managing virtual teams
TRANSCRIPT
Managing Virtual Teams
Louisiana Tech Park AcademyJune 2016
Virtual Team?
Comprised of people across space, time, and the organization chart
● Different building, city, and timezone● Includes contractors● Not just for IT workers● Not for everybody● Not mainstream but not niche
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Trends and Themes
● Mobile has altered how, where, and how often we work● Work is a “function”, not a “place”● Workers more in tune to the network effect● Disconnected workers get frustrated and leave● Technology enables virtual teams to work seamlessly● Effective management ensure they deliver value
83% of information workers feel more effective with the right collaboration tools, not location*.
* “Digital, Disparate, And Disengaged Bridging The Technology Gap Between In-Office And Remote Workers “, Forrester Research, 2016 3
Challenge
How to align corporate culture, employee performance, team communication, technology, and evolution of work to achieve company goals?
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Five Principles for Managing Virtual Teams
1. Manage proactively2. Respect and trust all team members3. Manage consistently and with discipline4. Set realistic expectations and hold teams accountable5. Have fun
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Proactive Management
● Same vision, goals, and milestones as before
● Proactive communication is now more important
● Team cohesion and coaching is now more important
TL;DR It’s harder for teams to just figure it out on their own.
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Trust Your Team … and Earn Their Trust
Trust
Communicate directly and frequently
Always follow through or give it a honest shot
Be honest
Be generous with praise
Mistrust
Gossip and speaking poorly of others
Not following through
Having to always be correct
Lying or sugar coating the truth
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Consistent and Disciplined Management
1. Document everything online (the cloud is your friend)2. Establish etiquette, expectations, and protocols for virtual
communications3. Set regular weekly team and 1-1 or small group meetings (and
stick to them)4. Don’t excessively cancel meetings
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Realistic Expectations and Accountability
1. People want expectations and accountability2. Remoteness can make people paranoid about performance3. Technology helps (e.g., Trello)4. Root causes for failure is usually management or technology,
not because the team is virtual5. Measure the right things6. Expect failures and stumbles at first
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Make Remote Work Fun
● Online happy hours ● Expect and foster
camaraderie online during the day (i.e., let people goof off a little)
● Don’t let it get out of hand (online effect)
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Team Communication and Collaboration Plan
● Why?● How often?● Who participates? Who
manages?● Out-of-band meetings?● Technologies?
● Write it down● Share it● Implement it● Update it● Improve it● Stick to it
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What Makes Virtual Meetings Challenging?
Source: “Digital, Disparate, And Disengaged Bridging The Technology Gap Between In-Office And Remote Workers“, Forrester Research, 2016 12
Make Virtual Meetings More Effective
1. Make sure the technology tools work2. Document the important points3. Ensure the meeting has a purpose and a deadline4. Don’t let 1-2 people dominate the discussion5. Give people 2-3 minutes to talk, then engage others6. Never, ever shame people online7. Recap the meeting’s main points and follow-on action items8. Round-robin/stand up meetings are not very effective
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Technology Tools
Points to Consider
● Simplicity > Complexity
● Time for people learn and adapt
● Tools have frictional forces
● Set an expected role for each tool (no silver bullets)
Face to Face
Video Conferencing
Teleconferencing
Online Tools
Text Messaging
InteractionSpectrum
Shared Files/Cloud
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Technology Tools
DisastersTools that worked
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Management is a Team Effort
Managing Down
● Proactive● Trusting● Disciplined● Consistent● Accountability● Expectations● Fun● Communications
Managing Up
● What am I working on?● Is this how I should
spend my time?● Am I contributing?● Where can I improve?● Where can I pitch in and
help?● I plan to be away next
week for a couple of hours.
Managing Out
● Collective responsibility● Not mob rules● People help pick up
slack● Tasks falling behind
don’t become chokepoints
● Everyone wants the team to win
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Miscellaneous Points
● Remember people have a life outside of work● Home workers give you free office space, not indentured servitude● Telecommuters may actually put in more hours● Distractions happen at home● Document everything● Encourage virtual branding (e.g. company/team logos, personal avatars)● Remember remote workers are you employees
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