When you think of a project team, chances are good that you imagine one comprised of members who all work for the same company – an internal team. However, while that is the most common scenario, working with outside team members is becoming increasingly common, particularly where remote teams are concerned. Whether you need the expertise of a consultant, or you find that you’re required to include people drawn from a client organization in your project management team, you need to approach the situation in the right way. Here are some vital tips to help deal with outside team members.
Safeguard Proprietary Information
Just because you’re all on the same team doesn’t mean you’re, well, actually on the same team. While you’ll have to collaborate and communicate, and share various pieces of important information, you need to make sure that you’re careful with sensitive company information. There should be an agreement in place about proprietary information pertaining to both your company and the company the outside team members work for; and you need to ensure that agreement holds during all meetings and discussions.
Be a True Team
There are several different qualities and characteristics that define a team. A team is more than just an assemblage of people working toward the same goal. In order for your team to be effective, you need camaraderie, a sense of trust, and a feeling of unity. That can be hard to do when there are external team members in the mix. As the project manager, it’s your responsibility to foster that sense of camaraderie and trust – to build a true team from this group of disparate individuals. You can do that in several ways, including:
Meetings – Include your external team members in your team meetings in so far as it’s possible without compromising proprietary or sensitive information. By including those individuals who aren’t actually part of your company, you begin to build a sense of unity.
Activities – One of the better options for project managers with outside team members who want to create an effective team without putting any data or information in jeopardy, is to engage in activities outside the scope of work. Get the team together for coffee. Go out to lunch, or dinner. Have a team “outing”. The point is to get everyone together in a non-work environment.
Encourage Communication – Communication is vital for all teams, and doubly so for those with external members. Make sure that everyone on both sides of the fence understands the importance of constant, accurate communication and then enforce those guidelines. Include your external team members in any communication possible that doesn’t compromise proprietary information.
Creating a true team when you have external members is a challenge – there’s no denying that. However, it doesn’t have to be an insurmountable obstacle, and with the tips above, you can create a sense of unity, of belonging and camaraderie in your team that fosters a better chance of success and future collaboration as well.
