In today's digital age, with the advancement of technology and communication tools, managing virtual teams has become increasingly common, especially within certain sectors. Post-Covid, there’s been a huge shift in the way we work, so many teams now consist of individuals working entirely remotely, or as part of a hybrid working setup.
While this setup offers various benefits, such as increased flexibility, improved employee work-life balance and access to a global talent pool, it also presents unique challenges. The CIPD have reported that, "When communicating virtually, team members share less information with each other, have a harder time interpreting and understanding the information they receive, and give delayed feedback."
In this blog post, we explore some of the key considerations when managing virtual teams and our top tips to mitigate any risks.
1. Create open lines of communication
Effective communication lies at the heart of managing virtual teams. Establish clear communication channels and ensure that team members have access to reliable tools that enable this.
Use platforms like Slack, Microsoft Teams or Google Hangouts to facilitate real-time communication, file sharing, and video conferencing. Encourage regular check-ins and establish a routine for team meetings to keep everyone aligned and engaged.
Top Tip: Use these communication tools to create social settings too, encouraging teams to meet virtually for a coffee and a catch up! And always be conscious of your body language on video calls!
2. Set clear goals and expectations
Virtual teams, like any other teams, require clear goals and priorities. Set specific and achievable targets to guide your team's efforts. Be transparent about expectations, deadlines, and deliverables. Assign responsibility and establish accountability frameworks to ensure everyone knows what they are responsible for and how their work contributes to the overall team's success.
Top Tip: Ensure you remain available and visible to your team members, even though they can’t see you. How about blocking out time in your diary for team members to virtually ‘drop in’ for a chat?
3. Build trust and rapport
Building trust among virtual team members can be a challenge. Lack of face-to-face interactions can hinder relationship-building efforts. Encourage open and honest communication, and promote a positive team culture where individuals feel comfortable sharing their thoughts and concerns.
Top Tip: Team-building activities, such as icebreaker sessions or virtual ‘new team welcomes’ can help to foster a sense of camaraderie.
4. Create a productive working environment
Virtual team members need a conducive work environment to be productive. Encourage them to create a dedicated workspace, free from distractions. Remember, it’s your responsibility to provide access to necessary resources, such as software, equipment and training to enable seamless work processes.
Top Tip: Encourage breaks and downtime to maintain employee wellbeing and mental health.
In summary, managing virtual teams requires thoughtful planning, effective communication, and a focus on building strong relationships. By leveraging appropriate communication tools, setting clear goals, building trust and ensuring flexibility and adaptability, virtual teams can achieve high levels of productivity and success.
If you’d like to learn more about managing virtual teams, sign up for our 30-minute ‘Managing Virtual Teams’ course.