How Can We Communicate in a Global Virtual Team (GVT)?

John:
Well, the first you need to understand is that local/co-located team communication is different than remote/distributed/global team communication.

Virtual leadership communication should be mix of face to face, virtual, email and online chat with a document repository.

Also, create a virtual water cooler; your team will love it!

Naomi,
By all means yes I understand the dynamics of team communications. We can not ignore the changing performance landscape has forced organizations to adopt a more dynamic approach to day-to-day operations to survive and compete successfully in the global (Smith, 2004-2013) virtual economy (Harvey, M., Novicevic, M. M., & Garrison, G., 2004). Performance demands escalate, as accelerating hypercompetitive interactions and disruptive technological changes create a complex environment that necessitates organizational flexibility, innovativeness, improved communications, and management creativity (Harvey, M., Novicevic, M. M., & Garrison, G., 2004). The development of these dynamic capabilities requires strategic flexibility to permeate the entire global organization (Harvey, M., Novicevic, M. M., & Garrison, G., 2004). Such a degree of strategic flexibility can be implemented only by the pursuit of multiple globally distributed projects that global virtual teams (GVTs) increasingly execute (Harvey, M., Novicevic, M. M., & Garrison, G., 2004).

Is a virtual water cooler much like a Whatsapp group?

John:
Yes, we are in the 21st Century and by all means there is more current research than this. VWC; read more about it in my upcoming articles. Let's have others share their insight.

Few years ago, we tried creating a forum for all of our developers. And it was successful, people can communicate using that Forum.

Now, in this scenario and scope and size of audience is large so you need to think about bringing them to a common platform.

There are multiple collaborative tools available, if it comes to private network or you can develop your own tool.

Just take an example of ProjectManagement.Com it provides the forum for all PMI members to share and learn about what other think.

We have successfully taught across the globe including group projects and individual projects. We've taken that ability and have successfully applied it to our teams. Although, our teams are only in the USA for work projects.

When I am working with teams remotely, I make sure that they know my schedule. I always turn my video on when meeting on project work. It gives the ability for them to see me and feel like they have a personal connection with me. I set up regular meetings that are open. Regular check-ins are important. If someone tries to schedule a different meeting when I have a team meeting scheduled, I deny the request. If it can't be avoided, I make sure I touch base with the team to make sure my adjustments will not affect their work.

When facilitating meetings, I utilize a collaborative tool such as box notes or google docs. Everyone has a link to the document and can edit the notes as we go through the agenda. (Always send an agenda out even if it is very short.)

Knew your team and their needs. Some do not want to talk in a group. Reach out to them on the side using a chat system (we use Slack currently). Others don't mind holding authentic conversations as a group. Make sure that you go around the "room" and allow each team member to have a voice. (Do this a few times, you will get little interruptions because they know they will have a chance to speak.) This is also where the collaborative documentation helps. If someone has a question, they can jot it down on the notes and not interrupt the person speaking.

Leading productive teams in a virtual environment can be successful. Just make sure you get to know your team. Keep the teams smaller if possible.

My best practice is to ask. Some people hate emails, other people hate calling in via phone.
You have to establish a mandatory form of communication, say a face to face channel every week. After that, the team can decide what is their preferred method of communication and their secondary.

Then, stick to it. The team will appreciate it.