Keynote: Working Effectively on a Distrubuted Team

Big Ruby 2014

Glenn Vanderburg

#software-development

#engineering-culture

#company-culture

Keynote: Working Effectively on a Distrubuted Team

by Glenn Vanderburg

The video titled "Keynote: Working Effectively on a Distributed Team" features Glenn Vanderburg, a lead at LivingSocial, discussing the skills and strategies necessary for managing and thriving in a remote work environment. The presentation, part of the Big Ruby 2014 event, highlights the growing trend of distributed teams in software development and provides insights into both the developer's and the organization's roles in fostering effective collaboration.

Key Points Discussed:
- Experience with Remote Work: Glenn shares his personal experience of working from home since 2005, emphasizing that while remote work has many advantages, it also requires discipline and skill development.
- Evolution of LivingSocial’s Team: He describes how LivingSocial sought to leverage a distributed team model to tap into talented developers and how this shift necessitated learning to manage distributed teams effectively.
- Advantages of Remote Work: The benefits include:
- Access to a larger talent pool,
- Increased employee happiness and productivity,
- Reduced facilities costs for companies,
- Flexible work schedules for employees.
- Challenges of Distributed Teams: Discusses the potential downsides, such as less efficient communication, the impact of time zones on scheduling, feelings of isolation for remote employees, and technical issues with remote collaboration tools.
- Visibility and Engagement: Glenn urges remote employees to be visible and active participants in meetings and discussions to avoid the risk of being overlooked. He emphasizes the importance of updating calendars and engaging in informal chats to foster team relationships.
- Balancing Flexibility and Discipline: He stresses establishing boundaries while enjoying flexible schedules to ensure productivity.
- Technology and Communication: Calls for effective use of technology (like video calls) to enhance interactions and maintain cohesiveness among team members, recommending regular team bonding activities even in virtual settings.
- Organizational Responsibilities: Businesses must also invest in creating an inclusive culture that supports remote work, ensuring that remote employees feel valued and integrated into the team.
- Conclusion: Vanderburg reinforces that both remote employees and organizations have shared responsibilities in building a successful distributed team.

In summary, effective remote work hinges on mutual respect and understanding between remote workers and their employers, combining flexibility with strong communication to foster a productive work environment and maintain team cohesion.

00:00:20.400 Good morning! I'm Glenn Vanderburg, and I work at LivingSocial where I lead the internal applications engineering team. I want to mention right at the start that I accepted the invitation to give this keynote and selected my talk topic before I realized we would be recruiting people and hosting a major sponsor party here. I apologize if the theme of my talk aligns too closely with all that and makes me appear like a sleazy corporate tool. For the record, I'm not sleazy, and we are hiring.

00:01:01.920 I've been working from home since December of 2005—over eight years now—and during that time, I've mostly really enjoyed it. However, I must be honest; there have been times when it wasn't so great. It’s something that I had to learn to be good at. Remote work is a skill that requires practice and focus; to be an effective remote software developer, one must learn how to do it well.

00:01:28.720 I joined LivingSocial about three years ago when they acquired InfoEther, the company I was working for at the time. Before the acquisition, LivingSocial's engineering team was primarily located in Washington, D.C., with only one QA person in Oklahoma City. One reason they purchased us was that we were a distributed team. LivingSocial was looking to recruit talent in D.C., where there are many programmers, but not all possess the right skill set for a web e-commerce startup. They wanted to learn from us how to thrive as a distributed team, which they achieved immediately upon our integration.

00:02:10.640 Over time, as they continued to hire, our engineering team evolved. Today, while I'm sure I’ve missed some details, from what I know, our team has diversified. Just as I had to learn to be an effective remote software engineer, LivingSocial had to learn how to effectively manage, support, and benefit from a distributed development team.

00:03:12.560 I want to discuss what remote developers need to do to succeed in a distributed team and what companies need to do to make effective use of a distributed team. Having a distributed engineering team brings numerous advantages. While this is not an exhaustive list, let's start with a larger pool of potential employees.

00:03:35.200 In general, you often end up with happier, more productive employees. An obvious benefit is reduced facilities costs, as employees can work from home. You no longer need to pay for rent, utilities, or office furniture to support them in your workspace. There are also individual benefits to remote work; for instance, there's no commute, and it provides a flexible schedule. You can take a moment to greet your kids when they come home from school, and yes, pants are optional!

00:04:39.199 That said, I'm a firm believer in confronting inconvenient truths. At the core of the employer-employee relationship lies a cold financial transaction: you're trading your time, skills, and effort for money. You don’t want to work for a company that views this relationship solely as a transactional one, devoid of personal value.

00:05:28.000 My philosophy as an employee has always been to focus on delivering value, so my company never questions whether our transaction is worth it. I haven't always excelled at this, but when I do, it fosters a strong, effective relationship between myself and my employer. It’s important to acknowledge that remote work and distributed engineering teams also carry costs, in addition to their advantages.

00:06:20.560 Communication can often be less efficient, and meetings introduce their own challenges. This is not only due to the need for coordination between local and remote participants but also because time zones complicate scheduling. When certain individuals are necessary for a meeting, there might only be a small window available due to time zone differences.

00:06:51.919 Furthermore, working with remote employees and a co-located team necessitates the usage of technology, which can lead to technical difficulties such as unreliable Wi-Fi, dropped connections, and instances where tools like Google Hangout mute you while you're speaking. These challenges often affect the company disproportionately.

00:07:33.680 On the other hand, remote employees can experience feelings of loneliness and stir craziness if they're not careful. If you fail to manage your time well and do not ensure you maintain enough human contact, you can become invisible within your organization; this is particularly concerning if you're producing good work.

00:08:03.440 It's vital to stress that it’s not just about managing technical difficulties; it’s also crucial to be visible and active within your organization. Sometimes, people in the office may perceive that the bulk of distributed team benefits fall on the remote workers' shoulders while they bear the costs. They may feel that they are making more sacrifices without receiving equivalent rewards.

00:09:32.480 Moving on, what are the prerequisites for making a distributed team work well? First, I'm going to discuss what remote developers need to do to contribute effectively, followed by what those in the office and the company as a whole must focus on. I must apologize, as I intended to spend yesterday finding cool illustrations for my slides, but instead, I wrote a remembrance of Jim Wyrick.

00:09:59.440 The first point I want to make is quite simple: be visible. Ensure that people can see the work you do. Attend meetings and voice your opinions. It’s easy to become passive when you are on the end of a phone line in a large meeting, where those present in the room can easily interrupt and speak over each other.

00:10:49.359 However, it’s important to pay attention and participate. If you’re not physically present in the office, it’s all too easy to be forgotten. Visibility extends beyond meetings; you also need to make your work visible. Utilize your calendar wisely. Many teams utilize distributed calendars for scheduling meetings, but developers who have minimal meetings might not keep their calendars updated. However, doing so makes it easier for everyone else. If you have appointments—like school conferences or doctor visits—slip those onto your calendar so that your availability is clear to your coworkers.

00:11:59.360 In addition to being visible, be yourself. At LivingSocial, we use chat rooms extensively, and we even have one specifically for off-topic discussions. I wanted to find good examples of this from our transcripts; people often engage in light-hearted and silly conversations that aren’t work-related. They allow colleagues who may have never met in person to get to know each other's personalities. Whether through humor or candidness, this engagement reinforces a sense of camaraderie among team members.

00:12:49.680 In a remote environment, it’s vital to create a digital water cooler feel to foster connections. Even if everyone hasn’t met face to face, this kind of bonding is essential for a cohesive team. As remote workers, we often encounter times when we feel like we're wasting time on seemingly trivial conversations, but they’re actually integral to building an effective workplace culture.

00:13:37.680 When it comes to flexible work settings, while remote work offers freedom, it’s essential to find a personal balance. Discipline matters just as much as flexibility does. A significant part of remote work is having a structured workspace, free of distractions, where you can engage in focused work. If working from home doesn't yield effective results, it may be due to a lack of a dedicated workspace.

00:14:35.760 Discipline becomes crucial in these situations. Schedule your time wisely and avoid letting work seep too much into personal life. While working from home may offer flexibility, establishing boundaries is necessary for maintaining an effective working relationship.

00:15:31.040 Being available is another trade-off that remote work brings; it can blend your personal and work life. As remote workers, we often find that family life can intrude on work hours, and vice versa. It’s good to take short breaks to greet your children or manage personal tasks as they arise. Utilize your work calendar effectively to block time for family interactions around school schedules or other events.

00:16:12.240 It’s fantastic that remote work can allow for that kind of flexibility. However, we’ve found that sometimes our work hours can overlap into traditionally non-working hours as well. Personally, I discovered that being on-call as a programmer became much simpler after transitioning to remote work because it integrated into my routine.

00:17:20.640 Flexibility should also come with a recognition of how it improves your productivity. This flexibility extends to those employees who may wish to travel or work in different locations. Enjoy these advantages of remote work, but be disciplined enough to minimize costs. If you prioritize your workflow while recognizing the potential distractions at home, it paves the way for successful remote productivity.

00:18:41.760 Additionally, it’s essential to make sure that your remote teams can be effective by using technology to facilitate communication. Organizing remote team members into video hangouts and treating them like coworkers fosters an inclusive environment. It’s easier for those on-site to engage and feel connected when everyone shares the same platform.

00:19:11.600 Consider implementing regular team bonding events, even virtually, to counteract feelings of isolation that remote employees might experience. For instance, off-topic chatrooms or regular personal check-ins can forge a community atmosphere, while maintaining productivity. Being proactive in these areas will yield long-term benefits.

00:20:00.000 I’d like to transition to discussing what organizations must do to make distributed teams successful, beginning with the importance of using video communications. It's crucial to incorporate video in meetings, even if it’s not the highest quality. This simple addition can significantly enhance interactions for remote employees. It allows for improved engagement, and helps everyone on-site to better connect with those working remotely.

00:20:42.720 Encouraging office employees to work from home occasionally allows them to empathize with their remote counterparts. It serves as an important reminder of what remote employees experience daily, and this understanding can lead to better collaboration and communication. We've had shifts in our company culture that benefited both remote and on-site teams.

00:21:35.120 It won’t hurt to remember that remote work benefits everyone involved. We need to dispel the myth that remote employees are solely responsible for addressing the challenges of a distributed team. Those who consistently work in-office can enjoy similar freedom, enabling them to apply effective remote work strategies while still engaging with their teams.

00:22:41.680 While I’ve spoken extensively about the downfalls of remote work, it is equally important to highlight the reasons it’s worth pursuing. This flexibility offers an opportunity for employees to move to locations they desire, and to cultivate an effective remote work dynamic within company culture. Through a combination of maintaining high work values while embracing flexibility, remote work becomes viable.

00:23:23.680 Finally, I want to stress that building a distributed engineering team requires effort from both sides: remote workers and the organizations that employ them. As a company, reinforcing a strong remote culture can help nurture a supportive environment that maximizes productivity and satisfaction among employees. A cohesive approach encourages communication and shared responsibility across the board.

00:24:06.840 At this point, I've left time for questions, and I want to ask how many people here work from home now. Wow, that's about half! I would like to take this opportunity to answer any questions you might have.

00:25:00.000 We’re working on increasing the value of video calls within our culture. Even low-quality video can enhance meetings and discussions. Make it a point to ask remote workers about their experiences with video tools. Doing so could foster a better understanding of the limitations they face daily.

00:26:12.920 I encourage everyone to embrace future enhancements to remote work practices. One excellent example is the successful adoption of work-from-home days. We recognize these efforts help build a distributed culture and lead to improved team dynamics. Inviting remote employees to have an equal share in meetings is vital for inclusivity.

00:27:01.520 As we continue participating in meetings, we must make conscious decisions to communicate openly and transparently. Remain attentive to how our remote culture shapes team interactions, as these practices ultimately reinforce the importance of collective communication. It will only strengthen the shared accountability we have as team members.

00:27:38.560 Lastly, I would appeal to everyone to engage with your teammates through playful interactions and informal dialogues. Establishing a friendly rapport through humor can immensely contribute to enhancing work relationships and creating a supportive atmosphere.

00:28:21.680 With that, I look forward to answering more queries and exploring your thoughts as we continue this important conversation about making distributed teams successful. This practice encourages an open dialogue that leads to coordinated efforts, fostering collaboration among remote and in-person team members.

00:29:15.680 Thank you all for your participation today! I deeply appreciate the time you've taken to engage in this session, particularly to the remote team members who joined us. I also want to express my gratitude to those in the audience for your thoughtful questions, and I hope we can continue this discussion and perhaps explore even more ideas about effective remote work.

00:30:10.000 Thank you for being such a fantastic audience! I’m eager to see how we can continue to strengthen our remote work practices and distribute effective strategies to enhance team cohesion and productivity moving forward.

Big Ruby 2014