Buss420 Team Primer

Virtual Team Primer

BUSS420 Project Management

Unique Challenges to Operating in a Virtual World

Examples:

Time delays in replies

Lack of common understanding among cross-cultural

team members

Communication breakdowns due to cultural variances

Unresolved conflict among culturally different members

Limited hours allowed to be worked and different holidays

Significant challenges referring to or explaining

documents virtually

Received controlled:

- Transmitter communicates and has no visual cues to

help him moderate pace or help ensure

understanding

- In distance communications, the receiver must take

the initiative to stop the presenter when things are

not clear and ask for more information

- Receiver will not receive as much information unless

they are pro-active about getting it

BUSS420 Project Roles & Responsibilities

Key Roles Key Role Assignments Executive Sponsor Project Sponsor Project Team Project Manager Project Team Members Team Leads Customers Key Stakeholders or

stakeholder groups Vendors

Beijing EAPS CEO Instructor (CJB) Your team Your designated PM Deliverable Section Leads Beijing’s customers Key Beijing EAPS internal

organization/business units Your team or any other

vendors you decide to include

BUSS420 Team Project Deadlines

Milestone Course Session Team logistics Team name/PM Start working on plan Completed draft of pm plan Final PM Plan submitted Start working on kick-off/WBS Final kick-off/WBS posted Complete client sign-off Complete project closeout Complete peer & team evaluations Complete Lessons learned post

End of Week 2

End of Week 2

End of Week 3

End of Week 4

End of Week 5

End of Week 5

End of Week 5

End of Week 6

End of Week 6

End of Week 7

End of Week 7.5

Best Practices for Operating in a Virtual World

Examples: Coordinating and communication with other team members to:

- Ensure that all are aware of who is performing what activities- Confirm that all have access to important documents and other information

Volunteer to be the minute taker at meetings and share minutes immediately

Clarifying ambiguous tasks right away

Share documentation in advance by email for phone calls Acknowledge information receipt

- “I completed X as agreed”- “I received your e-email and will respond tomorrow”- Replace lost physical, social and situational context in our communication

Use regular communication that engages all parties at the same time

Take responsibility for prioritizing communication Team availability calendar

- Phone numbers, best & fastest way to contact to leverage time differences- Normal work hours and reasonable hours to call outside normal work hours- Time differences (e.g. Venezuela 30 minutes ahead of Racine)

What best practices do you know of for operating in a virtual world?

Choosing the Right Tool for the Right Task

Type of Technology

Type of Tasks

Sharing and Collecting

Information

Discussing and Brainstorming

Collaborative Decision-Making

Negotiating Technical or Interpersonal

Conflicts

Angel Discussion Forum

Effective Ineffective Ineffective Ineffective

Teleconference / Phone Call

Effective Effective Effective Somewhat Effective

Videoconference/webcam

Effective Somewhat Effective

Effective Not Effective

E-mail Effective Somewhat Effective

Not effective Not Effective

Voice Mail Somewhat Effective

Not Effective Not Effective Not Effective

Face to Face Highly Effective Highly Effective Highly Effective Highly Effective

Open

Dialogue

Active

Listening

Key Elements of Effective Team Communication Include:

A high functioning team needs ground rules that each member understands and follows

Sample Ground Rules: Focus on the issue, not the individual Confidentiality Participate fully and openly Use time wisely Come to meetings prepared Focus on team goals Show respect for each other at all times Be open to new ideas Learn from failures in a positive way Strive for consensus decision-making Support each other

Become a great team member!

Know your responsibilities: Learn these by attending the team meeting

Be clear on expectations and timelines: The success of the entire team rests on the ability of each team member to do their job when it is necessary. Remember, this is 50% of your grade for this course!

Ask questions and share information: Information that is shared benefits the team decision-making process. In other words, communicate!

Support one another: If another team member is struggling or not participating in the discussion, make room for their point of view. Ask questions!

Everyone’s ideas are important to the problem-solving process.

Ask for help: Voicing your needs may put an issue on the table that others are struggling with.

What does it mean to lead a virtual team project in BUSS420?

Provide overall direction & organization Act as a conduit between team and instructor Be familiar with all deadlines & deliverable expectations Constant communications with all team members Proactive in the team discussion forums to keep the ball

rolling Have the ability to resolve or escalate issues as soon as

possible Lead the team to victory!

Characteristics of a Successful Project Manager

Has the team focus on results Develops and maintains the energy that comes

from teaming Encourages communication—oral, written, and

electronic Sets the example Lays the groundwork for synergy Encourages greater diversity in thinking, work

style, and behavior.

Characteristics of a Successful Team

Acceptance of new ideas and objective evaluation of them Sustained common norms, values, and beliefs without excessive

conformity Synergy through mutual support Loyalty and commitment to the project Focus on end results A trusting, open attitude Ability to gain consensus and resolve conflicts High morale and esprit de corps Information and resources sharing