Recommendations on Managing Virtual Teams
• Develop a team web page where virtual team members can share information and get to know one another.
• Create ways for team members to interact and communicate informally. Use real-time communication tools like Instant Messaging or social media sites such as Facebook or Twitter to create a virtual water cooler of sorts that allows people on virtual teams to communicate more spontaneously.
• Build a collective online "resource bank" to share information and experiences.
• Find ways to "spotlight" team members.
• Send electronic newsletters or updates to the team.
• Create ways to virtually celebrate successes as a team.
• Partner team members at different locations on projects and rotate these periodically.
• Make sure teams meet face-to-face at least once early on in the team's formation. Spend some part of the meeting focused on building relationships and learning about team members' capabilities.
• Be sure team members feel empowered to make and act on decisions. Because virtual leaders do not have "face time" with team members to check in, leaders are more likely to micromanage team members without realizing it.
• Help people manage conflicts, not avoid them. Conflict is likely to be ignored or may escalate quickly in a virtual setting. Therefore, leaders need to more proactively manage conflict.
• The team leader should model and reinforce these positive behaviors.
• Use criteria and/or assessments when selecting individuals for virtual teams.
• Use team-building sessions - ideally conducted at an initial or subsequent face-to-face team meeting - to help team members strengthen working relationships and create team momentum that can enhance team effectiveness.
• Assess development needs for team members and team leaders and conduct skill-building focused on these areas.
• Reassess needs over time.
• Clearly define team roles and accountabilities to minimize frustration and misunderstandings that can damage morale and derail productivity.
• Review and refine team processes regularly.
• Periodically examine the level of team performance. Collect feedback from various stakeholders to assess the team's performance.
• Based on the outcomes, identify barriers to high performance, as well as steps that can be taken to overcome these barriers.
• Leverage synchronous tools (e.g., Instant Messaging) to increase spontaneous communication.
• Use tools such as electronic bulletin boards to create a sense of shared space.
• Carefully choose communication technologies that are most appropriate to the specific task. For instance, email is good for simple information sharing, while conference calls are better suited for interactive sharing of ideas or plans.
• Make wider use of videoconferencing.
• Set clear goals and direction and revisit these as priorities shift.
• Engage team members in the development of team strategy.
• Provide time for team building through periodic face-to-face meetings.
• Provide timely feedback to team members. Be responsive and accessible.
• Emphasize common interests and values and reinforce cooperation and trust.
• Create a system to easily integrate new team members.
• Teach the importance of conflict resolution.
• Celebrate team achievements and successes.