Teletrips product demo: Training course

1. © 2008 Facet | Teletrips.
All Rights Reserved.
WELCOME
Managing Virtual Teams
Work Anywhere Learning Resource Center
Quick Start Series

2. © 2008 Facet | Teletrips.
All Rights Reserved.
Managing Virtual Teams
Quick Start Guide
> Learning Objectives
» This Quick Start Guide is intended to provide you with the key concepts and
management fundamentals associated with Managing a virtual team,
> After this course
» Identify the 5 management fundamentals associated with leading virtual teams
» Apply virtual team management fundamentals back in your everyday work
environment
Approximate time to complete this Quick Start Guide: 10 – 15 minutes

3. © 2008 Facet | Teletrips.
All Rights Reserved.
What Is A Virtual Team?
> A Virtual Team is a group of individuals who
work across time, space, and organizational
boundaries.
> Virtual teams typically have complementary
skills and are committed to a common purpose,
have interdependent performance goals, and
share an approach to work for which they hold
themselves mutually accountable.
> Successful virtual teams leverage advances in
technology and organizational practices to
enable employees to work seamlessly across
an integrated network of places including:
home, satellite offices, telework centers,
customer / partner sites or any other workplace
outside the main office.
::3::Managing Virtual Teams – Quick Start
Revision A - 2008

4. © 2008 Facet | Teletrips.
All Rights Reserved.
Enabling the Virtual Organization
> Fact: There is no silver bullet to successfully manage virtual and dispersed teams.
Instead, success is largely dependent on purposeful, disciplined implementation of
many good practices, most of which are already part of skilled managers’
competencies.
> Fact: The quality of the manager becomes increasingly important as the team
becomes more virtual.
::4::Oct 2008

5. © 2008 Facet | Teletrips.
All Rights Reserved.
Five Fundamentals
There are five Management Fundamentals that every manager should have in their
toolbox to help bridge the distance when leading virtual teams
1.Proactive management
2.Respect and trust
3.Rigor and discipline
4.Ownership and accountability
5.Fun
Oct 2008 ::5::

6. © 2008 Facet | Teletrips.
All Rights Reserved.
Proactive Management
> The difference between ‘just’ managing and ‘successfully’
managing is being proactive
> Clearly establish team vision and goals
» Align with company strategy and goals
» Use face-to-face meetings to communicate new elements or key
changes
> Develop and nurture team relationships
» Emphasize importance of team members getting to know one
another
» Expand relationships; include personal interests along with
professional
» Encourage input and dialogue; respect for one another
» Establish team protocols and processes and manage diligently
> Coach and mentor
» Get to know your employees and treat them as individuals
» Give unexpected rewards when employees have performed
extraordinarily
» Send handwritten notes thanking staff for their work
» Find opportunities to understand what really matters to your
employees
Oct 2008 ::6::
1

7. © 2008 Facet | Teletrips.
All Rights Reserved.
Developing Respect and Trust
> Foster a culture of two-way communication. Communicate
frequently and in different ways. Respect and trust erode
when employees do not interact or talk with each other.
> Optimize employees’ strengths and motivations
» Get to know your employees
» Leverage their strengths by assigning tasks that optimize their
skills
» Acknowledge accomplishment; verbally, figuratively and
financially
> Value the individual
» Follow through with commitments. Honor the sanctity of the
1:1. This may be the only time your employee has to talk with
you. Don’t take it lightly.
» Practice authenticity. Read and comment on routine reports.
Make your employees feel their work matters.
» Write personal, handwritten notes to show interest and
understanding
» Go out of your way to visit with employees where practical.
You need to stay sufficiently ‘in touch’ with your team.
Oct 2008 ::7::
2

8. © 2008 Facet | Teletrips.
All Rights Reserved.
Managing with Rigor and Discipline
> Document team output
» Establish routine for capturing output from team discussions
» Formalize a team archive for easy storage and retrieval of
information
> Establish and enforce protocols and etiquette
» Proactively negotiate team rules that are equitable to all and meet
the majority of your team’s needs, not just the outspoken
individuals
» Document and communicate to all
» Rigorously enforce all team rules
> Manage meetings in efficient, disciplined manner
» Establish fixed times for routine team meetings allowing members
to adjust their schedules
» Periodically or as appropriate, consider alternating call times to
align when employees in other time zones are ‘fresh’
» Keep conference calls interactive, never more than 60 minutes
» Don’t be afraid to end early if finished; don’t waste your team’s
time
» Use technology (e.g., IM) to enhance effectiveness of meetings
» Engage employees on calls asking questions in the middle of
presentations
::8::
3

9. © 2008 Facet | Teletrips.
All Rights Reserved.
Establishing Ownership and
Accountability
> Consistently assign action item ownership to specific
individuals
» Make assignments clear and avoid group ownership without
individual accountability
> Assure clear visibility of ownership and progress using team
processes and collaboration tools
» Use a ‘scrum’ process for meetings asking each member on a
routine timeframe; what have you accomplished, what do you
plan to accomplish and do you need any help?
» Use collaboration tools like wikis to show individual progress on
assignments
> Understand and address root cause under-performance
» Get to the bottom of an issue; understand the details before
taking action
» Take action early, not necessarily immediate termination
» Consider the possibility of alternative assignments or roles as
there may have been a miss-match of skills or abilities from a
capable, motivated employee
Oct 2008 ::9::
4

10. © 2008 Facet | Teletrips.
All Rights Reserved.
Importance of Having Fun
> Memorable events, even if low budget, cement
relationships and make being part of the team fun
and invigorating
» Carefully plan events to balance work and fun
activities
» Include spouses or significant others, where
appropriate
» Encourage employees to extend their stay, if possible,
to make the most effective use of travel and stimulate
other interests
> Encourage employees to interact outside of work in
special organized activities such as:
» Sports Days where employees jointly attend events
» Cultural Days where employees share in artistic type
activities
> Cultivate a culture of fun and making jokes
> Develop traditions like special event songs or virtual
celebrations; don’t be afraid of being creative
Oct 2008 ::10::
5

11. © 2008 Facet | Teletrips.
All Rights Reserved.
Check Your Understanding
> Check your understanding of the essentials managers need to employ to
successfully manage remote and dispersed teams by matching
fundamentals with the correct action listed in the adjacent box.
Oct 2008 ::11::
Actions
1. Documenting team output, enforcing
protocols and etiquette and managing
meetings
2. Optimizing employee strengths and
motivations and valuing the employee
3. Rigorously assigning ownership to specific
individuals, providing clear visibility for
ownership and progress and understanding
root-cause under-performance
4. Conduct memorable events, encourage
employee interaction outside work and
establish traditions
5. Setting goals, nurturing team relationships,
coaching and mentoring
Fundamentals

Proactive management

Developing respect and trust

Managing with rigor and
discipline

Establishing ownership and
accountability

Importance of having fun

12. © 2008 Facet | Teletrips.
All Rights Reserved.
Quiz Results
Oct 2008 ::12::

13. © 2008 Facet | Teletrips.
All Rights Reserved.
Conclusion
> Although challenging, remote, dispersed or virtual teams can be successfully
managed
> Virtual management is not accomplished by a single, comprehensive action
> Instead, implementation of many good, however small or seemingly insignificant,
management practices in a rigorous, disciplined manner is the key to success
Oct 2008 ::13::

14. © 2008 Facet | Teletrips.
All Rights Reserved.
Congratulations
You have successfully completed the Managing Virtual Teams – Quick Start.
Oct 2008 ::14::
Manager Quick Start
Available Quick Start Courses
1.Managing a Virtual Team
2.Performance Management for Remote Staff
3.Building Effective Teams
4.Effective Virtual Meetings
5.Managing Team Communications
6.Setting Expectations
7.Building & Managing Team Affiliation
Additional Telework Resources

Work Anywhere Program Site

Regional Work Anywhere Policies

Manager’s Forum