I have to work with virtual teams in IT projects all the time. These are a few things that I try to use:
- Use the technology to help the communication. Skype, Webcams, screen sharing tools
- Be considerate of time differences. Meaning try not to schedule meetings out of working hours for a group of team members
- If possible arrange face to face meetings once in a while specially at the beginning of the project
- Put reporting instructions in place which meets the project requirements so you don’t have to chase project staff which are not in your office physically
- Similar to any project invest as much as you can on communication Saving Changes...
One of the first meetings need to be face-to-face.
Use that meeting to organize some team building activities
Find an appropriate schedule for regular meeting, can be difficult if you have ressource in Europe, Asia and America.
Clear reporting template
Repeat face-to-Face when you can. Otherwise the PM could be on site alternatively
Find stable video conferencing tools, nothing worst then poor audio or communication that break Saving Changes...
John Caron, MBA, PMP, CSMVP - Technology Project Solutions Consultant| Bank of AmericaJacksonville, Fl, United States
I encourage you to review a recent person I had the pleasure of meeting, Peter de Jager. He spoke at our NEFL PMI chapter meeting and wowed all the attendees with regard to Virtual teams. Vincent is correct, face-to-face is imperative and allow me to offer a take-a-way learning from Peter de Jager. When assembled, as a collocated team, your face-to-face, make sure the team has dinner, one that the ENTIRE team is responsible for creating (not scheduling) from scratch. This is a sure fire effort to prove and build cohesiveness. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
Tryng to add something, after 25 years to work with virtual teams, see "Speed of Trust" that belongs to Stephen Covey. Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Make sure that each virtual team has a designated or hired local leader/manager. Saving Changes...
Suresh MKConsultant - Transformation| FreelancingBangalore, Karnataka, India
Create an environment where people can demonstrate global mind set and understand the cultural differences Saving Changes...
saurabh mahajanPMP, ITIL, PRINCE2| vodafonePune, Maharashtra, India
I have to work with virtual teams located in different time zones. Best thing to do is :
1) Plan in advance for weekly calls. Talk to your virtual team members other than official discussion, this improves relation and confidence in PM.
2) Visit their location frequently. Face-to-face is very important
3) Organise team meeting once in a quarter. This will give chance to virtual team to meet other team members of their team.
4) Regularly have feedback calls/meeting with them to improve communication. via mails/chat/calls/documentation/etc/etc
5) Always try to give some lead roles for some tasks to virtual team members to keep them motivated and responsible for initiating a communication. This way they will not feel left out. Saving Changes...
Beth SpriggsHome Furnishings AssociationWoodbridge, Va, United States
Most communication with a virtual team is written. This is often due to time zone differences, scheduling conflicts, speed, ease, and comfort. However, written communication comes with a number of challenges. It can be harder to get the right message across or even get people to read. Here are some tips for communicating with virtual teams:
a. Short
Keep your messages short. Edit them.
b. Frequent
Stay connected on a regular basis. This helps with relationship building, which can also be challenging in a virtual work environment. It also creates opportunities for asking questions, getting advice, and collaboration that might not otherwise happen.
c. Varied
Switch up the communication method. Don’t always default to email. Think about when it would make more sense to send a quick chat or text. If your email gets into its third or fourth paragraph, consider scheduling a video call instead. When sending a message to a group of people, send the same message through a variety of different formats; email, chat, message board, team calls, all-staff message, etc. That way it’s more likely to be read by the various people in the group who have different communication preferences.
d. Deliberate
In an office you walk down the hallway or get something from the kitchen and start up a conversation by chance with someone which turns out to be super beneficial. Online, those conversations don’t happen by chance, you have to make them happen. You have to deliberately reach out at either planned or unplanned times in order to create the space for the, “Hey, now that we’re talking, can I ask you about…?” One way is to have regularly scheduled brief check-ins with key staff. Another is to randomly say hi over chat, email, or phone just to see how someone is doing. Don’t wait for the conversation to come to you, reach out and make it happen.
Here are some things to help build relationships virtually.
1. Use metrics. It’s harder to “see” what someone is working on since you can’t walk by their desk. Find a way to measure their work to ensure they are on track.
2. Schedule a weekly (at a minimum) recurring check-in meeting with each team member, and set a standard of turning on your video cameras.
3. Chat or email a random, “hello, how was your weekend?” or, “anything fun happening today?” Be deliberate about building relationships and checking in on your team to see how things are going outside of scheduled meetings.
4. Send a funny YouTube video just to make them laugh.
5. Use online collaborative documents and spreadsheets that can be opened and edited by multiple people at the same time.
6. Hold your team meetings via video conference, not just on the phone. Turn on your cameras. Some video conferencing tools are Adobe Connect, Webex, Screenleap, Google Hangouts, Yugma SE (for Skype). Saving Changes...
