Orchestrating Success: A Comprehensive Approach to Seamless Collaboration with Multiple Partners

March 18, 2024

In the ever-evolving landscape of software development, successfully managing projects with multiple partners is a complex endeavor. One of the primary challenges of multi-partner projects is striking a balance between diverse perspectives, working styles, and organizational cultures. Each partner brings their own set of strengths and idiosyncrasies to the table, enriching the collaborative process but also introducing potential points of friction. Navigating these differences and fostering a culture of mutual respect and understanding is essential for fostering productive collaboration and driving project success. At SpinDance, we’ve honed a comprehensive approach that goes beyond task management. In this article, we’ll guide you through our refined process, from the initial stages of getting started to continuous improvement, shedding light on what makes our collaborative projects thrive.

Building the Foundation for Success

Embarking on a collaborative project requires a solid foundation. We begin by establishing key points of contact and ensuring clear lines of communication. Establishing roles across all organizations comes next, along with defining responsibilities and fostering a sense of structure within the team.

An integral component of our approach is the establishment of an all-encompassing project manager or project leadership team that oversees all partners from a high-level. While SpinDance can fill this role and provide overarching project management, our experience has shown that having customer-appointed project leadership is invaluable. This enables effective communication channels back into the customer’s organization for timing and project health, ensuring seamless integration and allows all partners to have one key point of contact with the client. 

During the planning phase, it is also essential to identify tools and communication channels. It is vital that all partners know what platform is to be used to asynchronously discuss items throughout the project execution. SpinDance recommends creating a Slack channel where the team can collaborate. Removing barriers to quick communication can have a huge impact on project efficiency.

The importance of laying the foundation of ONE team across partners cannot be overstated. We advocate for a collaborative environment where partners work cohesively toward shared goals, avoiding silos and fostering a culture of collective responsibility.

Setting the Stage for Success

A successful project begins with meticulous planning. We advocate for clearly setting goals and milestones, breaking down complex objectives into achievable steps. Identifying dependencies between teams early on ensures a smooth flow of work, preventing bottlenecks that could hinder progress.

Establishing meeting cadences next is key. We are rooted in Agile principles, with regular check-ins and communication cadences serving as touchpoints for collaboration within the Scrum methodology. They provide a structured rhythm to our projects, fostering transparency, enabling quick issue resolution, and maintaining alignment throughout the dynamic project lifecycle. The iterative nature of Scrum ensures that teams remain adaptable, responsive to feedback, and consistently focused on delivering incremental value.

The active participation of our customers and partners is invaluable, especially in our Sprint Reviews (Demos). This is one key meeting we require all stakeholders to attend and it takes place every two weeks. Feedback and interaction play a pivotal role in shaping the product incrementally, ensuring alignment with evolving requirements and enhancing overall project success. Having customers and partners heavily engaged in these iterative reviews not only fosters transparency but also strengthens collaboration, allowing for real-time adjustments based on their insights. We recommend all partners do their demos at the same meeting if possible to increase visibility to progress and potential risks across all involved. Overall project success hinges on the active participation of everyone in these bi-weekly demos.

Other cadences that we’ve established outside of the standard Scrum model are Status Calls and All Team Meetings. The status call is held bi-weekly with the project leaders from the SpinDance team and the customer’s key stakeholders. The status call enables communication of project metrics, health, risk and timelines further establishing transparency into how the budget is progressing and being spent. For multi-partner projects, we highly recommend finding a rhythm that makes sense for an All Teams Meeting in which all partners are involved. This event should be run by the all-encompassing project manager identified in the planning stages. Our typical agenda includes a review of open action items, discussion of next steps, risk mitigation, dependency identification and tracking to closure, and timeline discussions to ensure that all partners are efficiently working towards the same goal.

Meticulous planning and effective meeting cadences are essential pillars for project success. By adhering to Agile principles and utilizing methodologies like Scrum, teams can foster collaboration, transparency, and adaptability throughout the project lifecycle. Customer and partner engagement, particularly in Sprint Reviews, plays a pivotal role in shaping the product and ensuring alignment with evolving requirements. Establishing additional cadences such as Status Calls and All Team Meetings further enhances communication and transparency, particularly in complex multi-partner projects. Ultimately, the active participation of all stakeholders in these meetings is paramount, ensuring that teams remain focused, adaptable, and consistently deliver incremental value towards achieving project goals.

Adapting and Thriving Together

In the ever-changing landscape of collaborative projects, continuous improvement is paramount. Regular retrospectives with the team on roles, project structure, communication and cadences are essential, providing opportunities to identify areas for improvement. We recommend having these meetings every two weeks following a Sprint Review. Embracing flexibility and being open to adjustments ensures adaptability in the face of challenges and changing circumstances.

Open communication remains a cornerstone. Maintaining channels for feedback and dialogue fosters an environment where concerns can be addressed promptly. We encourage a collective mindset within the team, emphasizing that success is a shared journey, with each individual and partner playing a vital role.


Success in collaborative projects with multiple partners requires a comprehensive approach. By following our refined process, your projects can thrive, creating a harmonious collaboration that leads to outstanding results.