Staff Augmentation Best Practices: Scale Your Team Efficiently

Discover the power of Staff Augmentation Best Practices in IT. Optimize team efficiency, transparent communication, and successful project outcomes.

Staff Augmentation Best Practices: Scale Your Team Efficiently
Written by
Dynamic and agile Digital Marketing Executive with a growth mindset.
Iman Hossain
Digital Marketing Executive
Published on
March 5, 2024
Read time
10 min

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Enhancing business capabilities through staff augmentation is an essential strategy. The right team is crucial for success in today's dynamic business environment. A trend gaining popularity, staff augmentation is one of the best ways to fill skills gaps and handle projects efficiently. IT Staff Augmentation Best Practices can unlock business success for your company. This guide explores critical practices for building a solid team and overcoming challenges in the dynamic world of IT. Optimize your business with strategic team-building and staff augmentation; use our guide to choose the right provider for seamless project success and elevate your business.

Hiring more people temporarily to help with work is a perfect way for companies to grow, be more creative, spend less money, and get things done faster. A lot of businesses like doing this, especially since the COVID-19 pandemic. This way of hiring is becoming very popular and will be around for a while.

Some statistics say that the global market for getting outside help with IT work was worth $92.5 billion. Only 35% of the job for tech jobs wanted people to work from home. But after the pandemic, these numbers went up a lot. Now, the market for getting IT help is worth $132.9 billion, and more than 77% of tech job ads are looking for people who can work remotely. This trend is expected to keep growing in the coming years.

Implementing Staff Augmentation Best Practices: Why You Must Do Team Build Exercises

Team unity activities and exercises foster a successful and productive work environment. Here are some key reasons why they're needed: 

  1. Collaboration and communication improvement

Sharing experiences outside the usual work routine helps team members break down barriers, learn each other's communication styles, and build trust.

  1. Increase motivation and team cohesion

Fun and engaging team-building activities can boost spirits, motivation, and engagement. This results in happier employees who are more invested in their work and the team's success.

  1. Develop leadership skills

Leading exercises can allow team members to step outside their comfort zones and take on leadership roles. The process helps identify potential leaders and builds team confidence.

Reduce conflict resolution issues. Communication and trust foster team building, prevent misunderstandings and reduce conflict resolution issues while equipping team members with the tools to resolve conflicts constructively.

  1. Inspire innovation and creativity

During team-building activities, solutions can be brainstormed and creative possibilities explored. Team-building activities also provide an opportunity to build trust and collaboration between team members, which is essential to the success of any project. Additionally, these activities can motivate team members to think outside the box and provide a fresh perspective on the task.

10 Best Practices for Successful IT Staff Augmentation

In today's rapidly evolving IT landscape, businesses often face talent gaps and the need for additional expertise. IT staff augmentation offers a flexible and efficient solution to fill these gaps, allowing companies to scale their teams quickly and cost-effectively. However, for successful staff augmentation, implementing certain best practices is crucial.

1. Know Project Deadlines

Clearly define project deadlines and ensure everyone involved is aware of them. This helps prioritize tasks, track progress, and avoid last-minute stress and potential project delays.

2. Identify Talent Gaps

Thoroughly assess your current team's strengths and weaknesses. Identify specific skill sets and expertise missing to achieve project objectives. This allows you to target the right talent for augmentation.

3. Utilize Advanced Tools and Technologies

Leverage modern project management and communication tools to facilitate collaboration between internal and augmented staff. Consider platforms like Slack, Asana, or Trello for efficient task management, file sharing, and real-time communication. Don’t hesitate to pay for your team’s productivity.

4. Document Everything

Create detailed documentation for all project processes, including requirements, workflows, and technical specifications. This ensures clarity, consistency, and knowledge transfer, allowing augmented staff to quickly onboard and become productive.3

5. Communicate Transparently

Maintain open and transparent communication with all stakeholders, including internal team members, external professionals, and project managers. Regular updates, clear expectations, and immediate feedback are crucial for smooth collaboration and successful project outcomes. In the context of Staff Augmentation, transparent communication is essential to ensure a seamless integration of external professionals with your internal team. 

Here are some examples of transparent communication practices in the context of Staff Augmentation:

1. About deadlines: Communicate the project's overall goals and objectives to your internal team and the augmented Staff. For example: Hold a kick-off meeting where you outline the project's mission, key milestones, and desired outcomes to all stakeholders, emphasizing the collaborative nature of the endeavor.

2. About expectations: Clearly define the roles and responsibilities of both internal and augmented Staff. Provide a detailed document or presentation that outlines the specific roles of each team member, whether internal or augmented and how they contribute to the project's success.

3. Progress Updates: Schedule regular progress updates to inform all stakeholders about the project's status. This can include achievements, challenges faced, and the overall trajectory of the project. Set up weekly or bi-weekly status meetings where the augmented Staff shares their progress, and internal team members can provide feedback or address any concerns.

4. Immediate Issue Resolution: Encourage immediate communication of any issues or roadblocks faced by the augmented Staff. Establish an open-door policy where team members are encouraged to report any issues they encounter regardless of affiliation. Implement a system for prompt issue resolution or escalation if needed.

5. Feedback Mechanism: Create a feedback loop for continuous improvement. Regularly seek internal and augmented Staff feedback on the collaboration process, project management, and any areas that can be enhanced.

By implementing these transparent communication practices, you can foster a collaborative and productive environment, ensuring the success of your project through Staff Augmentation.

6. Track External Professionals' Performance

Establish performance metrics to track the effectiveness of augmented staff. This could include metrics such as task completion rates, quality of work, and adherence to deadlines. Regular performance reviews help identify areas for improvement and ensure augmented staff are meeting expectations. 

Tracking the performance of external professionals in IT Staff Augmentation involves implementing specific metrics and utilizing relevant tools to measure and evaluate their contributions. Here's a guide on how to track external professionals' performance in IT Staff Augmentation:

Performance Metrics:

1. Task Completion Rates 

Metric: Measure the percentage of assigned tasks completed by external professionals within the given time frame.

Tool: Project management tools like Jira, Trello, or Asana can be used to track task progress and completion.

2. Quality of Work

Metric: Assess the quality of deliverables produced by external professionals through code reviews, testing, and adherence to coding standards.

Tool: Code review tools (e.g., GitHub, Bitbucket) and automated testing tools can help evaluate code quality and deliverables.

3. Adherence to Deadlines

Metric: Monitor the ability of external professionals to meet project deadlines and milestones.

Tool: Project management tools with timeline features, such as Gantt charts, can help visualize and track deadlines.

4. Communication and Collaboration

Metric: Evaluate the effectiveness of communication and collaboration between internal and external team members.

Tool: Collaboration platforms like Slack, Microsoft Teams, or communication logs within project management tools can provide insights into team interactions.

5. Problem Resolution Time

Metric: Measure the time external professionals take to address and resolve issues or roadblocks.

Tool: Incident tracking tools or project management systems can help record and monitor the resolution time for reported issues.

Performance Review Process:

Regular Check-ins

Schedule regular one-on-one or team check-ins to discuss progress, challenges, and goals.

Tool: Video conferencing tools (e.g., Zoom, Google Meet, Microsoft Teams) for virtual meetings.

Feedback Loops

Establish channels for continuous feedback from both internal and external team members.

Tool: Use surveys, feedback forms, or dedicated communication channels within collaboration platforms.

Design and Track KPIs

Crafting an effective performance review strategy involves several key steps. Let's break down a comprehensive approach, ensuring it's tailored to your product development goals and employee roles while incorporating recommended tools:

Establish Clear Key Performance Indicators (KPIs):

  • Relevance: Select KPIs that align directly with product development objectives and individual responsibilities.
  • Clarity: Opt for easily understandable and measurable KPIs.
  • Balance: Include a blend of quantitative (e.g., bugs resolved) and qualitative (e.g., code review quality) metrics.

Examples of KPIs:

  • Bug discovery rate
  • Bug resolution rate
  • Velocity (story points per sprint)
  • Sprint points (total work value per sprint)
  • Code quality (measured through reviews and analysis tools)
  • Customer satisfaction
  • Team collaboration (evaluated through peer feedback and surveys)

Consistent KPI Tracking:

  • Tools: Employ project management tools like Jira, ClickUp, or Trello for centralized and organized KPI tracking.
  • Regular Reviews: Conduct frequent reviews (weekly, bi-weekly, or monthly) to identify trends and address concerns.
  • Visualize Data: Utilize dashboards and charts to create visualizations for better comprehension.

Effective Performance Reviews:

  • Scheduled Reviews: Establish regular performance review intervals (quarterly or annually) for in-depth discussions.
  • Structured Conversations: Structure reviews around specific KPIs, providing clear examples and discussing areas for improvement.
  • Employee Input: Encourage employees to share their perspectives, challenges, and growth goals.
  • Actionable Feedback: Offer specific, actionable feedback to guide performance improvement.
  • Development Plans: Collaborate on creating development plans addressing skill gaps and growth areas.

Leverage Performance Review Tools:

Specialized Tools: Consider using dedicated performance review tools such as:

  • 15Five: Encourages frequent feedback and continuous performance discussions.
  • Lattice: Provides a platform for continuous feedback, goal setting, and performance reviews.
  • Culture Amp: Focuses on employee engagement and culture, encompassing performance management features.
  • Betterworks: Offers a comprehensive performance management suite with goal setting, KPI tracking, and reviews.

By following this approach, you'll create a tailored and effective performance review system, fostering continuous improvement and employee growth.

Performance Reviews

Conduct regular performance reviews, whether quarterly, bi-annually, or annually, to comprehensively assess performance.

Tool: Human Resource Management Systems (HRMS) or specialized performance management tools.

Training and Development

Based on performance reviews, identify areas where additional training or development is required.

Tool: Learning Management Systems (LMS) for training programs and skill development.

By implementing these metrics and utilizing the corresponding tools, organizations can effectively track and manage the performance of external professionals in IT Staff Augmentation, ensuring alignment with project goals and continuous improvement.

7. Arrange Team Building Exercises

Creating a strong team and efficiently managing projects are key ingredients for success in any organization. Let's explore a guide that combines both aspects:

Team Building Activities:

  • Ice-breaking Games:
    At the very beginning of forming your team, arrange ice-breaker games to engage your teams among themselves. Considering games like, Who am I, Two truths and a lie, pictionary, etc.
  • Virtual Escape Room:
    Explore platforms like "Escape Hunt Online" for immersive puzzles and scenarios. Perfect for remote teams to collaborate and strategize.
  • Problem Solving Games:
    Engineers love to solve problems. Craft some unique brain teaser problems in coding, mathematics, physics, product design, etc. and ask your remote teams to solve the problem in groups.
  • Virtual Coffee Breaks:
    Schedule regular video calls for informal chats. This fosters connections among team members, boosting morale.
  • Collaborative Games:
    Use online platforms like Kahoot! or Quizizz for trivia games or icebreaker activities. Encourages friendly competition and learning.
  • Virtual Talent Show:
    Inspire team members to showcase hidden talents through a virtual talent show. Promotes self-expression and a sense of community.

By incorporating these activities, you not only enhance team dynamics but also create an environment where projects are efficiently managed through improved communication and collaboration.

Challenges you may face doing IT Staff Augmentation without following the Best Practices

If team building is neglected in IT staff augmentation, several issues can arise, hindering performance and creating a negative work environment. The following are some of the most common problems:

  • Poor communication and collaboration: Poor communication leads to miscommunication, lack of trust, and duplicate efforts, all of which can lead to poor team performance and missed opportunities.
  • An absence of morale and engagement: Employees who are not engaged are less productive and less motivated, which may lead to higher turnover rates.
  • Problem-solving inefficiency: Ineffective problem-solving may be caused by a lack of collaboration and trust.
  • Lack of leadership potential: When potential leaders are not allowed to develop their leadership skills, teams cannot grow and develop.
  • Intensified conflict and negativity: Lack of trust and poor team performance can easily escalate into conflict, creating a toxic workplace.
  • Stagnant creativity and innovation: Teams stuck in a routine may struggle to generate creative ideas and solutions, hindering progress and growth.

Team-building activities can help organizations build cohesive, productive, and creative teams. The key to achieving remarkable results together is building a great team, which works like an oiled machine.

8. Delegate Responsibilities to a Project or Team Manager

Appoint a dedicated project or team manager to oversee the augmented staff. This individual should have strong leadership and communication skills and be responsible for task delegation, performance management, and resolving issues.

9. Establish Goals and Objectives

Clearly define project goals and objectives at the outset. This helps everyone involved understand expectations, work towards shared goals, and measure progress effectively.

10. Review Agencies Before Choosing One

Carefully research and evaluate potential staffing firms and agencies. Consider factors such as experience, expertise, reputation, and ability to provide qualified professionals who align with your needs and budget. Selecting the right staff augmentation agency is crucial for your project's success. Here's a list of 10 top-rated agencies to help you make an informed choice:

Research Platforms Description User

A data-driven B2B platform connecting businesses with service providers, offering verified client reviews and market research for informed decisions.

  • Over 2 million registered users
  • Over 1 million verified client reviews
 G2 Crowd  A leading B2B review platform providing user-generated reviews, ratings, and comparisons for software and services, including staffing agencies.
  • Claims over 60 million users
  • 5 million registered reviewers

A popular online freelance marketplace where you can hire individual talent. While not an agency, Upwork offers access to a vast pool of skilled professionals with client reviews for assessment.

  • Over 20 million registered users
  • 5 million clients
 Toptal Focuses on connecting businesses with the top 3% freelance talent. Their rigorous screening process ensures access to highly qualified professionals, with valuable insights from client testimonials.  
  • Estimates suggest around 3 million registered users
  • Smaller pool of actively reviewed top talent
 Glassdoor Known for company reviews, Glassdoor also features employee reviews of staffing agencies, offering insights into agency culture and employee satisfaction.
  • Over 80 million monthly unique visitors
  • 50 million employee reviews (not specific to staffing agency reviews)
The Manifest Similar to Clutch, The Manifest connects businesses with B2B service providers, offering agency profiles, client reviews, and awards for informed choices.
  • User numbers not publicly available
  • Claims to have helped millions of businesses find B2B service providers
 Built In Focuses on connecting tech professionals with companies and agencies. Their platform features company profiles, employee reviews, and insights into company culture, particularly helpful for evaluating tech talent agencies.  
  • Estimates suggest over 1 million registered users
  • Primarily tech professionals and companies
 Comparably  Offers salary data and compensation insights, including information on typical salaries for specific roles at different staffing agencies. Useful for negotiating rates and ensuring fair value.  
  • User numbers not readily available
  • Focus on salary data rather than user reviews
 Hired  A talent marketplace connecting companies with pre-vetted tech professionals. While not exclusively a staffing agency, Hired provides access to a curated pool of talent with client testimonials.  
  • User numbers not publicly disclosed
  • Likely smaller user base due to focus on pre-vetted tech professionals
Design Rush DesignRush is your guide to finding the best professional agencies, categorized by their areas of expertise. They analyzed and ranked hundreds of agencies to help brands find top full-service agencies, web design companies, digital marketing firms and top technology companies.
  • Agency directory
  • B2B Projects marketplace

Some Other Reliable Practices for IT Staff Augmentation

Find a Reliable Vendor 

Partner with a reputable and experienced IT staff augmentation agency with a proven track record of delivering high-quality talent.

Have Clear Standards

Establish clear standards for the skills, experience, and qualifications you expect from augmented staff.

Be Involved Throughout the Project Execution Process

Maintain regular communication and engagement with the augmented team throughout the project lifecycle. This ensures you stay informed of progress, promptly address concerns, and offer guidance and support as needed.

By following these best practices, companies can leverage IT staff augmentation effectively to achieve their business objectives, enhance project outcomes, and gain a competitive edge in the digital age. Successful staff augmentation creates a collaborative environment where internal and external teams work together seamlessly toward shared goals.

7 Easy Steps to Choosing a Staff Augmentation Provider

In today's fast-paced business environment, having the right talent on hand is crucial for success. But sometimes, finding that talent can be a challenge. That's where staff augmentation comes in. This flexible solution allows you to access skilled professionals on a temporary or contract basis, filling gaps in your workforce and scaling your team to meet specific needs.

But with so many staff augmentation providers out there, choosing the right one can feel overwhelming. Fear not! Follow these seven easy steps to find the perfect match for your business:

1. Define Your Needs

Start by clearly defining your specific requirements. What kind of expertise are you looking for? What tasks do you need help with? What level of experience and skills are essential? A clear understanding of your needs will help you focus your search and avoid wasting time on unsuitable providers.

2. Research Potential Providers

Once you know what you need, start researching potential staff augmentation providers. Look for companies with a strong reputation and a proven track record in your industry. Check their website for information about their services, expertise, and experience. Be sure to read case studies and testimonials from past clients to get a sense of their work quality and customer satisfaction.

3. Verify Skills and Expertise

Don't just take a provider's word for it. Verify their skills and expertise by reviewing their team's credentials and certifications. Ask for detailed information about their experience in relevant projects and technologies. Look for providers who invest in ongoing employee training and development, ensuring you have access to the latest skills and knowledge.

4. Evaluate Communication Protocols

Effective communication is vital for a successful partnership. Evaluate the provider's communication protocols and ensure they align with your expectations. Consider preferred communication channels, response times, and reporting procedures. Clear and consistent communication will be critical to smooth project execution and meeting your goals.

5. Discuss Contract Options

Staff augmentation offers various contract options, each with its advantages and disadvantages. Discuss your desired contract type with each potential provider, such as fixed-price, hourly, or retainer models. Before signing any agreements, be sure to understand the terms, including duration, deliverables, and payment schedules.

6. Consider Cultural Differences

If you're considering a provider with a global team, be mindful of potential cultural differences. Ensure they understand your company culture and communication styles to avoid misunderstandings and ensure smooth collaboration.

7. Choose the Right Fit

Ultimately, the best staff augmentation provider is the one that best fits your specific needs and company culture. Take your time, research thoroughly, and choose a provider that possesses the necessary skills and experience, shares your values, and understands your vision.

Following these seven steps, you can confidently choose the right staff augmentation provider and unlock the benefits of a flexible, scalable workforce. Remember, the perfect partner can be a game-changer for your business, enabling you to achieve your goals and reach new heights of success.

Elements to Consider for Staff Augmentation

As a decision-maker or entrepreneur seeking to hire IT professionals, begin by evaluating the capabilities of staff augmentation firms. Please pay close attention to their distinctive skills and the cutting-edge technologies applied in past projects. Consider additional factors that contribute to their overall performance.

  • Examine Proficiency
  • Prior Endeavors
  • Customer Feedback
  • Scrutinize Corporate Profile
  • Initiate a Cold Call or Seek Validated Consultation
  • Team Personnel
  • Communication Approach
  • International Presence
  • Inspect Platforms like Clutch, Glassdoor, TopFirms, SoftwareSuggest and Designrush
  • Transparent Costing
  • Deployment Timelines
  • Time Zone Alignment
  • Linguistic Compatibility

Ontik Technology As Your Staff Augmentation Partner

Choosing the right staff augmentation company is crucial for project success. Opting for a trusted partner, such as Ontik Technology, enhances the likelihood of achieving positive project outcomes.

With over 7+ years in the industry, we have a wealth of successfully completed 220+ projects with satisfied clients from 20+ countries. Tap into our extensive network of over 60+ developers, and rest assured that we can fulfill your requirements and exceed your expectations. Let's initiate the process with a consultation. Ontik Technology was on the fast track to success, with rapid expansion in just a few years. They should be on your radar if you're searching for results-driven, top-notch IT talent coupled with cost-effectiveness. 


Staff augmentation is a valuable strategic approach for businesses to address talent gaps and boost productivity. Implementing the Staff Augmentation Best Practices discussed in this guide, from clearly defining project deadlines to transparent communication, is crucial for successful augmentation outcomes. By partnering with a reliable staff augmentation provider like Ontik Technology, you can gain access to skilled professionals, enhance project execution, and drive your business to new heights. Remember, choosing the right partner is critical to unlocking the full potential of staff augmentation and achieving your strategic goals.