Virtual Teams 101

GroupsGroups--ThatThat--WorkWorkGroupsGroups--ThatThat--WorkWork

Doris Reeves-LipscombDoris Reeves-Lipscomb

Virtual Teams 101Virtual Teams 101An Introduction to Virtual TeamsAn Introduction to Virtual Teams

——What, Why, When, Who, and HowWhat, Why, When, Who, and How

Teleconference Teleconference ProgramProgram

• What we will doWhat we will do– Self-assessmentsSelf-assessments– Learning about virtual teams:Learning about virtual teams:

• What they are and how they workWhat they are and how they work• Strategic use of virtual team toolsStrategic use of virtual team tools

– Tips on telephone conferencing, email, Tips on telephone conferencing, email, and NetMeeting demoand NetMeeting demo

Teleconference ProcessTeleconference Process

• How we will do itHow we will do it– Presentation and discussionPresentation and discussion– Interaction with downlink sitesInteraction with downlink sites– Demonstration and examplesDemonstration and examples– Mid-session breakMid-session break

Self-AssessmentSelf-Assessment

• Please take a moment to assess Please take a moment to assess your skills, knowledge and needs.your skills, knowledge and needs.

• You can complete this form at You can complete this form at anytime during session and use it anytime during session and use it to plan your learning future. to plan your learning future.

Downlink Site Downlink Site Census ReportsCensus Reports

• Number of participantsNumber of participants• Total # of years using computersTotal # of years using computers• Total # of years of experience on Total # of years of experience on

teamsteams• Total # of teams currently Total # of teams currently

underwayunderway

Question 1Question 1

What is a virtual team What is a virtual team and how does it and how does it

work?work?

Definition of Definition of teamteam

• A group of people who come A group of people who come together to achieve or satisfy a together to achieve or satisfy a common purpose.common purpose.

• May be short- (hours or days) or May be short- (hours or days) or long-term (weeks, months or years!)long-term (weeks, months or years!)

• May be large (200+) or small (2)May be large (200+) or small (2)

Examples of TeamsExamples of Teams

• Problem-solvingProblem-solving• InnovationInnovation• Process managementProcess management• Crisis interventionCrisis intervention• Community of practiceCommunity of practice

Definition of Definition of virtual virtual teamteam

A virtual team is a group of A virtual team is a group of people that relies primarily or people that relies primarily or exclusively on electronic forms exclusively on electronic forms of communication to work of communication to work together in accomplishing its together in accomplishing its goals.goals.

Similar terms for Similar terms for virtualvirtualOther terms used instead of Other terms used instead of

virtualvirtual are: are:– CyberspaceCyberspace– DispersedDispersed– Long-distanceLong-distance– DistributedDistributed– OnlineOnline

Traditional Team Traditional Team TerminologyTerminology

•Face-to-Face (f2f)Face-to-Face (f2f)

•OfflineOffline

GroupsGroups--ThatThat--WorkWorkGroupsGroups--ThatThat--WorkWork Collaborative Collaborative Technologies Technologies TerminologyTerminology

•GroupwareGroupware

•SharewareShareware

Time TerminologyTime Terminology

• Synchronous—Same timeSynchronous—Same time• Asynchronous—Different timeAsynchronous—Different time• Rolling presentRolling present

Virtual Teamwork Tip!Virtual Teamwork Tip!

• Terminology can be scary—do Terminology can be scary—do not be intimidated. not be intimidated.

• Ask for clarification.Ask for clarification.• Reach agreements about Reach agreements about

working vocabulary. working vocabulary.

Traditional face-to-face meeting

environment with or without

technology

Team members communicate

asynchronously using technology

Team members communicate

asynchronously using technology

Participants join scheduled

synchronous meetings with help

of technology

Modes of Working with GroupsModes of Working with Groups Same TimeSame Time Different TimeDifferent Time

Same Same PlacePlace

DifferentDifferent

PlacePlace Source: Boundaryless Facilitation: Leveraging the Strengths of Face-to Face and Groupware Tools to Maximize Group Process, Metasystems Design Group and Catalyst Consulting Team.

BlackboardFlip chartsOverheadsPPT slidesElectronic whiteboard

Bulletin boardWeb pagesShared foldersMemosDisplays

Same Same PlacePlace

DifferenDifferent Placet Place

Telephone conferencesVideo conferencesOnline chatInstant messageFax

E-bulletin boardsVoice mailEmailWeb pagesListservePagersFax

Sample Communications Sample Communications TechnologiesTechnologies Same TimeSame Time Different TimeDifferent Time

GroupsGroups--ThatThat--WorkWorkGroupsGroups--ThatThat--WorkWork Strengths and DrawbacksStrengths and Drawbacks

SameSame PlacePlace

DifferenDifferenttPlacePlace

MultifacetedDeal quickly with issuesAll present to address issuesRead body language Personality conflicts Agenda can get off-track May not take it seriously

Forced to focus and summarizeDocumented historyControl pace & work schedule Miss nonverbal Miss 1st reaction & socializingHarder to establish & maintain momentum Harder to make decisions

Control own pace and work scheduleCan virtually work from any locationFavors independent and computer- literate workers No voice inflection Lack of emotion Not good for making decisions Reliance on text-based communication Discoverable—too public

Real-time actionSave $/timeFavors computer-literate workers Personality conflicts Agenda can get off-track Technical obstacles Limits on # of participants Difficult to facilitate

Source: Adapted from an NTL workshop product, Virtual Teams, March, 2000.

Same TimeSame Time Different TimeDifferent Time

A virtual team is. . .A virtual team is. . .

Individuals. . .Individuals. . .

InteractingInteracting. . .. . .

INTERDEPENDENTLYINTERDEPENDENTLY..

Adapted from: Jessica Lipnack and Jeffrey Stamps, Virtual Teams: Reaching Across Space, Time, and Organizations with Technology. John Wiley & Sons, Inc.: New York, 1997.

Another view of virtual Another view of virtual teams (Sibbet)teams (Sibbet)

• Clear purposeClear purpose• GoalsGoals• TrustTrust

– Premium on early face-to-facePremium on early face-to-face– Solid groupware platformSolid groupware platform– Meta languageMeta language

Virtual Teamwork TipVirtual Teamwork TipTeamwork is NOT just Teamwork is NOT just about getting the work about getting the work done.done.

It’s about the It’s about the PEOPLEPEOPLE doing the doing the

work.work.

Virtual Teamwork Virtual Teamwork FormulaFormula

• 10 percent technology10 percent technologyAndAnd

• 90 percent people90 percent people==

100 % success100 % success

Request for Personal Request for Personal Experience from SitesExperience from Sites

What are some of the What are some of the challenges and successes challenges and successes you have experienced in you have experienced in starting, managing, or starting, managing, or participating in virtual participating in virtual teams?teams?

Open Systems ModelOpen Systems Model

TRANSFORMATIONTRANSFORMATION OUTCOMESOUTCOMESINPUTINPUT

Virtual Team InputsVirtual Team Inputs

INPUTINPUT

Mission/goalsMission/goals Resources Resources Calendar for actionCalendar for action Team directoryTeam directory

Virtual Teams Inputs Virtual Teams Inputs con’tcon’t

INPUTINPUT

Virtual team Virtual team charter charter Process leadershipProcess leadership Workflow planWorkflow plan

Virtual Team Virtual Team TransformationTransformation

TRANSFORMATIONTRANSFORMATION

What and when work What and when work gets donegets done

How work gets doneHow work gets done

Adjustments in-Adjustments in-process process

Virtual Team OutputsVirtual Team Outputs

Purpose/results Purpose/results achievedachieved

New New product/serviceproduct/serviceProcess Process improvementimprovement

Process learningsProcess learningsSuccessful teamSuccessful teamPersonal growth & Personal growth & team-player spirit team-player spirit

OUTCOMESOUTCOMES

Open SystemsOpen Systems

TRANSFORMATIONTRANSFORMATION OUTCOMESOUTCOMESINPUTINPUT

FEEDBACKFEEDBACK

Virtual TeamVirtual Team

Q/A AnnouncementQ/A Announcement

Participants are encouraged to Participants are encouraged to continue to call in their continue to call in their questions. Responses to questions. Responses to pending questions will occur pending questions will occur immediately following the immediately following the break.break.

INTERMISSION INTERMISSION

5 MINUTES5 MINUTES

Q/A DiscussionQ/A Discussion

???? ?

What are the What are the virtual team virtual team tools?tools?

Face-to-face sessionsFace-to-face sessions

• Preferred means for teams to Preferred means for teams to build trust and relationships build trust and relationships with each other.with each other.

• Set up systems for teamworkSet up systems for teamwork• Make decisionsMake decisions

Audio Conference CallsAudio Conference Calls

• Telephone—mah-h-velous! for Telephone—mah-h-velous! for people to get to know each people to get to know each otherother

• Share informationShare information• BrainstormBrainstorm• Make decisions Make decisions

EmailEmail

• It is the communication tool It is the communication tool you love to hate but cannot you love to hate but cannot live without these days.live without these days.

• Cost-effectiveCost-effective• Easy to useEasy to use• One to manyOne to many

Intranet and Desktop Intranet and Desktop Computer ToolsComputer Tools

• Intranet websitesIntranet websites• WindowsWindows

– Collaborative calendarsCollaborative calendars

Collaborative SoftwareCollaborative Software

• Lotus Notes—scheduling, Lotus Notes—scheduling, electronic messaging, electronic messaging, document and data sharingdocument and data sharing

• Easy to useEasy to use• Asynchronous/synchronousAsynchronous/synchronous

Web-based Web-based Collaboration Collaboration ApplicationsApplications• Egroups-YahooEgroups-Yahoo

– Can set up directory of team member Can set up directory of team member contact/profile informationcontact/profile information

– Can set up multiple topics or threads Can set up multiple topics or threads for discussion for discussion

– Great for organizing and retrieving past Great for organizing and retrieving past work work

• MyPlaceMyPlace

Web-based Web-based Commercial Commercial ApplicationsApplications

• PlacewarePlaceware• WebCrossingWebCrossing• CaucusCaucus• CommunispaceCommunispace• GroupMind ExpressGroupMind Express

Choosing MediaChoosing Media

• Personal preferencesPersonal preferences• DiversityDiversity• Other key considerationsOther key considerations

Other ConsiderationsOther Considerations

• Real time or rolling presentReal time or rolling present• Right media for right messageRight media for right message• Historical recordHistorical record• Size of groupSize of group• Two-way/one wayTwo-way/one way

Virtual Team TipVirtual Team Tip

• Each team needs to customize Each team needs to customize its own communications its own communications strategy.strategy.

Telephone Conferencing Telephone Conferencing TipsTips

• Realistic agenda Realistic agenda • Before-call preparations Before-call preparations • Start-of-call reviewStart-of-call review• Roll call on key pointsRoll call on key points• End-of-call protocolEnd-of-call protocol

Telephone Conferencing Telephone Conferencing TipsTips

• Workable number of Workable number of participantsparticipants

• Seating template Seating template • Reasonable length of time Reasonable length of time • Stretch breaks Stretch breaks

Email TipsEmail Tips

• Subject titleSubject title• Spelling and grammarSpelling and grammar• Personalized format--font, Personalized format--font,

color,color, arrangement of text, and arrangement of text, and signature signature

• Length Length

Email TipsEmail Tips

• To forward or not to forward? To forward or not to forward? • Only put in the email what you Only put in the email what you

are willing to see in the are willing to see in the newspapernewspaper

• Direct replyDirect reply

More Email TipsMore Email Tips

• Meta-language Meta-language – LOL, ROTFL, BTW, IMHO, LOL, ROTFL, BTW, IMHO, , ;-), , ;-),

<g>, *emphasis*, SHOUTING<g>, *emphasis*, SHOUTING

NetMeeting NetMeeting DemonstrationDemonstration

• ChatChat• Sharing programs/documentsSharing programs/documents• File transferFile transfer• WhiteboardingWhiteboarding• AudioAudio• VideoVideo

You might be wondering…You might be wondering…

What is the benefit What is the benefit of using audio?of using audio?

Audio allows ideas to Audio allows ideas to be shared, questions be shared, questions asked, answers asked, answers given in real time given in real time and avoids the and avoids the problem of “cross-problem of “cross-talk” that can occur talk” that can occur in the chat mode.in the chat mode.

Keeping the technology simple Keeping the technology simple is important in the beginning!is important in the beginning!

Question 3Question 3• How do I (we) get started How do I (we) get started

with virtual teams?with virtual teams?

AnswerAnswer• Personal individual levelPersonal individual level• Organizational levelOrganizational level

Gearing UpGearing Up

• Identify strengths and OFI’s Identify strengths and OFI’s – Teams Teams – TechnologyTechnology

• Target your learning to what Target your learning to what you can begin using you can begin using immediately. immediately.

Gearing UpGearing Up

Remember the virtual teams Remember the virtual teams formula:formula:

90% people + 10% 90% people + 10% technology = technology =

100% success100% success

Step One for AgencyStep One for Agency• Inventory team (traditional and Inventory team (traditional and

virtual) experiences, skills, other virtual) experiences, skills, other resources, and ongoing activitiesresources, and ongoing activities

Unlock your resources!Unlock your resources!

Step Two for AgencyStep Two for Agency

• Identify the values and goals Identify the values and goals for relying on teams to get the for relying on teams to get the work done.work done.

Step Three for AgencyStep Three for Agency• Close the gap between Close the gap between

where you are and where you are and where you want to bewhere you want to be

TODAYTODAY GOALGOALGAPGAP

Step Four for AgencyStep Four for Agency

• Remember the virtual Remember the virtual teams formula:teams formula:

90% people + 10% technology = 90% people + 10% technology =

100% success100% success

Why do we need Why do we need virtual teams?virtual teams?

Statistics on Statistics on Communication Communication

TechnologyTechnology• Use of technology at home/in Use of technology at home/in

workplace—workplace— growth in number of answering growth in number of answering

machines, telephones, fax machines, machines, telephones, fax machines, personal computers, voice mail, and personal computers, voice mail, and email email

Changes in the Changes in the WorkplaceWorkplace

• Increased number of Increased number of telecommuters and part-time telecommuters and part-time workersworkers

• Horizontal organizational structuresHorizontal organizational structures• Team-based work systemsTeam-based work systems• Global competitionGlobal competition• Privatization/outsourcingPrivatization/outsourcing

GroupsGroups--ThatThat--WorkWorkGroupsGroups--ThatThat--WorkWork Benefits of Virtual Benefits of Virtual Teams for Teams for

OrganizationsOrganizations• Greater flexibility Greater flexibility • Saves time and costsSaves time and costs• Increases communication and Increases communication and

learning across organizationlearning across organization• Encourages appreciation of Encourages appreciation of

diversitydiversity

Benefits of Virtual Benefits of Virtual Teams for WorkersTeams for Workers

• Schedule and geographic flexibilitySchedule and geographic flexibility• Increased number and types of Increased number and types of

learning opportunitieslearning opportunities• Much improved access to valuable Much improved access to valuable

informationinformation• More opportunity to network, meet, More opportunity to network, meet,

and become friends with colleaguesand become friends with colleagues

Goodbye and good luck!Goodbye and good luck!

Happy virtual teams to you. Happy virtual teams to you. . . . .

Until we meet again. . .Until we meet again. . .

Virtual Teams 101

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