 hrs
2. Daily Meetings – To help dedicated teams keep up to date with the work they are responsible for and clear any confusion
3. Weekly Client Meetings: Clients have meetings with the Project manager of the dedicated development team, along with the attendance of key members and often the CEO of Era Biz.
4. Call Conferences: Clients can request urgent call conferences if anything urgent comes up. The project manager will be able to arrange a time according to the availability of both parties.
5. WhatsApp Groups: Clients and the dedicated development team are able to communicate in real-time through a secure WhatsApp Group only for the project team.
6. Other Communication Channels: Clients can also suggest their own communication channels as necessary.

Conclusion

A clear and effective communication process is essential for the success of any project, especially when working with a dedicated team. By following the tips above, you can set up a communication process that will help to ensure that your project is on track and that everyone is on the same page.

Please read our complete blog post on Dedicated Developers to understand other key aspects of good Dedicated Development practices. You can also Contact us at Era Biz to hire Dedicated Developers and Dedicated Development Teams with excellent communication and collaboration.