How a follow-the-sun model drives speed and innovation

Estimated reading time: 13 minutes

A follow-the-sun model could be just what your org needs to reduce downtime, encourage cross-pollination, and improve efficiency. 

The follow-the-sun model is particularly well-suited for distributed teams in software engineering. This approach leverages time zone differences, enabling continuous progress as teams in different regions hand off work at the end of their day, allowing the next team to pick up seamlessly. 

This model not only accelerates development cycles but also enhances collaboration by encouraging diverse perspectives and expertise from across the globe. In the realm of AI, where innovation is crucial, this method ensures that no time is wasted, driving faster and more efficient advancements.

How the follow-the-sun model works

For our specific case, a follow-the-sun model was particularly helpful when leveraging AI for data management. To tackle challenges like the quality and redundancy of data, we created a deep learning model that cleaned text to ensure clarity and standardization. 

Three distinct teams uphold this project. The first team is based in Asia and focuses on data sourcing and annotation. Their role is to gather and label large datasets, which are critical for training AI models. This team works during IST daytime hours, ensuring that the data is ready for the next phase by the time they finish.

Once the annotated data is complete, it is handed over to the second team in Europe whose task it is to prepare the data and apply it to the AI models. The team focuses on model implementation and optimization of model performance. 

Finally, the North American team takes over to perform the human evaluation. This team reviews the AI model(s) outputs, validates the results, and ensures that the model(s) meet the desired standards. They provide crucial feedback that can guide further improvements, and they complete the cycle before the annotated data is passed back to the team based in Asia for the next round of data collection.

This process allows for faster data collection, analysis, and experimentation, reflecting our internal findings in the graph below. By working in sequence, each team’s output becomes the input for the next, so that no time is lost. The follow-the-sun approach speeds up the research process as well as enables more rapid prototyping and iteration, helping researchers quickly identify what works and what doesn’t.

Fig.1. Internal company findings for the benefits of our follow-the-sun model.

Benefits of the follow-the-sun model

There are many advantages to a follow-the-sun approach if implemented correctly.

Reduced time-to-delivery and 24/7 productivity

The follow-the-sun model enables continuous workflow by leveraging teams in different time zones, significantly shortening the time required to achieve milestones. This model allows work to progress “around the clock,” accelerating project timelines and ensuring quicker results.

Accelerated experimentation cycles and increased flexibility

Research teams in one region can hand off ongoing work to colleagues in another time zone, who can then monitor, adjust, or initiate follow-up actions without waiting for the original team to return. This enables faster response times, smoother transitions between phases, and greater adaptability to real-time findings, creating a more agile and responsive research process.

Distributed workload 

Instead of incurring overtime costs or asking local staff to work night shifts, the follow-the-sun model distributes workload across global teams, maximizing productivity without sacrificing employee well-being. This approach reduces labor costs while preserving work-life balance, enhancing team morale, improving retention, and reducing burnout.

Enhanced knowledge sharing and cross-pollination of ideas

The follow-the-sun model fosters collaboration across diverse teams, bringing together different perspectives and expertise. This global approach enhances problem-solving and promotes knowledge sharing, as researchers in various regions contribute unique insights and methodologies. This cross-pollination of ideas can lead to innovative solutions and continuous improvement, enriching the quality of work and driving creativity.

Improved risk management and rapid issue resolution

If a problem arises during one team’s shift, it can be escalated and addressed by the next team in the rotation, minimizing downtime and reducing the risk of prolonged project delays. This continuous coverage also helps maintain quality control, as different teams can review and validate each others’ work more frequently.

Challenges and solutions of follow-the-sun

While there are myriad reasons why this model can be beneficial for your teams, orgs need to be mindful of certain drawbacks. 

Cultural differences

Working with teams across continents brings both advantages and challenges due to cultural diversity. On the positive side, it allows for a blend of different engineering perspectives. This diversity can foster innovation; however, communication styles vary significantly between cultures. Some teams may have explicit, direct communication norms, while others rely on implicit, indirect cues. To build a high-performing, globally distributed team, it’s essential to invest time in understanding these cultural differences. This includes being adaptable, open to learning, and gaining the experience necessary to navigate varied perspectives.

Suggested recommendations:

• Implement learning and training programs tailored to each culture.
• Use resources like The Culture Map by Erin Meyer to deepen cultural awareness.

Seamless communication

Clear and structured communication is essential to overcoming cultural barriers, potential conflicts, and delays. Regular group meetings for updates and information sharing are essential, as are well-defined handoff procedures and documentation. 

Suggested recommendations:

• Use comprehensive communication tools like Slack and Jira.
• Centralize work on cloud-based platforms like Confluence and GitHub for easy access and continuity.

Quality control

With tasks distributed across multiple teams, maintaining high-quality handoffs is critical, especially given regulatory requirements in the data field. To ensure consistency and compliance, implement quality checks and hold cross-region meetings at key milestones. Standardized processes, templates, and guidelines across all regions are essential. Ensure that each team has access to the same tools and a clear understanding of expectations.

A structured handover process should be established that includes detailed notes on current progress, any issues faced, and the next steps. Teams should use shared digital workspaces to track tasks and progress in real time, ensuring smooth transitions.

Rigorous reviews should take place after deliverables to expose bottlenecks or areas for improvement.

Suggested recommendations:  

• Establish quality assurance processes for each handoff.
• Schedule cross-regional meetings to verify standards and align on project goals.

Key metrics to track with a follow-the-sun model

If you’re just starting out or looking to trial a follow-the-sun model, there are some key metrics that can help you evaluate its impact on daily operations. 

Metrics for experimentation cycles

Metric	Formula	Description
Time to complete experiments	Time to completion = End time – start time	Total time taken from initiation to completion of an experiment.
Feedback loop time	Feedback loop time = Time to receive feedback + time to implement feedback	Total time taken to receive feedback and implement changes.
Percentage of projects meeting deadlines	Percentage of projects meeting deadlines = (Number of projects completed on time / total number of projects)  x 100	Success rate of projects meeting their original deadlines.

Metrics for flexibility and adaptability

Metric	Formula	Description
Adaptation time to changes	Adaptation time = Time to implement changes – initial time estimate	Time taken to adapt to new requirements or changes in project scope.
Response time to change requests	Response time = Time to acknowledge change request + time to assess feasibility	Total time taken to respond to and evaluate change requests.
Percentage of flexibility in project scope	Percentage of flexibility = (Number of changes made / total number of initial requirements) x 100	Measures how adaptable the project is to changes in scope or requirements.

While these metrics primarily focus on the follow-the-sun approach, they can be applied to any software engineering team with similar benefits.

Final thoughts

The follow-the-sun model transforms global collaboration by taking advantage of time zone differences to maintain continuous progress on projects. The process not only accelerates timelines but also fosters collaboration across cultures and disciplines, bringing diverse perspectives to problem-solving. 

While challenges like cultural differences and ensuring consistent quality can arise, structured communication, cultural awareness, and strong quality assurance processes help overcome these hurdles. 

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