VIRTUAL PROJECT TEAM SUCCESS EVERY...
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Myles D. Miller, MBA, MCSE, PMP, PPS CEO and Founder, LeadUP.Biz and LearningBreaks.com & SuccessHQ
VIRTUAL PROJECT TEAM SUCCESS EVERY TIME
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Virtual Project
TeamSUCCESS
EveryTime
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Managing Remote Teams
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Remote vs. On-Site Teams(1 of 4)
Remote team management requires different skills and techniques in order to keep employees motivated, productive, and on track.
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Remote vs. On-Site Teams(2 of 4)
Two critical skills in managing remote teams are which are different from on-site management are:
– Diversity– Communication
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Remote vs. On-Site Teams(3 of 4)
Diversity:
– Managers must deal with people that are from dispersed geographical locations, come from different cultures, speak different languages, and were raised with different values.
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Remote vs. On-Site Teams(4 of 4)
Communication:
– Different forms of communication must be relied on. When managing remote teams you will not get the pleasure of informal small talk by the coffee station—communication will be planned and electronically based.
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Communicating Virtually
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Communicating Virtually (1 of 9)
With off-site management, you need more communication in order to counteract feelings of isolation and overcome any difficulties becoming accustomed to company standards.
Make certain you are readily available for many hours each day on various types of communication.
• Respond as soon as possible.
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Communicating Virtually (2 of 9)
With new technology, there are many ways of communication including:
– Email, video chats, online chats, electronic message boards, conference calls/ teleconferencing, web conferencing, project management software, shared online calendars, intranets that store in-house documents.
• Utilize as much of these as possible.
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Communicating Virtually (3 of 9)
Set consistent communication schedules to establish a routine in order to keep goals presently in everyone’s mind and ensure everyone feels connected.
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Communicating Virtually (4 of 9)
Remember 93% of communication is nonverbal.
– When managers rely only on verbal communication or writing, research shows that only 7% goes through since body language, facial expressions, and tone are unavailable.
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Communicating Virtually (5 of 9)
Communication becomes formal and planned at all times while informal communication becomes lost.
– This office banter cannot be skipped.– Make certain to include a light faire,
news, awards, and personal updates in this communication.
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Communicating Virtually (6 of 9)
Video chatting can go a long way. – Research shows that the same
chemical reactions occur in people from videoconferences as face-to-face meetings.
– Nothing can compare to meeting in person.
– Make sure to meet each person every few months.
– Invite off-site workers to company parties and video chat them into congratulatory meetings to make them feel included.
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Communicating Virtually (7 of 9)
How to create the best emails to ensure action:
– Subject line must grab attention• Do not use generic “urgent”• Be clear and direct.
– Make the message easy to read• Get to the point immediately,• Use bullet points, short sentences
and paragraphs (they add emphasis)
– When scheduling a meeting, provide up to 3 dates for them to choose.
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Communicating Virtually (8 of 9)
How to create the best emails to ensure action:
– Tailor your message to recipient—not whole organization:
• Who are the readers?• What do they know about the topic?• What is their opinion on the topic? • What action do they need to take?
– Structure each message so it focuses on 1 clear purpose to avoid miscommunication
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Communicating Virtually (9 of 9)
Use voicemail in addition to email to urge action if stakes are high.
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Establish Respect & Build Trust in Remote Teams (1 of 4)
Provide reasons and explanations for your actions to establish trust.
– There are 3 types of trust: • Contractual• Communication• Competence
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Establish Respect & Build Trust in Remote Teams (2 of 4)
Contractual Trust:
– This is doing what you say you will.
– The best way to establish contractual trust is to show consistency.
– Establish clear goals, honor your agreements and manage expectations.
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Establish Respect & Build Trust in Remote Teams (3 of 4)
Communication Trust:
– This involves honesty and disclosure.
– Give honest feedback, admit mistakes, share truths even if difficult while maintaining confidentiality.
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Establish Respect & Build Trust in Remote Teams (4 of 4)
Competence Trust:
– This includes respecting the team.
– Acknowledge others abilities and talents and involve them.
– Help others learn new skills.
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Creating a Remote Team Culture (1 of 4)
Feelings of inclusion are most the important keys for motivation, morale, and success.
Share future goals, both measurable and immeasurable.
– This will provide focus and give guidance for decisions and directions.
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Creating a Remote Team Culture (2 of 4)
Create a mission statement– It must be short, strong and backed
by your company philosophy.
– Make it visible.• Not only do you need to share it
during your first meeting, you must also post it the company's website and refer back to it.
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Creating a Remote Team Culture (3 of 4)
Promote intra-team communication to build strong relationships.
– Create partnerships and opportunities for small talk.
– Arrange face-to-face meetings. – Have location swaps to better
understand each other.
Recognize and reward when a team member exemplifies your company’s culture.
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Creating a Remote Team Culture (4 of 4)
Build teamwork, trust, and trackability.
– Create a clear vision and roles related to that vision which hold a team together.
– Provide a clear orientation program with specific expectations.
– Give and receive feedback.• Adjust accordingly.
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Create Virtual Accountability
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Create Virtual Accountability (1 of 6)
Often with off-site workers, managers tend to try and over control their employees.
– However, this is counter productive in that it trains dependency.
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Create Virtual Accountability (2 of 6)
Managers must do the opposite; train for independency.
– The best way to do this is to provide goals and hold them accountable for their completion.
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Create Virtual Accountability (3 of 6)
Underperforming employees can slip under the radar and the consequences are expensive.
– Use face-to-face mentorship and ongoing training to build relationships and identify problems.
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Create Virtual Accountability (4 of 6)
Measure output not hours.– Managers must make the transition
from managing time to managing projects.
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Create Virtual Accountability (5 of 6)
Remote employees work better with a large emphasis on individual responsibility rather than group think.
– Give each person their own responsibility and let them get it done.
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Create Virtual Accountability (6 of 6)
The problem becomes managing all these individual projects.
– Usually the best way to handle this is to give each worker plenty of room and hope they will do it right.
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3 Sources of Remote Conflict (1 of 6)
Three frequent sources of conflict from remote workers are:
– Unreliable Technology
– Social Loafers
– Criticism
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3 Sources of Remote Conflict (2 of 6)
Three frequent sources of conflict from remote workers are:
– Unreliable Technology: Conflict can occur when interruptions and technology failures become excuses for not completing work.• Researchers found that teams with
low trust blame technology for incomplete or late tasks.
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3 Sources of Remote Conflict (3 of 6)
Three frequent sources of conflict from remote workers are:
– Unreliable Technology: Conflict can occur when interruptions and technology failures become excuses for not completing work.• Those with high trust found ways
around it. • Building up trust will help avoid
this common conflict source.
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3 Sources of Remote Conflict (4 of 6)
Three frequent sources of conflict from remote workers are:
– Social Loafers: Another source of conflict occurs when one person is not contributing during a project.• Studies show that usually a lack of
participation does not necessarily signify laziness.
• It may be some other barrier such as fear of criticism or feelings of insignificance.
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3 Sources of Remote Conflict (5 of 6)
Three frequent sources of conflict from remote workers are:
– Social Loafers: Another source of conflict occurs when one person is not contributing during a project.• To resolve this conflict or even
prevent it, talk to the team member individually about these barriers.
• Do not single them out in a group or ignore the problem—it will make it worse.
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3 Sources of Remote Conflict (6 of 6)
Three frequent sources of conflict from remote workers are:
– Criticism: Negative feedback can come across harsher through text. • Provide substantial reasoning for
disagreement or praise.• Instead of flat out disagreement,
offer alternatives and explanations which will lessen the fear of criticism.
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Resolving Virtual Conflict (1 of 5)
Differences in conflict between on-site employees and off-site employees:
– The potential for conflict increases.– When much of the communication is
done over the internet, messages may be misinterpreted, goals/expectations may be unclear, and longer time may elapse before it is handled.
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Resolving Virtual Conflict (2 of 5)
Differences in conflict between on-site employees and off-site employees:
– People also have fewer opportunities for informal interaction where workers could bring up little issues.
– There are also no nonverbal cues which make communication difficult.
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Resolving Virtual Conflict (3 of 5)
How can managers address conflict with remote workers?
– Do not ignore it. • Intervene early before the conflict
grows.
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Resolving Virtual Conflict (4 of 5)
How can managers address conflict with remote workers?
– Switch from email to phone or video chats.• Eye contact, tone, and non-verbal
cues will help to monitor your communication and avoid negative assumptions.
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Resolving Virtual Conflict (5 of 5)
How can managers address conflict with remote workers?
– Set up a time to focus solely on this issue. • Plan ahead on key points you want
to address to make sure the conflict does not spiral.
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Adapting to Succeed (1 of 3)
The future of a business is based on how well you are able to synthesize data on the changing business landscape and adapt to these changes within the whole organization.
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Adapting to Succeed (2 of 3)
Companies must build their organizations around the picture of this landscape.
Be ready and able to handle change.
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Adapting to Succeed (3 of 3)
Keep things simple, communicate goals to everyone and incorporate your values in daily routine, atmosphere of openness and creativity, encourage individual learning.
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Communicating Up
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Communicating Up (1 of 4)
What remote workers want their bosses to know.
– They Need Feedback• People get it through body
language/ facial expressions/ side comments.
• They will not get that as remote employees, so they need it from another source.
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Communicating Up (2 of 4)
What remote workers want their bosses to know.
– They Need Feedback• Praise as deserved and not
forgotten.
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Communicating Up (3 of 4)
What remote workers want their bosses to know.
– They Need Feedback• They often hear about problems
late-let them know right away.
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Communicating Up (4 of 4)
What remote workers want their bosses to know.
– They Need Feedback• To acknowledge that they
understand that remote workers are motivated to work and make themselves available all the time.
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Global Teams (1 of 8)
When dealing with global teams, you must be sensitive to:
– Language Differences• Make certain that everyone
understands what is being said.
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Global Teams (2 of 8)
When dealing with global teams, you must be sensitive to:
– Business Protocols• Understand that decision-making
is culturally rooted:– The fact that in the United
States, managers are trained to get input from the team and chose a direction quickly and adjust later if needed.
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Global Teams (3 of 8)
When dealing with global teams, you must be sensitive to:
– Business Protocols• Understand that decision-making
is culturally rooted:– The fact that in Sweden,
decision-making happens during lengthy consensus-building meetings, leading to strong agreement and rapid implementation.
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Global Teams (4 of 8)
When dealing with global teams, you must be sensitive to:
– Business Protocols• Understand that decision-making
is culturally rooted:– The fact that in France,
emphasis is placed on debating and confrontation in decision-making.
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Global Teams (5 of 8)
When dealing with global teams, you must be sensitive to:
– Time Zones• If common times are not always
possible, shift the burden so not everyone has to adjust to your time.
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Global Teams (6 of 8)
When dealing with global teams, you must be sensitive to:
– Their Culture and The Differences• Do not be overly sensitive.• Be aware of the important
differences.• A good way to increase the
cultural understanding across the team is to have one person tell a story about the place they live at the beginning of each meeting.
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Global Teams (7 of 8)
When dealing with global teams, you must be sensitive to:
– Meet Face to Face• Visit each countries team at least
once a year, or at least all meet up annually.
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Global Teams (8 of 8)
When dealing with global teams, you must be sensitive to:
– People Living Close To Each Other• Even it they live close to each
other, do not let them co-locate as this will disturb the teams dynamic. – When everyone is separated,
each member of the team is on the same level.
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QUESTIONS
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Myles D. Miller, MBA, MCSE, PMP, PPS – “Two-Time Best Selling Author” – Radio Host, “Myles of SUCCESS”CEO and Founder –LeadUP.Biz and LearningBreaks.com & SuccessHQWEBSITES:www.mylesofsuccess.com www.leadup.bizwww.learningbreaks.com www.successhq.net
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