Leading A Virtual Team by Julian E. Dipp

Leading a Virtual Team

Julián E. Dipp

Topics What is a Virtual Team?

Leadership Principles

Communication and Coordination

Using Technology

Conclusions

Questions

What is a Virtual Team?

Leadership Principles

Communication and Coordination

Using Technology

Conclusions

Questions

Aka geographically dispersed team

Is a group of individuals who work across time, space, and organizational boundaries with links strengthened by webs of communication technology.

Key Characteristics

Complementary Skills

Common purpose

Interdependent performance goals

Everyone is accountable for everyone’s work

Benefits

Skilled employees may be located anywhere in the world

Workers can balance personal life with their work

responsibilities

The workday is 24x7 instead of 8hs

New and more efficient technologies are promoted

Problem solving possibilities/approaches are widened

Organizations are more flexible and responsive to the

marketplace

What is a Virtual Team?

Leadership Principles

Communication and Coordination

Using Technology

Conclusions

Questions

Leadership Definition

Process of social influence* in which one person is able to enlist the aid and support of others in the accomplishment of a common task.

*Influence means that the relationship between people is not passive; it is reciprocal.

The Seven Competences of an EffectiveVirtual Team Leader

5 Do’s and Don’ts for Virtual Team Leaders

1. DO be a leader, results catalyst, facilitator, barrier buster, business analyzer, coach and living example.

2. DO “purpose” the team well.

3. DO help everyone understand what each person does and needs from others.

4. DO get them the tools, time, and budget necessary to succeed.

5. DO install the systems, tools, protocols, and training for success.

1. DON’T be autocratic nor an abdicator.

2. DON’T allow poor team start-ups.

3. DON’T allow unclear roles and responsibilities to confuse people.

4. DON’T starve teams of resources

5. DON’T forget to create both social and technical infrastructure

Interacting with different cultures

The good leader must:

Understand that everyone has their own background, religion and habits. Flexibility or receptiveness is vital when dealing with people from different countries

Create a team atmosphere

Take advantage of the various ways of thinking

Create rules of engagement for the teammates and making sure everyone knows them

HiringThis is a crucial step when developing a Virtual

Team. Applicants must:

Be self-confidentBe IndependentBe ProactiveActively seek for communication with their

teammates and Team LeaderWillingness to work with different cultures

What is a Virtual Team?

Leadership Principles

Communication and Coordination

Using Technology

Conclusions

Questions

Coaching

Good coaching clarifies goals and measures, and entails lots of communication and employee involvement.

Goals and measurements are especially important to leaders who must coach from a distance. Metrics are almost like a virtual manager that keeps everyone focused on the most important priorities.

Shared accountability creates a feeling of real partnership. Good accountability systems create a feeling of clarity, purpose, and empowerment.

Coaching Tips Watch for clues that tell when to step in and coach Implement a peer feedback process Establish regular one-on-one coaching sessions

with each employee Use a structured improvement plan

Building Effective Teams

The Leader should:

Create a team charter Set operating

guidelines Clearly define team

member roles and responsibilities

Provide clear processes

Teach how to give and receive feedback

Teach good conflict-management skills

Employ empathic listening skills

Develop good decision-making processes

Integrate new team members effectively

Training from a Distance

Limit Web-based training sessions to two hours or less Where possible, use a combination of remote training

and face-to-face sessions Stay focused on results, not activities Take into consideration the environment in which the

individual(s) will be located Assess the needs of your team to assure that the

appropriate topics and methods of delivery are used Try to simulate face-to-face training as much as

possible Carefully select the method of Web-based training

Building Trust from a Distance

Communicate openly and frequently To get trust, give trust Be honest Establish strong business ethics Do what you say you will do, and make your actions

visible Make sure that your interactions with the team are

consistent and predictable

From the outset, set the tone for future interaction

Be accessible and responsive

Maintain confidences

Watch your language

Create social time for the team

What is a Virtual Team?

Leadership Principles

Communication and Coordination

Using Technology

Conclusions

Questions

Getting the Right Technology

The best solution isn’t always the most expensive

Consider which is the best technology according to the service you will provide and how effectively it will fit into your system

Determine what Software you’ll need before you determine what Hardware to use

Provide reliable communication equipment systems (e.g. DSL, phone, pagers, web cam, etc.)

Virtual Meetings

As people are geographically dispersed Virtual Meetings are important to enhance and promote communication. The leader must:

Have facilitator and communication skills Know how to make the best use of technology Share documentation Consider different time zones before setting up the

meeting

Using e-mail to manage a Virtual Team

Have a “no-scrolling” rule

Keep group lists up to date

Check e-mail regularly

Use the description line well

Use automatic replies when necessary

Ensure privacy and confidentiality are not violated

Educate the team on appropriate and inappropriate use of e-mail

Be careful of putting emotional content into e-mail

Using shared workspace

Use collaborative applications Train people how to work together in shared

applications Do regular backups Do not use confusing file names Have protocols for the common space

What is a Virtual Team?

Leadership: Foundation Principles

Communication and Coordination

Using Technology

Conclusions

Questions

Global business challenge is coordinating people from a distance.

New management strategies and techniques are needed.

While conventional leaders can watch what their team is doing, a virtual Team Leader must rely on his people.

A Virtual Leader must master technology in order to use it for the benefit of his team.

Technology alone is insufficient. Leaders now need to also master interpersonal relationships which is even harder from a distance.

There is no cookbook for leading people in remote locations. This concept is

challenging traditional management.

Questions?