What We’ve Learned from Scaling Talent

About Francesco: With over 10 years of project management experience, Francesco leads project operations and oversees IT infrastructure implementation at Forge Studios.  

One question that often comes up during my time at Forge Studios is “how do you ramp up team capacity?”  

It sounds simple, but there are multiple layers to consider. Over time, we’ve shifted from a reactive approach to a more strategic and proactive one, where we integrate new talent and tools ahead of need.

As a result, we’ve built a scalable system that enables us to grow confidently while helping new joiners feel equipped, empowered, and aligned from day one.  

Here are nine key takeaways from our journey, and practical lessons we’ve learned from scaling teams as an external visual development partner.  

#1: Look for problem-solvers, not just technical skills  

When building a team, I tend to seek individuals who combine strong technical capabilities with the right attitude. I look for people who are genuinely passionate about what they do, curious by nature, and are eager to learn. Technical skill is of course important, but so is the ability to collaborate effectively, communicate clearly, and adapt in the face of new challenges.  
 
What really stands out at Forge is someone with a problem-solving mindset. Someone who doesn’t wait for instructions but takes initiative and contributes to the bigger picture.  

#2. Know your deal breakers to spot misalignment early on   

When entering a new partnership or welcoming a new team member, I pay close attention to a few signals that might suggest things could go off track. 

Lack of clear communication is usually the first. If messages are vague or responsibilities are not acknowledged, misunderstandings can build up quickly. Another is resistance to change. We work in a field that evolves constantly, and openness to new processes or tools is essential.  

Finally, repeated delays or lack of accountability, especially early on, usually indicate deeper misalignment, whether it’s around expectations, priorities, or simply mindset. 
 
Spotting these signs early allows us to intervene constructively and avoid bigger issues down the line.  

#3. Let new joiners learn by doing (great way to test compatibility too) 

We’ve refined a structured approach over time to support fast and effective integration. A key part of it involves giving new joiners the chance to learn by doing rather than just observing or absorbing information second-hand. We’ve found this helps build confidence early on, while giving us a clearer sense of how they’ll fit into our day-to-day workflow. 

It starts with a careful selection process, where we evaluate both the candidate’s technical skills and alignment with our team values and working culture.  
 
Once selected, the candidate goes through a pre-onboarding training phase, where they’re paired with one of our senior team members and work side-by-side on well-defined internal tasks. This hands-on experience gives us a more accurate view of their capabilities, while helping the candidate understand how we operate, what we expect, and the level of pace and quality we maintain.  

Only after this training phase and once we’re confident in both technical and cultural fit, we proceed with the full onboarding. By that point, the new team member is already familiar with the project environment, our tools, workflows, their responsibilities, and can contribute with confidence and clarity from day one.

#4. Build a core squad to maintain project consistency 

We structure each team based on the specific needs and complexity of the project. That said, we always make sure there’s a dedicated focus on project management. Clear coordination, oversight, and planning are essential to keep everything aligned and running smoothly.  
 
Key roles typically include project managers, producers, art directors, and discipline-specific leads. These team members are crucial for guiding creative direction, managing timelines, and maintaining high standards across every aspect of the work.  

#5. A hybrid work model strikes the right balance 

I believe flexibility at the core is how productive teams operate. For this reason, I tend to favour a hybrid model. It allows us to maintain the human connection and creative energy that come from in-person collaborations, while also giving team members the autonomy and focus that remote work provides.  

This balance supports both focus and innovation and ultimately enables every team member to work in the way that brings out their best.  

A day at the office

#6. Identify the right profiles early to enable rapid scaling  

One of the things we’ve become particularly efficient at is scaling up when needed. Because our onboarding process is consistent and clear, we’re able to bring in new people and get them up to speed quickly.  

The initial training phase allows us to identify the right profiles in advance, making it easier to respond swiftly when a project grows or requires new skills.  

By the time someone is officially onboarded, they’re already familiar with the tools, the expectations, and the flow. They can start contributing immediately.  
 

#7. Flexible onboarding eases ramp-up challenges 

In any fast-paced environment, the ramp-up phase can present a few challenges, especially when timelines are tight or when someone is coming from a very different context.  

One of the most common issues is adjusting to new methodologies or tools. Even when someone is highly skilled, they can face a learning curve when understanding how we operate, how decisions are made, and how information flows within the team.  

Cultural and working style differences can also play a role, especially when collaborating across countries or disciplines. That’s why we prioritize alignment early on, through structured onboarding and informal check-ins or discussions. 

Flexibility is key here. We’ve learned that every onboarding experience is a little different, so we adapt our approach as needed. Mentorship also plays an important role. Having an experienced team member guide new joiners makes a real difference – not just in boosting productivity, but in helping them feel supported and truly part of the team.  

#8. Build feedback loops into every stage 

To make sure we’re always aligned and moving in the right direction, we’ve built a culture of regular feedback. This means we either have weekly or biweekly check-ins (depending on the project’s rhythm) where we discuss progress, address challenges, and align on priorities.  

On top of that, we rely on collaborative digital tools, such as Asana, to maintain visibility across tasks and timelines.  At the end of every major phase, we run retrospective sessions to reflect on what worked well and where we can improve. This continuous loop is what helps us stay sharp and evolve together.  

#9. Autonomy signals successful onboarding  

You can usually tell when someone is truly integrated into the team. They use internal tools confidently, navigate workflows independently, and participate actively in conversations.  

They contribute their point of view, aren’t afraid to ask the tough questions, and adapt naturally to the rhythm and dynamic of the team. When that happens, it’s a clear sign the onboarding process has done its job.  

If you’ve made it this far, thanks for reading! What I hope to get across is that scaling your studio’s capabilities isn’t just about adding headcount. It’s about creating an environment where talent feels equipped, supported, and empowered to succeed and grow as professionals. 

To recap, here are the 9 takeaways:  

For more information about Forge Studios and the services we offer, send us an e-mail at business@forgestudios.com!

In the meantime, check out our latest work on Art Station here.