3 Tips to Work Effectively with External Teams

Have you worked with external teams? Subcontractors, vendors, bidders, etc. What are your expectations in terms of helping each other? Have you had good communication channels? Have you identified the role(s) of the company in a specific way? Who is who? Goals? Is everything documented?

In today's globalized business environment, collaborating with external teams has become the norm rather than the exception. Whether you're working with a partner company, a remote team, vendors, subcontractors, or freelancers, the success of your collaboration hinges on effective communication, trust, and mutual understanding. Here are just three tips to help you work with external teams, achieve your collective goals, and answer the questions above:

1. Establish Clear Communication Channels CCC

Effective communication is the "marrow" of any successful collaboration. When working with external teams, it’s crucial to establish clear and reliable communication channels from the outset. Here’s how you can do it:

• Choose the Right Tools: Use communication platforms that suit your team's needs. Tools like WhatsApp, Slack, Microsoft Teams, and Zoom can facilitate real-time communication and ensure everyone is on the same page.
• Set Expectations: Define the frequency and mode of communication. Regular check-ins, whether daily, weekly, or bi-weekly, can help keep everyone aligned and address issues promptly.
• Documentation: The most important thing, according to my lawyer, is that everything should be in black and white, paper and ink, or written. So, ensure all important discussions, decisions, and action items are documented and accessible to all team members (see RACI below). But? you can also collaborate by sharing documents with MS365 or Google Workspace and project management tools like Jira, Trello, Asana, Monday, Basecamp, or Notion can be invaluable for this purpose. In the engineering field, almost all design tools have this feature, like BIM 360 for Autodesk products, where you have everything documented.

2. Define Roles and Responsibilities Clearly

Ambiguity in roles and responsibilities can lead to confusion and inefficiency. Make sure each team member understands their role and what is expected of them. How?:

• Detailed Job Descriptions: Provide detailed descriptions of each team member's role. This helps prevent overlap and, most importantly, ensures accountability.
• RACI Matrix: Use a RACI matrix (Responsible, Accountable, Consulted, and Informed) to clarify who is responsible for what tasks, who needs to be consulted, and who should be kept informed.

3. Set Clear Goals and Objectives

Having clear, well-defined goals and objectives is essential for guiding collaboration and measuring success. 4DX? from Franklin Covey will help you with this. Here’s how to set them effectively:

• SMART Goals: Ensure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound. This clarity helps in maintaining focus and tracking progress.
• Align Objectives: Make sure that the objectives of the external team align with those of your organization. This ensures that everyone is working towards the same end goal through the lead measures.
• Regular Review or a cadence: Regularly review the tracked measurable goals and adjust these goals as necessary. This flexibility can help accommodate any changes in the project scope or objectives.

In summary

Working with external teams can bring a wealth of expertise, innovation, and flexibility to your projects. In this review of quick tips, by establishing clear communication channels, documenting, defining roles and responsibilities, fostering trust, setting clear goals, and leveraging technology, you can ensure a successful and productive collaboration.

Remember, the key to working effectively with external teams lies in building strong relationships and maintaining open, honest communication. I hope these quick tips can help you navigate the complexities of external collaboration and drive your projects to success.

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