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As the world navigates the coronavirus pandemic, a swath of the global workforce has set up shop to work from home. With a new emphasis on telecommuting comes a new reality: Teams need a strategy for communicating digitally, and leaders must adapt in order to effectively manage their people and meetings remotely. Most people who’ve worked remotely can attest that while virtual teamwork has its pros, it can also be challenging. According to our research, some of the specific limitations of managing virtual teams include some people participating more than others, difficulty in dealing with conflict, and trouble developing trust. The frustration team members experience is often compounded by technological glitches on calls, connectivity issues, and team members’ different expectations about comfort and use of technology. To overcome these challenges while taking advantage of the opportunities, we suggest the following 3 tips for remote collaboration and problem-solving while managing virtual teams. 3 Tips for Managing Virtual TeamsThese tips are taken from our research white paper on managing virtual teams. 1. Use technology to communicate in real-time and to train and develop your people.The more often team members meet “face-to-face” through real-time technologies, the higher their levels of success. That’s because tools like videoconferencing allow for members to interpret non-verbal communication, like hand gestures, facial expressions, and body posture. As a result, communication feels more familiar and natural. These are important considerations for a strong virtual persona and effective virtual communication. Organizations can help by providing training in technologies and tools. A survey of 440 professionals across 8 different industries (conducted before the current coronavirus crisis) found that more than 60% of organizations didn’t provide training for virtual team leaders or members. Of the organizations that did offer some training, more than 80% of these respondents indicated virtual training wasn’t a priority. Especially for teams with few existing relationships, training is necessary to help members get off on the right foot with new technologies and tools. To streamline communications, training should detail which tools will be used for what purposes. This will prevent the same information being sent via multiple mediums and keep work from falling through the cracks. Our online program, The Effective Leader, gives mid-to-senior level leaders the tools needed to lead and collaborate virtually across organizational and geographical boundaries. 2. Overcome time zone differences.Teams that spread across multiple time zones can easily fall into the trap of working long hours to accommodate one another’s schedules. This is especially a concern during a time of global crisis when people working from home experience blurred boundaries between personal and professional obligations. Be aware that because of the long work hours, your people may be on a path to burnout, as they find it hard to separate from, or “turn off,” work. When teams are geographically dispersed, you can do the following to better manage virtual teams and protect members from burnout:
Remember that even though employees are often willing to work extra hours in the short-term when it feels necessary and unavoidable, these long hours are not sustainable. Above all, acknowledge that equipping your people to handle stress, uncertainty, and setbacks results in more resilient team members who are prepared for future challenges, and a more resilient organization as a whole. 3. Consider team members’ other commitments.Employees can only be stretched so far, and the more teams they’re involved with, the less time they’re able to devote to each project. Take the following steps to ensure your members are engaged.
Management Checklist for Designing & Supporting Virtual TeamsCreating the right conditions for virtual teamwork to succeed is imperative in the early stages of a team’s development. The following checklist can help you design your teams and enhance the teams’ future performances.
Best Practices for Leading & Managing Virtual Team MeetingsFrom a distance, it can be hard for participants to contribute to a meeting. Make things easier by taking these steps:
Above all, keep communication lines open to ensure everyone is on the same page and aligned and working together to achieve your shared goal. Leading More Mindful Virtual MeetingsWhy do some virtual team meetings feel like a waste of time, while others feel essential and productive? The difference is being mindful about ensuring the meeting is a good use of everyone’s time. Consider these 3 characteristics that distinguish the most useful meetings from the rest: 1. Everyone participating feels the agenda couldn’t be addressed without the meeting.Most things don’t require meetings — an email will do. Pretending to need people’s input does not require a meeting; just announce the decision that’s already been made. No one has illusions about that — we all see the results of past discussions. But some things require human interaction and collaborative thinking, like problems we don’t have solutions to yet or conflicts that haven’t been fully explored. If we need to take time to let creative solutions emerge, a meeting may be needed. 2. Everyone necessary is fully present.How many meetings are you part of where others are invested in their smartphones or doing other work, checking into the meeting only every so often? Or where some members only perk up to really listen when the boss speaks? This isn’t accomplished by nagging on the part of the team leader; it’s accomplished by a meeting agenda that focuses the conversation on decisions that make a difference. 3. Agreement has been achieved on what we’ll accomplish and the kinds of conversations we’ll use to get results.What will the deliverables be? Information sharing? Traffic management? Decisions? Preliminary decisions for further research? Decide so we’re all going to work toward delivering what we owe each other? What kind of conversations? Issues that we need to explore or conclude? An agenda should include what is needed from each item, and it should be shared in advance so decisions can be made in a timely way. People shouldn’t hear about something for the first time at a meeting. Ready to Take the Next Step?Prepare your leaders for the ever-changing needs of the new world of work — including leading virtual teams and meetings more effectively — with our online leadership development course, The Effective Leader. | What to Explore Next| Related SolutionsSUBSCRIBESubscribe to our eNewsletters to get the latest on cutting-edge, leadership insights & research. Leading Effectively Staff About the Author(s)Leading Effectively Staff This article was written by our Leading Effectively staff, who analyze our decades of pioneering, expert research and experiences in the field to share content that will help leaders at every level. Subscribe to our emails to get the latest research-based leadership articles and insights sent straight to your inbox. Related ContentWhich one of the following is the best way to manage virtual teams?Focus on what is accomplished, not hours or locations. Which of the following is the best way to manage virtual teams? meet regularly, face to face.
What are the best practices for working in virtual groups?5 Best Practices for Making Virtual Teams Work. Use Innovative Technology. Make sure you're leveraging all the right communication technologies available to your team. ... . Maintain Structure. ... . Create a United Culture. ... . Provide Greater Availability. ... . Uphold Respect & Trust.. Which of the following should you do to effectively carry out your meeting objectives choose every correct answer?Which of the following should you do to effectively carry out your meeting objectives? Let participants know how long the meeting will be.
What do professionals identify as one of the most important characteristics of virtual teammates?All successful virtual teams have three common characteristics: trust, attentiveness, and communication. Trust – Trust is the foundation of any successful relationship and it's even more important when building relationships virtually.
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