Aug 18 2007
A geographically distributed software development team (“distributed team”, for short) is simply one where developers don’t work in close physical proximity (within a few hundred feet). In such a time you interact mostly via electronic means.
To some readers a distributed team will sound like an obviously ridiculous idea, while to others it will sound quite normal. A great many companies are distributed nowadays, as are essentially all open source projects, including the largest and most successful such projects. (Does open source seem like a toy to you? Not “real”? Consider this: in your real project you need large amounts of money to get everyone to work together to build something. Open source projects somehow accomplish this without the carrot and stick of money. Which is more impressive?)
Distributed teams appear to be most common in small firms, but certainly aren’t rare elsewhere. At some large firms, there are teams that work at the same campus or even in the same building, yet are inconveniently spread out enough that they are borderline distributed.
At Oasis Digital we operate mostly as a geographically distributed team, or rather as a set of teams (for various projects). We are scattered around our city, our country, and in a few cases, globally. We’ve learned a lot about how to succeed this way, summarized as 14 tools for a productive distributed team:
(1) Telephone. Phone calls, including mobile, long distance, and conference calls are very cheap nowadays. If they aren’t cheap enough for you, use Skype. Either way, don’t hesitate to pick up that phone – real time voice conversation is the closest match to in-person interaction, of all the tools in this list. At Oasis Digital, we typically use a regular weekly conference calls as a baseline, with more calls of all kinds as needed.
(2) Instant Messaging. Beware that your time is valuable though; don’t type out a long conversation. Pick up the phone. The key value in IM is as a substitute for the awareness of who is available and working, that would be obvious in the same office.
(3) Email is probably the most important tool. Its biggest benefit is that it creates a trail of conversations; use this to avoid having the same conversation more than once. I strongly suggests summarizing all decisions in an email, even if the decision is reached by phone, IM, in-person, etc. As above, beware that email can consume unlimited amount of time, and don’t hesitate to pick up the phone.
(4) Airplane / Car / Train. The most powerful tool to help a distributed team work well is occasional in-person interaction.
(5) Documents. Communicate a complex idea, especially one that will need to be explained again and again, clearly in a document. (An aside on “template” documents: I’ve found them to be of limited value, though we use them when needed to meet customer requirements.)
(6) Screen Sharing. Using Remote Desktop, VNC, and other tools, it’s possible to do “pair programming” from half a world away. In our projects we do a only a little of this, but a few hours of pair programming on a tricky area can work wonders. Screen sharing is also extremely useful for demonstrating new features, reproducing bugs, working with customers, and much more.
(7) Screencasts are video/audio recordings of the computer screen and a person talking; they are very useful for explaining a feature or module to another developer. Recording then viewing a screencast is not as effective as sitting alongside someone explaining in real-time, but it has the tremendous advantage of re-playability. A series of (high quality) screencasts explaining important parts of a system will get new team members up to speed quickly.
(8) Audio recordings. Record an audio explanation of a feature or bug, while walking around or driving, on an inexpensive hand-held digital voice recorder. Then send it to another developer as is, or have it transcribed. Again, it’s not quite as effective or high-fidelity (of either the audio or the ideas) as an in-person explanation, but can be replayed, sent to multiple recipients, etc. A caveat here is that people read much faster than they listen, so if you have something long-winded (or long-lived, important) to say, have it transcribed then edit it. You may find, as I have, that it’s far easier to compose a long detailed explanation this way, than via direct typing.
(9) Screen Shots. Don’t just tell; show. Show another developer on your team what you mean by taking a screenshot them marking it up.
(10) Mockups. A distributed team leaves more room for misunderstanding of desired results. Counteract this by building a mockup (paper, Excel, etc.) of what you want.
(11) Issue / Bug Tracking. If you don’t have an issue tracker for your team, stop reading this now and go get one: Mantis, Trac, Jira, there are hundreds to choose from. (Go ahead. I’ll wait.) A common approach for collocated teams is to use a tracking system loosely, updating it occasionally. In this usage model, tracker items act mostly as high level token for more detailed information exchanged in conversations. This approach can be made to work on a distributed team, but in my experience it is unwise. Instead, get every issue in to your tracker and keep it up to date aggressively. Don’t let the sun go down with your issue tracker mismatching reality. Assume that others on your team will check the issue tracker then make important decisions relying on the data therein. If they see something that was fixed 3 days ago, but still marked as broken, bad decisions can easily result. Anyone on the team should be able to see the essential status of every current issue in the tracker, not by a time consuming process of asking someone about each item.
(12) Source Control. You’re already using this, of course. For the future, consider a distributed source control tool (bzr, git, svk, Mercurial, etc.) for your distributed team – if you’ve only used centralized tools (CVS, SVN, ClearCase, etc.) you’ll be surprised how helpful it is to have the project version history available locally, among other benefits. (See Linus explain distributed source control.)
(13) Code Review. Some collocated teams enjoy social camaraderie, but squander the benefits of proximity by working in technical isolation. Your distributed team can outperform them easily: avoid technical isolation. Read each other’s code, comment on it, learn from each other.
(14) Automated Builds. Surely there is hardly anyone left by 2007 who isn’t using an automated, continuous build process on a server somewhere. The value of this is amplified in a distributed team, because the stream of successful builds (we fire off a build after each commit) helps keep everyone in sync.
A related but separate question is where distributed team members work: in their homes, in offices outside their homes, in public spaces, etc. I believe the best answer is a blend of these; I mentioned hiding in a cafe to get some work done before, and I’ll write more about the Where question in a later post.
Another related question is whether any of this is even a good idea; stayed tuned to read more on this as well.
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