Managing a Software Development Team: 20 Best Practices in 2025
For project managers, managing a software development team includes juggling multiple tasks simultaneously. It requires advanced leadership, communication and technical skills.
The key to success is open communication, a collaborative culture, and aligning project goals with stakeholder expectations.
It sounds easy, but even the most experienced PMs experience difficulties setting clear goals, boosting team morale and achieving the desired project outcomes.
In this post, we will share the best strategies and tips to help you navigate the complexity of software development team management. We will also cover the key elements that make a productive and motivated team to help you meet your project deadlines and exceed expectations.
The Importance Of Managing A Software Development Team
Image source: Freepik
The CHAOS report from the Standish Group reveals that only 31% of software projects are successful. A major factor contributing to these failures is poor management.
When you manage a software development team, you guide a group of skilled developers towards a common goal. Successful management means the team hits deadlines and delivers quality software directly contributing to project success.
Clear communication is key, as 69% of IT professionals identify communication as critical for fulfilling organizational objectives. It prevents misunderstandings and keeps everyone on the same page. Team meetings can also be beneficial – you can allow team members to share their ideas freely.
You are the one who creates the work environment. By doing so, you keep your software team motivated and engaged. A motivated team is more likely to innovate and produce better results.
Managing software teams also means understanding the strengths and weaknesses of your technical team. Adapting management strategies for each team member can be crucial to team success.
Image source: Edev
Managing remote software development teams involves different techniques, like regular virtual check-ins and collaborative software tools.
Project management software can bridge geographical distances and streamline communication so everyone stays connected and productive. Regular feedback can ensure your remote development team stays on track.
While asynchronous work schedules can limit flexibility, they can also improve overall productivity by allowing team members to work during their most productive hours. Statistics show that over 58% of developers experience increased productivity when working remotely, suggesting that autonomy can improve motivation.
Key Challenges Of Managing A Software Development Team
Managing a software development team can be both rewarding and challenging. Here are some common issues you may encounter:
Balancing the development life cycle: Juggling various stages of the development process can be tough. You must ensure smooth transitions between planning, coding, testing, and deployment. Staying organized helps streamline the software development process and keeps everyone on track.
Handling project requirements: Projects often come with changing requirements. As a project manager, adapting to these changes while keeping the team focused is key. Clear communication is necessary for managing project lifecycle adjustments.
Managing team dynamics: Conflicting tasks or personalities can create tensions. Encouraging open communication and promoting a positive environment helps maintain productivity.
Overseeing administrative tasks: Administrative tasks can take up much of your time. Balancing these with the creative aspects of the project can be hard. Delegating some tasks to other team members may alleviate this burden.
Coordinating conflicting tasks: Projects often involve multiple tasks that need prioritization. Conflicting tasks require you to have a clear vision and guide the team on what to focus on at different stages.
Ultimately, managing a software development team requires balancing various project elements to ensure productivity and team satisfaction.
Creating a Software Development Team Management Strategy
Image source: Freepik
Creating the right management strategy for your software development team is key to your project's success. Consider these critical factors to guide your decision.
Assess your team's size, skills, and dynamics
Think about how many people are on your team. Larger teams may need more structured management. Evaluate your team's skills and experience. It helps you decide if a more structured or flexible approach works.
Consider project requirements and deadlines
Some projects have tight deadlines and strict requirements and need a more traditional management style. Others have more room to adapt and can benefit from agile methods. Agile software development might fit well if you expect changes and need flexibility.
Evaluate available resources and tools
Do you have access to agile tools like Scrum boards, or is your team more familiar with traditional project management software? Consider these tools as they can impact the efficiency of your chosen strategy.
Align with company culture and goals
Your strategy should match your company's culture and goals. If your organization values collaboration and innovation, an agile approach might align with those values. On the other hand, if efficiency and predictability are key, you may prefer a more structured strategy.
Regularly reviewing and optimizing your strategy based on team feedback and project progress can lead to constant improvement and contribute to the project's success.
10 Practical Software Development Team Management Tips
Image source: Freepik
The following strategies will help you lead your software development team effectively.
Set clear goals and expectations
Setting goals is key. Project managers play a big role in defining project milestones and individual responsibilities. Your team members need to know what you expect from them. It will help track project progress.
Use a project management platform to delegate tasks to developers and visual aids like progress charts to clarify expectations. When team members know their role, it leads to better coordination and task completion.
Encourage open communication
Create a space where everyone feels comfortable to share ideas and questions. Encourage team members to express hesitations and objections constructively. Be approachable and listen actively.
Use collaboration tools to facilitate communication among remote teams. Platforms like Slack or Microsoft Teams can keep everyone on the same page. Regular check-ins and feedback sessions will promote transparency.
Give team members autonomy
Give team members autonomy and let them decide on their tasks. Encourage them to take ownership of project components. Support their professional growth and provide opportunities for leadership roles in projects.
It will build trust and strengthen team dynamics using everyone's strengths and skills.
Use agile methodologies
Agile methodologies like Scrum or Kanban can help manage conflicting tasks and adapt to changes. They support iterative progress and regular re-evaluation. This way, your team can respond to challenges without major disruption.
By breaking down development tasks into smaller, manageable pieces, agile practices will keep team focus sharp and ensure that task completion aligns with goals.
Prioritize continuous learning
Encourage your team to learn. Offer workshops, online courses or seminars on new technologies and practices. By creating a learning culture, you will keep the team up to date with industry trends. It will open up new possibilities for project improvement.
Promote skill-sharing within the team so everyone benefits from each other's expertise. A learning-focused environment nourishes innovation and adaptability.
Use project management software
Using project management software is key to tracking project progress and managing tasks. Tools like Asana, JIRA or Trello help streamline workflow and communication and keep projects organized.
You can assign tasks, set deadlines and track progress all in one place. These tools will boost productivity by ensuring every team member knows what to do and when to do it.
Promote code reviews and pair programming
Motivate developers to give and receive constructive feedback. It reduces errors and encourages learning.
Working together helps developers share knowledge and develop solutions faster. These practices will also strengthen team bonding and improve code quality within projects.
Focus on work-life balance
A healthy work-life balance prevents burnout. Encourage reasonable working hours and respect personal time. Promote flexible schedules whenever possible. A balanced approach keeps energy levels high and morale positive.
Consider team-building activities or social events to boost team spirit without adding stress. Remember, a happy team will be more productive and creative.
Measure and evaluate team performance
Tracking performance by evaluating the right metrics is necessary. Regularly measure your team’s results using metrics like task completion rates and project milestones. Use this data to find areas to improve and highlight successes. It can involve feedback sessions where team members reflect on progress and challenges.
It helps recognize achievements and gives insight into how you can support the team better. Data-driven evaluation after each sprint can guide future decisions.
Build a positive team culture
A positive team culture will ensure long-term success. Celebrate achievements and recognize individual contributions. Encourage teamwork and unity. Create an environment where everyone feels valued regardless of their role. Promote openness and respect among team members.
When the culture is supportive and uplifting, it boosts motivation, reduces turnover and drives the team towards common goals. A positive team culture is key to overall project success.
How to Manage a Remote Software Team
Image source: Freepik
Managing a remote software team includes creating strong communication channels, setting availability expectations, using the right tools, and handling time zones and team culture. These are the key elements to make your team work efficiently and stay connected.
Establish effective communication channels
Use a mix of channels like emails, chat apps like Slack and video calls. Choose the medium depending on the message's urgency and complexity.
For example, regular team updates might be best done over email, while video calls work for detailed discussions or brainstorming sessions. Also, consider written communication, as it helps to clarify thoughts and keeps records of key topics.
Set availability and response expectations
Setting expectations around availability helps everyone manage their time better. Project managers play a big role in defining availability and responsiveness expectations for remote development, ensuring team members know what they need to be available for, such as daily stand-ups or weekly check-ins.
Define how quickly they should respond to emails or messages. A response time policy will prevent delays and keep projects on track. Work together to set boundaries that respect personal time while ensuring productivity. You can use calendars to mark hours when team members are free or unavailable.
Use collaboration tools for remote work
To make your remote teams productive use modern collaboration tools. Software like Trello or ClickUp helps with task management, while GitHub works for code collaboration.
These tools will give you visibility into projects, help track progress and make sure everyone is on the same page with their tasks. Many of these platforms support integrations, so you can use them with your communication tools.
Explore and choose tools that fit your team’s workflow and boost their productivity.
Address time zone differences
Handling time zones is a common challenge in a remote software development team. Schedule overlapping working hours so team members can work together in real-time.
Use scheduling tools to find common hours for important meetings. Recordings will ensure that no one misses important information for larger time differences.
For hybrid teams, consider staggered shifts to bridge the time gap. Keep everyone's time zone in mind when organizing team activities to ensure inclusivity.
Maintain a virtual team culture
Keeping your remote software team connected is key to building a strong culture. Regular virtual team-building activities like online games or casual video calls will strengthen relationships.
Celebrate birthdays and milestones. Encourage informal communication channels where team members can talk about non-work related topics. Recognize hard work to fuel motivation and boost team morale.
Use social platforms for team bonding to build camaraderie and keep the work environment dynamic.
Outsourcing Software Development Team with Erbis
Project managers often find outsourcing software development teams easier and more cost-effective in the demanding IT environment. It allows companies to focus on their core business while leveraging external expertise for technical projects.
Outsourcing is also highly beneficial for firms looking to reduce costs, access a larger talent pool and speed up project timelines.
In the outsourcing landscape, Erbis is a tech powerhouse and a leading software development company that can be your trusted tech partner for outsourcing software development teams and creating custom technical solutions.
With over 45 clients worldwide and a team of more than 200 skilled engineers, we have achieved $110 million in optimized costs for our customers.
Our company has three offices in the US, Ukraine, and Poland, making us well-positioned to serve businesses internationally with both in-house and remote teams.
Our team has over 10 years of experience developing software for SMBs and enterprises in the supply chain and legal industry and working with startups.
With our continuous process improvements, we help businesses achieve their goals faster and reduce costs and risks associated with in-house development.
Our team of diverse tech talents is ready to handle any project complexity, whether creating a custom solution from scratch or working on complex integrations and implementations.
By choosing Erbis you get:
Cost-effective solutions: Get high-quality work for a fraction of the cost of maintaining an in-house team.
Business-focused approach: We don’t just write code; we create solutions that drive financial results and improve business processes.
Full range of services: From software and technology audits to technology consulting and advisory, Erbis has got you covered for your project management needs.
Flexible engagement models: Whether you need staff augmentation or a dedicated software development team, Erbis has a cooperation model that fits your requirements.
Intellectual property protection: Triple legal protection includes “Work Made for Hire” contracts and direct and enforceable agreements, making your business safe.
Agile methodology: Erbis uses Agile and Scrum frameworks, so you get regular progress updates and can adapt to changes quickly.
Seamless integration: Our teams can fit into your existing processes and provide technical expertise and flexibility to help you achieve your software vision efficiently.
By outsourcing software development with Erbis, you can overcome recruitment delays, capacity issues and skill gaps to drive innovation and growth.
Contact us today to learn more about how we can help you achieve your project goals.
Additional Tips for Managing Software Development Team
Managing a software development team requires technical skills and interpersonal skills. You must encourage creativity, give feedback and stay updated with industry trends.
Here are some additional tips to make the project successful and support your team.
Lead by example
Setting an example is vital to getting the respect and trust of your team members. Your actions should match the values and standards you want in your team. Showing dedication, clear communication, and continuous improvement will encourage new team members to follow.
Regular team meetings and one-on-one sessions will allow you to show the importance of open communication and knowledge sharing.
Participating actively and showing genuine interest in professional development opportunities will motivate your team to do the same.
Leading by example will set the tone for the team’s work culture and boost productivity.
Stay up to date with industry trends
Staying informed about industry trends will help you to adapt to changes and encourage innovation within your team. Keeping track of new tools and methodologies will improve your team’s technical skills and project management abilities.
You can attend conferences, participate in webinars, and join online communities to gain valuable insights. Share this information with your team during meetings or casual conversations to spark interest and creativity.
Staying updated will ensure your team has the latest knowledge to tackle challenges and opportunities.
Give feedback
Giving feedback is about guiding your team members to improve. Feedback should be clear, specific and focused on professional development. Recognize good work and identify areas for growth to build a strong team culture.
One-on-one meetings are great opportunities to give personalized feedback. Address both strengths and areas for improvement and offer support. Encourage open communication so team members feel safe to speak up or ask for help.
It will drive continuous improvement and make the project successful by aligning everyone to its goals.
Listen actively
Active listening helps you understand your team’s needs and build trust. You can get valuable insights into their challenges and the support they need. It will make team meetings meaningful instead of just status updates.
During conversations, focus on what your team members say without interrupting or offering solutions too early. Validate their feelings and thoughts by acknowledging their input.
Active listening will improve team collaboration, motivate individual team members to share their ideas and boost team productivity.
Encourage innovation and creativity
Creating an environment where innovation and creativity can thrive will lead to the development of game-changing solutions. Allowing team members to explore new ideas will improve their technical skills and increase investment in the project’s success.
Support experimentation by providing the right tools and resources. Encourage brainstorming sessions during team meetings and allocate time for your team to work on passion projects or professional development opportunities.
Celebrating creative solutions and learning from failures will also play a big role in promoting a culture of innovation. It will not only improve team members' skills but also drive the overall success of the software development team.
Conclusion About Managing A Software Development Team
Managing a software development team is an art and a science. It's a mix of clear communication, strategic planning, and project management tools to track progress and task completion.
You create an environment where innovation happens by opening up communication and getting team members to share their thoughts.
Setting goals and using the right project management tools will help streamline the development process and keep your team focused and on the same page. Remember to adapt your management style to your technical team and the project you're leading.
Agile will give you flexibility and responsiveness so your software development team can manage changes and deliver the best solution. By valuing each team member's input and promoting continuous improvement, you'll set your project and team up for success.
FAQs About Managing a Software Development Team
Let’s answer the most common questions about software development team management.
To manage a software development team effectively, communicate clearly and set measurable goals. Use project management tools to track tasks and deadlines. Encourage feedback and be open to your team’s ideas. Building trust is key to creating a collaborative environment.
A well-structured team usually has roles like developers, testers, project managers and product owners. Each role focuses on specific tasks to ensure smooth project flow. Balancing skill sets among team members will help to tackle diverse challenges.
Managing a big team means breaking the team into smaller chunks. It will make communication and management easier. Assign team leaders for each group to handle day-to-day tasks. Regular check-ins and updates will keep everyone aligned with project goals.
When organizing a developer team, ensure each member knows their role and responsibilities. Use daily stand-ups to sync tasks and solve any blocks. Agile methodologies will help the team to be flexible and responsive. Tools like project management software will help to keep everything organized across all tasks.
