How to integrate a development team from Moldova with your in-house Dutch team: best practices

In the current competitive business environment, companies are always looking for ways to scale their operations. The extended teams model offers Dutch IT companies an alternative to traditional outsourcing. At the same time, the success of the model depends on how well you will integrate the extended team into your in-house Dutch team. Here are some best practices that will ensure an easy integration.

  1. Start with a clear communication plan

Effective communication is the key to a successful collaboration between both teams: Dutch and Moldovan. Start by establishing a clear communication plan, where the tools and channels used (slack, Microsoft teams, email, Jira, etc), as well as the frequency of meetings, will be mentioned. Regular checks, both formal and informal, will help all team members to be aligned and ensure that all issues are addressed on time.

Suggestion: Use video calls for important discussions to keep a strong connection between team members. Communication that includes visual interaction builds trust, which is very important in cross-border collaboration.

  1. Set goals and expectations

Before your extended team members start working, you need to make sure that both teams will be aligned in the goals, expectations, and project timelines. This will help to avoid misunderstandings and set the basis for a productive working relationship. Define clearly the roles, responsibilities, and everything that the team members have to deliver in the work plan, be they in Moldova or the Netherlands.

Suggestion: Document these goals and expectations in a common project management tool to ensure transparency and accountability.

  1. Understanding cultural differences

Cultural differences can be either an impediment or a strength, depending on how they are managed. Allocate time to educate both teams (from the NL and Moldova) about each other’s culture, work style, and business practices. This mutual understanding will encourage respect and collaboration, which are the key to a successful partnership.

Suggestion: Organize team-building activities or intercultural exchange sessions, which allow team members to share their experiences and learn from each other.

  1. Invest in team building 

Even if distance brings its challenges, it is important to invest in the formation of close relationships between the in-house team and the extended one.

Encourage social interactions, even if they are virtual to help team members get to know each other outside of daily tasks. Building personal connections will significantly improve collaboration and morale.

Suggestion: Schedule virtual coffee breaks or beer & pizza evenings, online games or even work visits in the Netherlands and vice versa to strengthen the connection.

  1. Have a well-structured onboarding process

A well-structured onboarding process is essential for the integration of new team members, regardless of location. When onboarding members from Moldova, make sure they are introduced to your culture, values ​​, and work processes. This will ensure that they feel an integral part of the company from day one.

Suggestion: Ask a person from the in-house team to be a buddy for the person from Moldova, to help them navigate the company culture and answer all the questions that the new employees may have.

  1. Use collaboration tools

In the current digital era, various tools have appeared that help to bridge the gap between geographically dispersed teams. Use such tools as Jira, Trello, Asana or Confluence, so that everyone is on the same page. These tools allow task tracking, document sharing and real updates, which facilitates the management of projects across different locations.

Suggestion: Make sure all team members know how to use these tools correctly and effectively. If not – offer them a training.

  1. Provide continuous support and feedback

Constant feedback is vital for the growth and development of your teams. Establish periods where both teams (in-house and extended) can share their suggestions for improvement, challenges, or insights. This will not only help to improve the relationship of collaboration, but it will also show that you value their input.

Suggestion: Schedule quarterly reviews where both teams can discuss their progress, celebrate successes, and identify areas for improvement.

  1. Monitor the integration process

Finally, it is important to regularly monitor the integration process and make adjustments if necessary. Collect feedback from both teams and be proactive in discussing issues that may arise. Flexibility and adaptability are key to ensuring that the integration of the team members will improve over time.

Suggestion: Organize regular surveys or feedback sessions to collect information about how well the integration process is working and identify areas for improvement.

Integrating an extended team from Moldova with your in-house Dutch team can be a highly rewarding experience if done correctly. By following these best practices, you can build a productive and motivated team that drives your business forward. Remember, the success of this model relies on communication, cultural understanding, and a commitment to collaboration. With the right approach, your extended team can become an invaluable asset to your organization.