The Best Way To Manage Software Developers

Managing a team of software developers can feel like a juggling act—trying to keep everything on track while avoiding the pitfalls of micromanagement. The more you dive into the details, the more you risk becoming the bottleneck. I’ve been there, and I can tell you, it’s not sustainable.

If you're constantly answering questions, resolving minor issues, and getting pulled into every task, not only will your team slow down, but you’ll burn out. So, what's the solution? A system that empowers your team to work independently while keeping quality high. Here’s how

The Bottleneck Problem

One of the most common issues in managing software developers is becoming the team’s personal help desk. It starts innocently enough: answering a few questions here and there. But soon, you’re the gatekeeper for every decision, approval, and problem that arises.

The result? Your team stalls, waiting on you for feedback, while you spend your day in a never-ending loop of answering the same questions. You’ve gone from leading the team to becoming the biggest roadblock in their productivity.

The fix: Empower your team to work autonomously by setting clear expectations and systems that guide their work—without needing your constant input.

How to Build a Self-Organizing Team

The goal is simple: create a team that doesn’t rely on you for every little decision. Picture an ant colony or a beehive. Ants don’t run back to the queen every time they encounter a leaf in their path. They follow basic, clear rules and accomplish complex tasks independently.

Your development team needs the same framework: simple, straightforward rules that allow them to move forward without needing constant oversight.

Here’s how you can do it:

My 5 Rules for Managing Software Developers

To make this practical, I’ve distilled it down to five rules that have transformed how I manage teams. These rules allow your team to focus, collaborate, and solve problems without dragging you into the weeds.

1. One Record Per User Story

This rule is a game changer. Every feature or task should be linked to a single user story, whether you’re using Jira, Trello, or any project management tool. All the discussions, mockups, and code questions should happen within this one record.

Why? It creates a single source of truth. No more scattered files or conversations—it’s all in one place, making it easier for your team to stay organized.

2. Attach Everything to the User Story

Don’t let relevant information get lost in Slack threads or email chains. Attach everything—mockups, notes, discussions, and code snippets—directly to the user story record.

This allows anyone, even someone new to the project, to jump in and see everything they need to understand the task at hand. No more wasting time hunting down info across multiple platforms.

3. Create a Clear Workflow with Simple Steps

Your team should never be confused about what comes next. A predictable workflow with clearly defined steps allows them to move seamlessly from one phase to the next. Here’s a simple example:

1. Wireframe

2. Mockup

3. Backend Development

4. Frontend Development

5. Integration

6. Testing

7. Deployment

With this structure in place, each developer knows where they stand and what their next task is. It eliminates bottlenecks caused by waiting for approvals or unclear instructions.

4. Focus on Your Column

In a Kanban-style workflow, each developer is responsible for the tasks in their column. This means that if you’re in charge of backend development, your only focus should be on those tasks—no need to worry about what’s happening elsewhere in the workflow.

This rule prevents distractions and keeps the team focused on moving tasks forward.

5. Move Tasks Right When Done, Left When Stuck

When a developer finishes a task, they should move it forward in the workflow immediately—no delays. However, if they get stuck or don’t have enough information to proceed, they should move the task back to the previous person or phase to get what they need.

This keeps the workflow moving smoothly and prevents tasks from getting stuck in limbo, waiting on someone to notice.

The Secret to Success: Trust and Autonomy

Now, none of these rules will work if you don’t trust your team. If you’re constantly checking every detail and second-guessing their decisions, you’ll still end up being the bottleneck.

Trust your developers to take ownership of their tasks and make decisions. Yes, you’ll need to be available for big decisions or when things get off track, but for the most part, give them the space to figure things out on their own.

High-performing developers thrive in environments where they are trusted and given the freedom to work autonomously.

The Leader’s Role: When to Step In

So, when should you step in as a leader? Only when the team genuinely needs you. Your job is to keep the project moving forward, not to micromanage. If your team can get an answer from someone else, let them.

As a leader, focus on the big picture. Keep communication open, be there for major roadblocks, but trust your team to handle most of the day-to-day challenges. When you step in sparingly and strategically, you give your team the chance to grow and solve problems independently.

Conclusion: Stop Micromanaging and Empower Your Team

Managing software developers doesn’t have to be complicated, but it does require trust, clear rules, and a system that allows your team to self-organize.

Use the five rules I’ve shared here to create a process that empowers your team, keeps projects on track, and prevents you from becoming the bottleneck. By doing this, you’ll not only make your team more efficient but also free yourself to focus on the bigger picture.