In today’s world, the prevalence and diversity of virtual teams are increasing. However, the challenge lies in effectively designing and overseeing a project involving individuals who are geographically separated, possess varying time zones, cultures, and communication preferences. To address this issue, here are a few suggestions to assist you in developing a successful plan for a virtual team that caters to all members.
Tips to help you create a virtual team plan
Define the scope and goals
To begin creating a virtual team plan, start by establishing the project’s scope and goals. Determine what you aim to accomplish, the timeline, and available resources. It is crucial to have a precise and attainable vision of the expected results, deliverables, and milestones. Share this vision with team members and stakeholders, seeking their input and feedback. Ensuring everyone is on the same page will prevent confusion, conflicts, and scope creep in the future.
Choose the right tools and platforms
The following step involves selecting the appropriate tools and platforms to enable collaboration within your virtual team. You will require means of communication, file sharing, progress tracking, and task management. Depending on the requirements of your project, you may employ various tools for specific purposes, such as video conferencing, instant messaging, cloud storage, project management software, or online whiteboards. It is crucial to ensure that the tools you choose are user-friendly, secure, and compatible with the devices and preferences of your team members. Provide any necessary training and support, and establish guidelines and effective practices for utilizing the tools.
Build trust and rapport
When working in a virtual team, one of the main challenges is establishing trust and rapport among members who may not be familiar with each other or have limited interactions. Trust is crucial for promoting a positive and efficient team environment, where individuals feel at ease expressing ideas, seeking assistance, and providing feedback. To foster trust and rapport, it is important to create occasions for socializing, learning, and bonding. For instance, one can begin meetings with icebreaker activities, share personal anecdotes or hobbies, commemorate accomplishments and milestones, or arrange virtual team-building exercises.
Communicate clearly and frequently
Effective communication is crucial for the success of any team, particularly virtual teams. It is important to consistently and clearly communicate with team members and stakeholders to keep them informed, engaged, and motivated. Additionally, it is necessary to adapt your communication approach to accommodate the various communication styles, preferences, and cultural norms of your team members. For instance, synchronous and asynchronous communication methods, such as video calls, emails, or chat messages, can be utilized depending on the urgency and complexity of the message. Moreover, incorporating visual aids, like charts, diagrams, or screenshots, can improve communication and minimize misunderstandings.
Manage expectations and feedback
To create a virtual team plan, it is essential to manage expectations and provide feedback. It is necessary to establish clear and reasonable expectations for team members and stakeholders, including their roles, responsibilities, deadlines, quality standards, and performance indicators. Additionally, regular and constructive feedback should be given to team members to acknowledge their efforts, recognize their achievements, and assist in enhancing their skills and performance. Feedback should be timely, precise, and actionable, and it should also encourage dialogue and input from recipients. Feedback can be collected and analyzed using tools like surveys, polls, or feedback forms.
Monitor and evaluate progress
The last step in creating a virtual team plan involves monitoring and evaluating the progress of your project. It is necessary to keep track of the results and outcomes of the project and compare them to the goals and expectations that were established initially. Additionally, it is important to identify and address any challenges, risks, or issues that may arise throughout the process, and make necessary adjustments to the plan. To monitor and evaluate progress, various tools such as dashboards, reports, or analytics can be utilized, and these can be shared with team members and stakeholders. Regular check-ins, reviews, or retrospectives can also be conducted to reflect on what went well, what didn’t, and what areas can be improved in the future.
Managing remote teams: 5 things leaders should know
Due to the absence of appropriate strategies and initiatives, companies may not fully benefit from remote work despite its numerous advantages, such as improved connectedness and employee morale.
To effectively and efficiently manage your remote team and ensure its success, begin by incorporating these five essential elements.
1. Ground rules for work and communication
When working remotely, it is important to establish specific ground rules for your team regarding various aspects such as communication channels and meeting schedules. This ensures everyone is aware of the expectations and prevents your team from setting their own rules and schedules.
When introducing remote environments, author and expert on creating collaborative workplace cultures Dana Brownlee emphasizes the need for employers to emphasize the importance of ground rules.
Brownlee suggests that employers should prioritize two aspects: explaining how teams can improve their collaboration, and recognizing the significance of comprehending different behaviors that contribute to a positive work atmosphere.
There are several straightforward ground rules to follow. For instance, it is mandatory for everyone to participate in morning stand-ups. It is advised not to schedule team meetings after 3 p.m. CT unless prior approval has been obtained from the attendees. It is important to limit client communication to appropriate chat channels, avoiding significant updates through email.
Teams should be aware that managers are actively involved in their work and interested in their development. While creating a project schedule for your team is important, maintaining regular remote communication with them is equally crucial.
As face-to-face meetings are becoming less common, it is still possible to establish communication ground rules and learn each other’s preferences over time, even without having met any team members in person.
2. Daily check-ins to inspire authentic conversations
Academy of Management research reveals that loneliness is a significant challenge for remote teams to overcome, as working remotely can often feel quite distant.
Loneliness in the wake of the remote work surge is completely understandable for individuals accustomed to working around others for eight hours a day. As a result, it would be beneficial to provide daily check-ins to replicate the customary daily interactions. These brief catch-up meetings also allow everyone to gain a clearer understanding of their teammates’ current tasks.
Sigal Barsade, a professor of management at the University of Pennsylvania, emphasizes the importance of managers prioritizing the establishment of connections during these check-ins, which may also extend beyond work-related matters. Barsade recommends using open-ended questions such as, “Anyone have a fun experience from the weekend they would like to share?” as the most effective approach to initiating conversation.
If you don’t have enough time for a two-hour conversation every morning with your team, you can still make daily stand-ups meetings more enjoyable by changing the dynamic. According to Jonathan Rasmusson in The Agile Samurai, one way to do this is by using different wording.
How did you contribute to changing the world yesterday?
What is your plan to excel today?
What is your strategy for overcoming any obstacles that may be blocking your path?
Answering questions of this nature instead of asking, “What are you currently working on?” has the potential to alter the dynamics of individual or group interactions significantly, and simultaneously foster a positive company culture.
According to Rasmusson, they go beyond simply providing an update by boldly expressing their intentions to the universe.
If you are unable to handle daily stand-ups, it’s not a problem! Just make sure they occur regularly enough to establish a predictable routine for your team. This will help in managing expectations and ensuring that all team members are aware of when they will have the opportunity to receive updates from everyone and contribute to the essential sense of teamwork.
For an efficient and organized communication, we suggest using Teamwork Chat for daily stand-ups. Embedded Chat ensures the safety and security of all messages, while the platform brings all team members together in one channel, resulting in a tidy and streamlined communication process.
3. The correct communication channels
Let’s be straightforward: Depending solely on email to handle remote workers is not sufficient.
In order to maintain productivity and engagement within your team, it is necessary to provide them with an extensive range of communication tools. Although email is certainly one of these tools, it is important to have additional options such as video chat, messaging apps, and file sharing which facilitate quick and constant communication between team members.
There are certain communication channels that managers must have.
A tool for managing projects and work, used to arrange schedules and meet deadlines.
When it comes to collaborating and brainstorming, chat tools are essential.
Video conferencing tools are used for both meetings and virtual coffee catch-ups.
Tools for file-sharing: used to share documents and facilitate collaboration more easily.
Content collaboration tools are used to keep everything, ranging from standard operating procedures (SOPs) to healthcare policies, organized and easily accessible.
4. Clear and manageable expectations for everyone
Managers, whether remote or not, still face challenges in setting realistic work expectations. In order to achieve success, employees need a clear understanding of what is expected of them. The key to overcoming this issue lies in receiving explicit and precise guidance from higher authorities.
The positive aspect? There are numerous methods to increase clarity in tasks, such as specifying specific deadlines, precise quality expectations, and thoroughly explaining the ultimate objective.
However, it is crucial to bear in mind that you cannot control every aspect of your remote team’s time management, nor should you attempt to. Instead, focus on empowering your team by establishing clear guidelines to ensure they stay on track and meet deadlines.
To initiate your project, it is beneficial to define the project scopes and establish deliverables that can be accessed by your entire team. By incorporating a team member’s to-do list into a project management calendar, you provide them with clear instructions on their weekly tasks and the deadlines for completing them.
You can utilize a project management and communication tool such as Teamwork to allocate tasks, such as meetings and product launches, to projects on the calendar. This approach ensures that everyone and everything stay organized without the need for multiple shared calendars or overwhelming strategies. (Refer to our introductory video for further understanding.)
5. Attentiveness to time zones and work hours
In conclusion, it is important to recognize that due to remote work allowing access to a wider range of talents, your team members may reside in different cities, countries, or time zones than you do.
It is crucial for managers to be attentive to time zones due to various reasons, one of which is the dislike of being interrupted outside working hours. Not paying attention to time zones and consistently messaging team members at 10 p.m. their time can adversely affect their work/life balance, create a feeling of being unable to detach from work, and contribute to burnout.
By adding an extension, app, or plug-in to your computer, you can resolve this issue.
If you are using a Mac, there are various extensions available to assist in controlling time zones. For instance, Menu World Time is a Mac tool that is simple yet effective in adding an additional timezone directly to the menu bar. However, Windows users need not worry as Globe Time is also a useful application.
To prevent disturbances to employees’ personal time, one can consider checking the time zones of all individuals before arranging a group meeting or virtual coffee session. For instance, if you are situated in the U.S. and have team members in Australia, it is necessary to find a mutually suitable time for everyone involved.
When considering the difficulty of remembering and acknowledging every team member’s time zone, it is recommended to opt for a project management tool that offers localization and language settings.
Teamwork makes it effortless for remote managers to configure individual languages, time zones, and working hours for each employee. To find the most suitable arrangement for all project members, simply delve into the platform without delay before establishing deadlines or arranging meetings. This method effectively converts the challenge of time zone disparities into a valuable asset for productivity.
Remote management tips to become a better remote leader
We have discussed the importance of remote work and emphasized the important role that mindful leaders can play in supporting their remote workers. Here are some final tips to consider as you strive to build a happier and more productive remote team.
Provide your team with the right tools
Ensure that your team is adequately prepared to complete the task, regardless of their location, whether it be at home, the library, or a local coffee shop. This involves supplying them with the appropriate hardware and software, such as laptops, accessories, and content management software, along with providing clear instructions for setup and login. Remember to consider that team members may have varying levels of technological proficiency.
In addition to essential remote work equipment, it may be beneficial to consider health and social tools for your team. For instance, providing a stipend to purchase a standing desk or an ergonomic keyboard, or distributing coffee and tea gift cards. Also, don’t overlook the inclusion of social tools like a Slack channel dedicated to discussing TV shows and movies.
Have the remote version of an “open-door” policy
An open door policy is a method of communication and management style where a manager keeps their door “open” at all times. This approach stands in contrast to the conventional “closed door” approach to one-way communication between managers and employees.
Implementing the open door concept in digital settings can be more challenging compared to traditional workplaces. It is not always possible to be available at all times to address queries, discuss problems, and handle worries. Nevertheless, you can establish “office hours,” which are specific times during the day or week when you will be accessible.
Is there an alternative choice? Setting up a Zoom room or any other video conferencing platform to allow employees to participate in unplanned meetings.
Schedule weekly 1:1 meetings with team members
Team members in traditional offices regularly interact with each other, allowing for work conversations and casual exchanges, which are commonly absent in remote work settings.
Having regular face-to-face, one-on-one meetings scheduled with each member of your team is essential for fostering connections and facilitating communication. Utilizing a video conferencing tool such as Zoom, Microsoft Teams, or Google Meet is all that is required. These one-on-ones can fulfill a variety of purposes based on your requirements, such as providing feedback and coaching, addressing work-related questions, engaging in social conversations, and more.
Have a thorough and descriptive onboarding process for new hires
Establishing proactive processes is crucial for successfully onboarding new employees in remote workspaces, which can be even more challenging than physical workspaces.
When considering the process, it is crucial to consider a longer time frame beyond the initial days. Studies indicate that employee enthusiasm reaches its highest point when starting a new job but declines by 22% shortly afterwards. Therefore, it is essential for your onboarding program to incorporate regular chances for employees to feel appreciated and have their voices heard.
Be aware of the remote work challenges
We have previously talked about the various possibilities that come with remote work. However, there are also numerous challenges. By ensuring that leadership is knowledgeable about these obstacles, you will be better equipped to actively address and surmount them.
By acknowledging these obstacles, you can also demonstrate your support and empathy to your employees.
Delegate tasks and responsibilities as evenly as possible
There will be employees who find it easier to transition to remote work compared to others due to different factors, including their personality type, their comfort level with technology, and the suitability of their home for remote work.
To ensure that all employees feel equally recognized and appreciated, make an effort to delegate tasks on a daily basis, taking into consideration their individual capacities, thereby allowing them to be more assertive and at ease in advocating for themselves.
The phrase “Out of sight, out of mind,” should not be relevant in regards to handling remote employees.
Leave space for interpersonal communication and fun activities
Although some people may think that getting rid of watercooler conversations would improve productivity and time management in a traditional office setting, they actually offer valuable chances for team members to connect and have fun, which can have a positive impact.
Consider these virtual team-building activities to initiate enjoyable and meaningful experiences, fostering reconnection among individuals and reigniting their motivation. Remember, it does not have to be an extravagant event lasting the entire day.
Today, employees are placing more importance on achieving work-life balance and believe that remote work can help them do so. However, this is not always true, as many employees have discovered that working from home can lead to working constantly due to the blending of personal and professional boundaries.
How to successfully motivate a remote team
Occasionally, even with your utmost endeavors, remote teams may experience a decline in productivity. This usually occurs due to a dearth of motivation, connectivity, or morale. In fact, remote employees often express enhanced levels of loneliness and detachment from the organization.
One positive aspect is that there are numerous methods available to provide a boost, beginning with demonstrating your concern.
In order to gauge and comprehend the mindset of your employees, utilize survey tools. Offer clear and detailed prompts and questions to guide them towards providing feedback and elaborating on their thoughts or concerns in greater detail. Obtaining more information will enable you to customize your motivational tactics more effectively.
One way to re-engage and energize members of your team is by arranging an extra, informal video call check-in. This way, you can offer assistance, while also allowing your employees to express their thoughts or address any challenges that may be affecting their effectiveness or motivation.
Consider the implementation or expansion of employee recognition programs as a strategic approach. One effective and impactful measure to take is the creation of a platform dedicated to exchanging compliments and showcasing accomplishments, possibly on a designated day such as “Winning Wednesday” each week. It is vital for managers to set an example and actively participate in this initiative.
