In the previous article, we discussed best practices when starting a new team or project. When dealing with projects that span long periods, the likelihood of the team going through new beginnings is high.
Whether it’s adding new colleagues because project needs have grown, replacing colleagues, or downsizing the team, all these events can affect the team’s stage (remember Tuckman’s model?), productivity, relationships with stakeholders, etc, making it crucial how we handle transitions.
Transitioning Team Members In:
Fortunately, all the activities we carried out when forming the team will help us smoothly transition in new members. But transition involves more than that, and we’ll describe all the activities.
Inform Stakeholders
Whether it’s a client (consulting, outsourcing) or stakeholders from a product company, they need to be informed as a preliminary step. Whether it’s adding members or replacements, performance will suffer for a while, so we need to be transparent about it and gain all the necessary support from them.
The Onboarding Process
Even though we have many documents prepared from the team’s initial phase, a structured process is needed to integrate members into the team. Therefore, establish a structured onboarding process to welcome new team members. This process should also include introductions to team members, an overview of the project or product, an explanation of Agile practices and methodologies used by the team, and any relevant technical or domain-specific training.
Pairing and Mentoring
Pair new team members with experienced team members to facilitate knowledge transfer and accelerate the onboarding process. Encourage a culture of mentorship within the team where experienced members can provide guidance and support to newcomers.
Adjust Team Capacity
Assess the impact of the transition on the team’s capacity and workload. Some senior members will be engaged in training or mentoring activities, which will impact performance and will be reflected in velocity.
Clear Roles and Responsibilities
Ensure that new team members have a clear understanding of their roles and responsibilities within the team. Defined expectations for their contribution to the project are already available from the beginning; provide opportunities for them to voice any questions or concerns.
Gradual Integration
Ease new team members into their roles gradually, allowing them to ramp up their involvement over time. Start with smaller tasks or assignments and gradually increase their responsibilities as they become more comfortable with the team dynamics and project requirements.
Regular Check-ins
Schedule regular check-ins with new team members to assess their progress, address any challenges they may be facing, and provide feedback and support as needed. Encourage open communication and create a safe space for them to express their thoughts and opinions.
Learn and Improve
With each new member joining the team, revisit this process, ask for feedback, and see if you can improve the time or quality of the process.
Transitioning Team Members Out:
Transparent Communication
Maintain transparent communication with the team regarding the reasons for the transition and the impact it may have on the project. Be honest and upfront about the circumstances leading to the team member’s departure while respecting their privacy and confidentiality.
Knowledge Transfer
Facilitate a smooth handover process to transfer knowledge and responsibilities from the departing team member to their colleagues. Document important information, such as project documentation, code repositories, and key contacts, to ensure continuity in their absence.
Celebrate Contributions
Recognize and celebrate the contributions of the departing team member to the team and the project. Take the time to acknowledge their achievements and express gratitude for their efforts, fostering a positive send-off and maintaining morale within the team.
Adjust Team Capacity
Assess the impact of the transition on the team’s capacity and workload. Depending on the circumstances, you may need to redistribute tasks among existing team members, hire replacements, or adjust project timelines and priorities accordingly.
Closure and Reflection
Provide closure for the departing team member by arranging a farewell gathering or team meeting where they can say goodbye and reflect on their time with the team. Encourage team members to share memories, express appreciation, and wish the departing member well in their future endeavors.
By approaching both transitions with empathy, clear communication, and thoughtful planning, Agile teams can effectively integrate new members and manage the departure of existing ones, ensuring continuity and productivity in the face of change.
