Kgobalale John MalatjiProjects Portfolio Manager | Noko-impJohannesburg, Gauteng, South Africa
How to manage an interactive team working on flexible time basis? This is considering that there will always be a need for adhoc meetings and for them to consult with each other randomly. While there are tools like skype, teleconferencing, etc. the flexi-time means that the team members will be available at varying times. Saving Changes...
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Anton OosthuizenSenior Business Analyst / Project Manager| Self EmployedPretoria, Gauteng, South Africa
The challenges of managing a virtual team ;)
1) Communicate that there will need to be some overlap, specifically for project meetings like these. Flexible working hours is normally structure to cover core hours, if this is not done then it becomes a free for all.
2) This must also be in your project plan under communication i.e. what channels will be used, the need to be available at core times etc.
3) Acknowledge that people work flexi time for a reason so expecting people to attend meetings at 23h45 is not reasonable. But the privilege of flexi time is a two way street and all team members should understand this.
4) Use an online collaboration tool where all members can indicate their availability. It works like a poll, you send out the link and everybody indicate what time will suite them. This will probably become your best friend. Good one is doodle.com
5) Do not schedule meetings for the sake of having one. It is very important at every meeting request should have a solid agenda and objectives, even more so if you are working in a virtual world.
6) Start when it is time to start. The biggest time waster in teleconferencing is 'lets wait a few minutes for other to join'. Those who do not make the time can use their own time to catch up. Respect those who made the effort to be on time. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
I am working in this type of environments from more than 20 years ago. We use Outlook and Skype and Intercall to make phone call conferences. Sometimes we use a telepresence meeting if and only if is needed. I am working with more than 60 countries distributed around the globe. But the tool does not matter. What matters is your team culture. All people must understand that they must work focused on objectives and must be highly eficient to minimize the number of calls. Generally speaking is the same if you work in a hugh organization where people is distributed between buildings in the same place and it is not easy to go from one building to another. Saving Changes...
Elizabeth HarrinDirector| RebelsGuideToPM.comLondon, England, United Kingdom
With trust! You could try core hours i.e. everyone works 10-4 with flexitime around that. Otherwise, you just have to be sensitive to when you plan your meetings and catch ups and do your best. Saving Changes...
Jess De OcampoLean Six Sigma Professional/Project Manager/Consultant/| .Manila, Ncr, Philippines
Proper expectations must be set beforehand such as ground rules, policies, etc. and the need to adjust to the demands of the business. Be firm with your policies. You have to get the commitment of each team member regarding their availability for meetings, consultations, etc. You may also set a fixed time/day for a once a week regular meeting for the entire team. If work doesn't get done on time, it's a management issue not flexibility. Saving Changes...
Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
I came here to say pretty much what Jess stated. Set the expectations/agreements through the communication plan. Saving Changes...
Agree with Elizabeth. At least 5-6 hours every team member should be available in office for any face-to-face discussion needed. Let the team members choose their mandatory 6 working hours together. Rest of the time they can manage based on their personal needs and flexi-time policy. Saving Changes...
Based on my experience, putting your cards on the table to indicate what the project or effort needs will enable the team to put their heads together and devise a process or measure to meet that goal. having a few hours where everyone overlaps is not a hard task, but to get the buy-in you have to get the team involved with eh decision as it will impact each and everyone. Saving Changes...
Flex-time is great, but has it drawback. It need to be manage.
Fix period where every one is available is a minimal requirement in my opinion. Saving Changes...
Tom BjörkholmConsultant| Knowit ConnectivityLinköping, Sweden
Fully flexible time may give a you a very effective project team, provided that you manage to get them really motivated.
If you have fully flexible time motivation and commitment are key.
If you have a really motivated and committed team on fully flexible hours, let the team work out and decide when they need to be in office for meetings, and when they need to be available on Skype/Jabber. Naturally you should be involved in this discussion, but to keep everyone motivated you need to let the team have a big say on this. Depending on the nature of the work, the amount of face-to-face time in the office differs. Even if the work hours are fully flexible the team members will show up in the office when needed, provided that the needs are real and the team understands these needs for face-to-face time.
Do not add extra face-to-face meeting times when there is no real need. That may very well destroy the motivation.
Naturally you have a have the complete team gathered to be able to do team-building, build motivation and to let the team discuss and create their ground rules. Once the work in up to speed focus on getting the work done. Many times surprisingly large parts of the work can be done without meetings, if you just let the team design a plan for how they can work. You need to have a meeting maybe every second week to let the team adjust how they are working, and to keep the team motivated and committed. But those kind of meetings are not needed every day. Saving Changes...
Tim PodestaDirector of PM/PMO| Former BP- now IndependentPenn, Bucks, United Kingdom
Lots of good advice. For me the two key element to are having some common working time and availability along with set meetings that everyone commits to making. My experience of this includes team members in different locations so the trust and rapport become equally important. Saving Changes...
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