By Frank P. Saladis, PMP, LIMC MCCP, PMI Fellow
Virtual teams have been a part of the business, public, and not for profit environments for many years. In the late 1980’s and early 1990’s the internet began to significantly influence how information and meetings were managed. The economic situation in 1986 also had a major impact on business travel and companies sought new ways to conduct meetings more economically and to minimize travel. Back in that time period, technology was available but expensive and was used primarily by large corporations that could afford to construct what was basically a television production studio.
Today there are multiple platforms to choose from and they are generally very economical. The features and functions associated with the platforms provide the team leader or meeting facilitator with a variety of tools that can engage the attendees and produce the desired meeting outcomes.
In today’s new business environment, remotely distributed and virtual teams, although not entirely a new concept, have become a much more integral part of daily business. The leaders of these virtual teams must adapt to a very demanding and nearly constant state of “virtuality.”
Here are a few suggestions that may assist in creating a virtual team community that is well connected, engaged, and productive:
- Prepare an agenda for your meetings to send out to attendees, regardless of planned duration. Team members want to know the topics in advance. This helps them to prepare and participate more productively.
- If possible, schedule “recurring meetings” and “status updates” for a specific day and time each week/month. This allows everyone to plan their schedules and avoid commitment conflicts.
- Everyone’s time is important, so keep meetings as brief as possible and, as the leader, always be on line before everyone else. This also allows for some “social chat” and warm up before you begin.
- Some meetings require attendance by very specific individuals. Invite only those people who are truly needed for each meeting.
- Use “visual anchors” to maintain engagement – pictures, charts, images, diagrams. Use color to enhance the visual effect.
- Use “verbal anchors” to ensure clarity and understanding – comparisons, analyses, processes and steps, examples, repeating information for emphasis.
- Use “connection anchors” to maintain attention and participation – Ask team members specific questions, shift responsibility for facilitation.,
- Share work assignments equally. In many cases, leaders subconsciously assign particular work to team members based on the leader’s perception of an individual’s work performance. The leader is a coach and a mentor, and trust is a key factor in creating high performance teams. Show your entire team that you trust them.
- Connect with each team member individually and establish a rapport. This is necessary to ensure that performance related discussions are productive, comfortable, and meaningful.
- Establish ways for the team to get to know each other. There are lots of creative techniques to establish a very supportive virtual team environment: Share baby pictures and ask people to match each picture with the team members, have occasional round-table discussions, pair people to work together, be an idea champion and encourage everyone to come up with suggestions for increasing engagement and meeting enjoyment.
This new virtual business environment we are experiencing will probably continue as the business world moves forward. Technology will evolve to meet the needs and the team leader must adapt to the many new norms that are just over the virtual horizon.
One more tip I have for you is implement “enjoyment time” for each meeting, demonstrate your trust in your team, and exercise some creativity in your meeting management. Give everyone an opportunity to excel and contribute and keep communication flowing to ensure a strong team connection.
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About the Author
Frank Saladis is an internationally renowned speaker, consultant and instructor in the project management profession with over 35 years of experience in the telecommunications and project management training environment. Frank is a past president of the PMI Assembly of Chapter Presidents and is the originator of International Project Management Day. In 2006 he received the prestigious Person of the Year Award from PMI for his contributions to the practice of project management.