Best Practices forManaging Effective Virtual Teams

Carmen Proctor, PMP

Client Services, ShareRounds

http://www.linkedin.com/in/cproctor

Virtual Teams require careful structuring, support and attention to processes

• Work from anywhere at any time

• Recruit for competencies and not physical location

• Reduce expenses associated with travel

• Reduce commute time

• Difficult to have discussions and decision-making in real-time

• Lack of trust that the work will get done

• Perception that interactions need to be face-to-face to be effective

Use of virtual teams has been growing and will

continue to increase in international organizations

Benefits Challenges

The success of a virtual team depends in part on the team’s characteristics

Leadership

Communicate

VisibleOpen

Empower

AccountableResponsibleAssertive

Working with virtual teams requires following clearly defined rules

Team Processes

How and when to arrange meetings

How to get in touch with colleagues

How to escalate time-sensitive

issues

Clear and frequent

communication of feedback

Clearly defined work objectives

for all team members

Team communications are the key to building and maintaining solid relationships

Meetings set in

advance

Agendas defined

Set objectives

Defined discussion

times

Virtual teams have access to relevant technology to facilitate collaboration

Instant Messaging Videoconferencing

Desktop Sharing Document Sharing

Conference bridges

Follow proper etiquette to run great virtual meetings

Prepare

• Select meeting medium

• Send links or conference information

• Ensure meeting location is ready

• Send out meeting agenda

Meet

• Check visuals and technology

• Start on time

• Eliminate distractions

• Don’t multitask

• Engage the participants

• Keep slides simple

• Avoid side conversations

Post-Meeting

• Distribute meeting minutes

• Follow up on actions

• Get feedback

In Conclusion

Following best practices for managing virtual teams will:

• Improve the effectiveness of projects and deliverables

• Reap the benefits of staffing a team with the best possible resource, regardless of location

• Reduce managerial concerns related to a distributed team