How to build an extended team that is part of your company
If your company is growing rapidly, navigating a competitive landscape, or simply juggling too much in your marketing or development pipelines, you’re probably already on the hunt for extra support.
Traditionally, the choice comes down to two options: embarking on the lengthy (and expensive) process of recruiting new hires, or outsourcing the work to an external agency or freelancer. But there’s a third option—one that combines flexibility with collaboration: the extended team model. This approach is perfect for brands with fast-changing or unpredictable needs, where there’s no time for extended briefings or onboarding delays. With an extended team, you can access top-tier professionals—whether they’re across the globe or around the corner—while staying firmly in control of your projects. It’s the ideal way to scale your team and capacity without sacrificing agility or teamwork. Find out what it means.
What is an extended team?
Ah extended team works alongside your internal team but are not directly employed by your company. This model allows you to access talent from anywhere in the world, whether it's a software developer from another country or a designer down the street, while maintaining full control over your projects and operations.
In essence, an extended team acts as an external extension of your core team. They integrate seamlessly into your existing workflows, processes, and culture, often working on long-term projects or ongoing tasks. These professionals become fully immersed in your company’s goals and vision, making them feel like a natural part of your team, even though they may not be physically present in your office.
The extended team model combines the flexibility and scalability of outsourcing, with the direct oversight and control you have with an in-house team
What makes the extended team model unique is its ability to combine the flexibility and scalability of outsourcing, with the direct oversight and control you have with an in-house team. It’s a highly effective solution for businesses looking to scale quickly, fill specific skill gaps, or manage fluctuating workloads without the long-term commitments or overhead costs associated with traditional hiring.
Of course, building an extended team comes with its own set of challenges. You don’t want distant freelancers who feel like guests in your business, but people who celebrate your wins as their own.
Here are the key traits of an extended team:
Flexible Work Modes: Team members can work online, on-site at your office, or in a hybrid setup to suit your needs.
Variable Time Commitment: Professionals can be allocated for just a few hours per week or dedicated 100% to your projects.
Direct Integration: Team members typically report directly to and are managed by someone in your organization, ensuring seamless collaboration.
Adjustable Duration: Engagements can last a month, cover specific projects, or extend indefinitely based on your evolving requirements.
Customized Expertise: Extended teams are a great fit if you need content managers, social media strategists, graphic designers, SEO specialists, or even project managers to keep everything on track.
When to use an extended team
The extended development team model makes sense in these key scenarios.
1. When you need specialized skills
If your project requires expertise that your in-house team lacks, the extended team model allows you to tap into global talent pools and bring in the specific skills you need. Whether it's a niche technology, advanced programming knowledge, or specialized design skills, an extended team enables you to access experts who can deliver high-quality results.
2. When scaling quickly
Business needs can change rapidly, and sometimes you need additional resources to meet growing demand. The extended team model allows you to scale up quickly, bringing in talent on a temporary or project basis without the lengthy process of recruiting, hiring, and onboarding full-time staff.
3. When you want to keep costs manageable
Hiring full-time staff can be expensive. The extended team model allows you to bring in external talent on an as-needed basis, which can be more cost-effective. You can access top-tier professionals without bearing the financial burden of hiring permanent employees.
4. When you want to maintain full control
Unlike traditional outsourcing, where an external agency may take full control of your project, the extended team model keeps you in the driver’s seat. You maintain oversight of the project direction, timelines, and quality, while your extended team works alongside your in-house team to help achieve your business goals.
5. When your in-house team is already maxed out
If your internal team is at capacity and struggling to keep up with ongoing tasks, an extended team can alleviate the pressure. By adding external talent to tackle specific tasks or projects, you ensure that your core team remains focused on their highest-priority work while still meeting project deadlines and deliverables.
6. When you need short-term support
For businesses with a one-off project or an urgent need, an extended team is the perfect solution. You can quickly bring in professionals for short-term support, allowing you to meet project deadlines without the commitment of hiring full-time staff. This provides flexibility without sacrificing quality.
7. When you have a high volume of unplanned activities
Some industries, like marketing or event management, often face unpredictable workloads and tight deadlines. An extended team provides the flexibility to respond to unplanned activities, ensuring you have the capacity to deliver, even when the unexpected happens. For instance, preparing for a major marketing campaign or handling last-minute event logistics becomes much more manageable with an extended team.
8. When things change quickly
Industries or projects prone to rapid shifts—such as technology, marketing, or events—often require quick pivots. Whether it’s adapting to a competitor’s new feature, shifting campaign strategies, or responding to unforeseen circumstances, an extended team offers the agility to adjust and scale with minimal downtime. With additional expertise on hand, you can stay ahead in a fast-moving landscape.
Extended team vs hiring vs agency model vs freelancers: which is right for you?
Choosing the right approach to expand your team can be challenging. Here’s a breakdown of the key differences to help you decide which solution fits your needs:
Extended Team
Extended teams work as an extension of your in-house team, offering a mix of remote and/or on-site professionals with specific skills. They are highly adaptable, providing just the right level of involvement—whether a few hours per week or full-time allocation. This approach maintains collaboration and team culture, and professionals report directly to you.
Best for: Companies needing flexible, scalable support that integrates seamlessly with their internal teams.
Cons: Requires clear communication and management, as you'll retain control over daily workflows.
Hiring Full-Time Employees
This option ensures full ownership and continuity of work. Hires become part of your company culture and deeply understand your goals and vision.
Best for: Companies with long-term, stable needs requiring specialized expertise.
Cons: Lengthy and costly recruitment and onboarding processes. Limited scalability and flexibility for short-term or rapidly changing demands.
Hiring an agency
Digital agencies, like Articulate, provide end-to-end services, leveraging their expertise, tools, and teams. They often specialize in specific areas like branding, advertising, or software development, delivering results quickly.
Best for: Businesses seeking a fully outsourced solution with minimal day-to-day involvement.
Cons: Not so adaptable for unplanned needs as it is still reliant on rigid planning.
Hiring Freelancers
Freelancers are cost-effective and easy to onboard for specific tasks like graphic design, content writing, or app testing. They bring specialized expertise without long-term commitment.
Best for: Small-scale, specialized tasks or one-off projects.
Cons: Limited availability and commitment. Managing multiple freelancers can become overwhelming and may lack the cohesive teamwork needed for complex projects.
How to build an extended team
Here’s how to select, build and develop your extended team.
1. Spot the projects that need extra hands
Before you think about hunting for talent, you need to identify where the help is needed. Not every project requires an extended team. So, take a good hard look at what’s coming down the pipeline, and decide:
Which projects are too big or too complex for your in-house team to handle alone?
What new skills or specific expertise will be needed that your current team doesn’t possess?
Which tasks or deliverables could be done better by someone with specialized experience?
It’s all about strategic allocation of your resources. You need to know which projects are worth your extra effort – and those are the ones you’ll assign to your extended team.
2. List the skills you’re missing
Now that you know where the work lies, it’s time to map out exactly what’s missing in your team’s arsenal. Take a deep dive into the skills matrix:
Are you short on developers who specialize in a specific tech stack?
Do you need designers who know how to create intuitive, user-friendly interfaces?
Is your project more on the creative side, requiring content creators, strategists, or marketing experts?
Don’t just focus on technical skills – consider things like communication, project management, and cultural fit. A developer might write perfect code, but if they can’t work well with your in-house team, it’s not worth it.
3. Find the right partner
Now that you’ve figured out what you need, it’s time to start your search. You need to target specific expertise. Your partner should have a proven track record, a deep bench of talent, and an understanding of your unique needs.
At Articulate, we specialize in providing tailored extended team solutions to fit your business’s goals. Whether you need a single expert to fill a skills gap or an entire team to manage a project, our approach is designed to maximize efficiency and minimize overhead. Here’s how we do it:
Focused Expertise: We match you with professionals who specialize in your industry or technology needs, ensuring you get top-tier talent for every role.
Flexible Engagement: Need a dedicated resource for six months or just a few hours a week? Our flexible approach adapts to your timelines and project demands.
Seamless Integration: Our extended teams integrate directly into your workflows, working alongside your in-house team as an extension of your capabilities.
Proven Results: With a track record across industries, we provide both strategic guidance and hands-on execution to deliver results that matter.
4. Make your extended team feel like they belong
Now, it’s time to make the newcomers feel like part of the team – because they are.
Onboard with purpose: Get them up to speed quickly. Share your vision, your goals, and the ‘why’ behind the project. Let them understand where they fit in the bigger picture.
Define expectations up front: Set clear expectations about the work and the work culture. From daily stand-ups to when they can ask for feedback, make sure everyone is on the same page from day one.
Don’t skip the social: Take time to bond. Team lunches, Slack chats, or just casual check-ins are important to keep the chemistry and collaboration.
Involve them in key decisions: Bring them into the fold. Ask for input, let them contribute ideas, and make them feel like their opinion matters.
5. Monitor, adjust, and celebrate
Building the right team is an ongoing effort to ensure everyone stays on track and motivated. Here’s how you keep everything in check:
Monitor performance, not just hours: It’s not about how much time they’re spending on the clock; it’s about the quality of the output. Regular check-ins and feedback loops are key to keeping things moving.
Be open to adjusting the plan: If something’s not working, fix it fast. This might mean reallocating responsibilities, offering more support, or rethinking the communication flow.
Celebrate wins: Public recognition goes a long way in boosting morale and maintaining momentum.
Articulate, tailored talent exactly when you need it
Building an extended team that feels like part of your company takes effort, but the payoff is immense: loyalty, creativity, and an unstoppable sense of teamwork. With our extended team services, you get team members who align with your culture, goals, and way of working. We bring the right talent to your doorstep, so you can focus on what matters: growing your business with a team that feels like your own. Reach out today and discover how we can tailor talent to fit your exact needs.