What Challenges Do Managers of Virtual Teams Face?<\/a><\/p>\n\n\n\n How to Structure Virtual Teams<\/a><\/p>\n\n\n\n Strategies to Manage Virtual Teams Effectively<\/a><\/p>\n\n\n\n Making Virtual Team Meetings More Fun<\/a><\/p>\n\n\n\n Virtual team development is the process of helping individuals grow skills in professional areas on a virtual platform. That growth can focus on hard skills that enable employees to perform better in their roles or the development process can focus on building a more connected team.<\/p>\n\n\n\n Virtual team management requires a unique perspective on what employees might be dealing with on a daily basis, the ability to resolve conflicts between teammates that aren\u2019t in the same room, and empowering employees to grow in their skills and specialties. If you want to know what it looks like to manage and develop a virtual team well, you\u2019ve come to the right place! Keep reading for the ins and outs of managing virtual teams.<\/p>\n\n\n\n Virtual teams are becoming more and more common as technology makes work easier and as businesses continue to grow. The option to be on a virtual team is also appealing to employees. In their Remote Work Report 2021, GitLab<\/a> found that 52% of virtual team members find themselves more productive, and 48% say that they can work more efficiently while on a virtual team<\/strong>. For those considering reworking their teamwork structure to be more virtual-friendly, some of the benefits of managing a virtual team are:<\/p>\n\n\n\n GitLab<\/a> also reported that 4 out of 5 people would recommend virtual work to others, and once virtual work has been introduced to a workspace, 1 in 3 employees would leave their job if that option was taken away. <\/p>\n\n\n\n So just why is it important to know how to manage virtual teams? Because sooner or later, you may find yourself with employees who need this option. Their felt needs, as well as productivity and flexibility, are major factors as to why you should consider virtual teams, but managing virtual teams and seeing them develop is different than leading in-person teams. It\u2019s not a bad difference\u2014the management principles are the same, but there are unique challenges and needs that you must meet. Find out below what some of those challenges are and how to lead well despite any bumps you may encounter.<\/p>\n\n\n\n \u201cNot finance. Not strategy. Not technology. It is teamwork that remains the ultimate competitive advantage, both because it is so powerful and so rare.\u201d<\/strong>\u2015Patrick Lencioni<\/a>, The Five Dysfunctions of a Team: A Leadership Fable<\/em><\/p>\n\n\n\n Every team, virtual or not, has a \u201cteamwork\u201d dynamic, but whether that dynamic is productive or unproductive often hinges on a manager\u2019s ability to lead. Of course, employees\u2019 work ethic matters, but a good manager not only understands how each of their employees works individually but they have insight into what boosts collective teamwork. <\/em><\/p>\n\n\n\n There are unique challenges to virtual team management that managers of in-office teams might not have to face.<\/p>\n\n\n\n Relaying information, tasks, updates, and new projects to your team can get bottlenecked when there isn\u2019t clear communication. Virtual teams have the added barrier of not interacting in person, cutting out body language and vocal tone.<\/p>\n\n\n\n If you have team members who are across the country or even across the globe, \u201curgent\u201d can become a waiting game as communication travels through time zones. Additionally, if you have team members from around the world, culture can play a part in different work styles.<\/p>\n\n\n\n Distractions, personal problems, frustrations, and more can lead to employee disengagement in any workplace, but virtual teams lack the buffer of face-to-face contact with their teammates that can keep them engaged. Disengaged employees can inadvertently decrease positivity and overall productivity, and can even cause other employees to be disengaged. <\/p>\n\n\n\n Technology is a huge blessing to virtual teams, but it\u2019s also fallible. Managers face challenges from power failures to the wrong equipment, and they need to ensure their team isn\u2019t set back by technology.<\/p>\n\n\n\n While this isn\u2019t an exhaustive list of hurdles that virtual team managers have to conquer, these are some of the big ones that you will face week after week. These challenges can cause setbacks for your virtual team if you don\u2019t address them early on or keep an eye on where there may be a potential breakdown.<\/p>\n\n\n\n When it comes to structuring your virtual team, start with the basics of what\u2019s important to your team. Management Study Guide<\/a> recommends asking yourself two questions: what does the team stand for, and how will the team achieve its goal? Before you begin putting people in place and assigning tasks, it\u2019s imperative to think through these deeper questions about your virtual team. <\/p>\n\n\n\n Along with answering these two questions, work with the best building blocks as you structure your team. The Harvard Business Review<\/a> talks about 4 \u201crights\u201d when it comes to developing the right virtual team:<\/p>\n\n\n\n 1.<\/strong> The Right Team \u2013 <\/strong>Are the right people in the right places on your team?<\/p>\n\n\n\n 2. The Right Leadership \u2013 <\/strong>Is your leadership benefiting your virtual team? What do you need to change to help them be productive?<\/p>\n\n\n\n 3. The Right Touchpoints \u2013 <\/strong>When and how are you meeting with your team to ensure they\u2019re heading in the right direction?<\/p>\n\n\n\n 4. The Right Technology \u2013<\/strong> Does everyone have what they need to succeed on a daily basis? What recommendations do you need to give to make sure your virtual team stays productive?<\/p>\n\n\n\n These building blocks are a good start in how to structure your virtual team! Aside from focusing on these items in your structure, you\u2019ll also want to assign project point persons, whether that is someone who has been working on your team for a long time or someone who is well-experienced in the project at hand. <\/p>\n\n\n\n Make it easy for team members to get a hold of each other. Have an accessible team directory available for your virtual team to connect and talk through pieces of projects together. In other words, empower your employees! This is an important part of virtual team development. In a 2004 article in the Academy of Management Journal<\/em><\/a>, Kirkman et. al found that \u201cteam empowerment was positively related to two independent assessments of virtual team performance\u2014process improvement and customer satisfaction.\u201d<\/p>\n\n\n\n Additionally, build a somewhat predictable calendar for your virtual team. Create rhythms of work for them so they will know what to expect on what day of the week and month of the year.<\/strong> Keep this rough calendar written out somewhere your virtual team will be able to find, like workspace software or through a Google calendar.<\/p>\n\n\n\n Conflicts and misunderstandings are bound to happen within any team and can hit virtual teams hard\u2014they don\u2019t have the benefit of daily face-to-face interaction and chances to naturally build trust amongst themselves. But don\u2019t let this discourage you as a manager. Misunderstandings are a human experience, and as you guide your team through them, here are some key practices you can do to handle conflict well with your virtual team.<\/p>\n\n\n\n Let your employees know that you care about their needs by speaking with them one-on-one. This should be a confidential space where they can put any frustrations or confusion out in the open before it becomes a bigger issue.<\/p>\n\n\n\n In discussion with your team members who are in conflict\u2014whether the conflict is task-related or relational\u2014it\u2019s essential to ask the right questions for clarity and to be unbiased. Asking the right questions, especially in a calm and empathetic way, can help diffuse tensions and bring the truth forward quicker.<\/p>\n\n\n\n Use project management software such as Asana or Hive so team members can see what work is to be done. This can help solve communication barriers about who is to do what in any team. This is more of a precautionary measure to prevent conflict and boost trust, communication, and productivity within your team. Team members can work on problem-solving skills through these activities as well. Keep reading for team building activities for your virtual team!<\/p>\n\n\n\n Ann Majchrzak<\/a>, a professor at the University of Southern California Marshall School of Business, found a similar thread among teams that were able to handle conflict well\u2014an online discussion board. An open board like this can be set within a workspace software that your team uses and can give employees the benefit of anonymity for tough subjects. The Harvard Business Review<\/a> summarized Majchrzak\u2019s findings as to why these discussion boards are so successful:<\/p>\n\n\n\n Whatever your method to solve conflict within your team members, make sure to stick the tensions through and let your employees know that you hear them and care for them. This kind of virtual team development has the potential to strengthen your team in the long run. They\u2019ll also learn that they can trust you as a leader to solve problems.<\/p>\n\n\n\n You may ask, \u201cHow do I build teamwork virtually?\u201d Just like any team, virtual teams can benefit greatly from team building<\/a> activities. These intentional moments or even days can help increase productivity, good communication, and relational trust within your team. They can also be a morale boost when you think your employees might be heading toward burnout from project after project. <\/p>\n\n\n\n Here are some virtual team building<\/a> options for you to consider as you manage your virtual team:<\/p>\n\n\n\n Icebreaker questions<\/a> are simple and fairly self-explanatory\u2014make a list of basic but telling questions that team members can ask each in Zoom<\/a> breakout rooms or in meetings that they set themselves. Let your team \u201cbreak the ice\u201d with one another and get to know more about each other than, \u201cThis is our accountant Tom.\u201d Thorns\/roses are also a simple concept. Whether as a whole team or in smaller groups, give your team the chance to open up and say what\u2019s been a thorn in their side (something difficult or frustrating) or a rose (something that they want to share and celebrate).<\/p>\n\n\n\n This can be done over a video call platform like Zoom. Make a list of things that your employees might find around them wherever they might be working from. Give them a time limit (keep it competitive!) and let them \u201chunt\u201d for those items. <\/p>\n\n\n\n Websites like Kahoot!<\/a> or Sporcle<\/a> are packed to the brim with virtual games and quizzes over Zoom<\/a> that your team can do together. You have dozens of topics to choose from, from geography to Disney characters to Harry Potter trivia and more. Set a video call with your team where you can play one of these games together. This is an opportunity for everyone to let loose a little bit and maybe show off some \u201crandom knowledge\u201d that they have.<\/p>\n\n\n\n You can find more engaging virtual team building activities<\/a> here. As Patrick Lencioni says, teamwork is the \u201cultimate competitive advantage.\u201d<\/strong> Team building days are always a lot of fun, but there are more benefits than meet the eye, especially when you are managing virtual teams.<\/p>\n\n\n\n Managing virtual teams may come with a unique set of challenges, but there are some key strategies you can employ to ensure your team\u2019s continual success as time goes on. Here are 3 strategies that are essential to any working team, but can greatly improve a virtual team. <\/p>\n\n\n\n Aon Consulting<\/a> says that \u201cclearly defining the final work product, as well as the iterative steps to successful task completion, are key aspects of managing virtual worker performance.\u201d When your virtual team knows what the end goal is and what\u2019s expected of them, you help them rise to the challenge of managing themselves. Be as clear as possible when relaying what tasks need to get done, timelines for projects, and who is to do what.<\/p>\n\n\n\n In onboarding, regular team meetings, and one-on-one conversations, prioritize communication. Don\u2019t hesitate to even \u201cover-communicate\u201d. Important parts of communication, such as vocal tone and body language, can get lost as we interact through technology.<\/strong> Utilize as many forms of communication as possible (text, email, video meetings, etc.) but be sure to be consistent\u2014make sure to stay within whichever communication method you begin a project on until the work is complete.<\/p>\n\n\n\n One way to alleviate any strains in communication is to have a weekly video call meeting with your team. You can do it at the beginning of the week to discuss upcoming work or at the end of the week as a way for each team member to update everyone on their part in projects or work. This should be a time where you reconnect and allow employees to ask clarifying questions. Again, don\u2019t be afraid to over-communicate. <\/p>\n\n\n\n In every work environment, it\u2019s necessary for employees to know they can count on their teammates. With virtual teams, it can be difficult to build relational trust because team members aren\u2019t interacting in person on a regular basis. They might feel like they\u2019re working with strangers or they\u2019re simply a small piece of a puzzle. Building relational trust helps employees to become and stay engaged in work and in the organization overall. Doing team building activities, icebreakers, and making room for your team to get to know each other is key in building trust.<\/p>\n\n\n\n An easy way to implement these strategies, as foreshadowed above, is to meet via video call as much as possible. Whether Zoom, Google Meet, or Skype, seeing faces and hearing voices helps bring clarity and build relationships.<\/p>\n\n\n\n We also suggest scheduling an occasional face-to-face meeting. This may be difficult for virtual teams that are spread across states, time zones, or even countries, but if it\u2019s ever possible, put a meeting on the calendar for your team to meet face-to-face. These interactions are priceless and make room for relationships to be formed that can help projects and communication go smoothly as your team continues to work together. In these face-to-face meetings, make sure you combine work-related activities with relationship-building moments such as going out to eat.<\/p>\n\n\n\n Since most communication and virtual teamwork happens via video calls and meetings, you\u2019ll want to keep your team members engaged as much as possible. Virtual team meetings can be fun, even when information about work is the main subject of the conversation. Some tips for making your virtual team meetings fun include:<\/p>\n\n\n\n You can bring icebreaker questions to the meetings or simply ask how everyone\u2019s week has been or something they have learned. Give people room to respond to each other and dialogue.<\/p>\n\n\n\n This can include Keynote or Powerpoint presentations, pictures, and infographics, or even videos and TED Talks<\/a>. Mixing up media can help your virtual team stay engaged and can even give them skills in running meetings themselves.<\/p>\n\n\n\n We\u2019re talking about something goofy. Show up to a meeting in a costume. Use a funny background. Put on a cat filter. Sometimes what a team needs is a little nonsense to lighten up their day, especially if they\u2019re in the midst of tough deadlines or projects!<\/p>\n\n\n\n This might seem like a given, but it\u2019s much too easy to become long-winded in a meeting. Over-communicate, yes, but be aware of your team\u2019s attention span. Have an agenda for your meeting and stick to whatever time limit you originally set. If you find yourself in a rabbit trail of questions or explanations, apologize to the team and let them know you can discuss anything they need further explained in a separate meeting on your preferred communication channel.<\/p>\n\n\n\n If you are able to spend more time bettering your understanding of your work or your management skills, share what you\u2019ve learned with your team. Think through what would benefit your virtual team, develop them, and empower them in the workplace. If you\u2019re in an industry that deals with clients on a regular basis, help your employees become better company representatives by developing them in this manner.<\/p>\n\n\n\n There\u2019s no reason your virtual team meetings should be boring or tedious. Keep your employees engaged, and watch for their reactions as a gauge for how meetings are going. In order for that to happen, encourage your virtual team to keep their cameras on during meetings as much as possible. You might also want to check out this list of quick team building activities<\/a> for your next meeting for different games you can play to keep your virtual team engaged. <\/p>\n\n\n\n As you focus on managing and developing your virtual team, remember that they are still a team. They still have similar needs and experiences as employees who work in an office together. Be sure to keep each of these in mind as you lead your team:<\/p>\n\n\n\nWhat Is Virtual Team Development?<\/h2>\n\n\n\n
Why is it important to know how to manage virtual teams?<\/h2>\n\n\n\n
![\"managing-a-virtual-team-on-compute\"](\"https:\/\/teambuildinghub.com\/wp-content\/uploads\/2022\/03\/managing-a-virtual-team-on-computer-1024x538.webp\")
<\/figure>\n\n\n\nWhat challenges do managers face in managing virtual teams?<\/h2>\n\n\n\n
1. Communication issues<\/strong><\/h3>\n\n\n\n
2. Geography<\/strong><\/h3>\n\n\n\n
3. Disengagement<\/strong><\/h3>\n\n\n\n
4. Technology<\/strong><\/h3>\n\n\n\n
![\"virtual](\"https:\/\/teambuildinghub.com\/wp-content\/uploads\/2022\/03\/virtual-team-on-a-computer-1024x683.webp\")
<\/figure>\n\n\n\nHow do I structure virtual teams?<\/h2>\n\n\n\n
![\"coworkers](\"https:\/\/teambuildinghub.com\/wp-content\/uploads\/2022\/03\/coworkers-on-a-zoom-call-1024x623.webp\")
<\/figure>\n\n\n\nHow can I manage conflicts and misunderstandings in virtual teams?<\/h2>\n\n\n\n
1. One-on-One Meetings<\/strong><\/h3>\n\n\n\n
2. Ask the Right Questions<\/strong><\/h3>\n\n\n\n
3. Work on a Shared Workspace<\/strong><\/h3>\n\n\n\n
4. Engage in Team Building Activities<\/strong><\/p>\n\n\n\nWhat are good virtual team building activities?<\/h2>\n\n\n\n
1. Icebreakers and thorns\/roses<\/strong><\/h3>\n\n\n\n
2. Virtual scavenger hunt<\/strong> <\/h3>\n\n\n\n
3. Online quizzes and games<\/strong><\/h3>\n\n\n\n
![\"people-on-a-virtual-team\"](\"https:\/\/teambuildinghub.com\/wp-content\/uploads\/2022\/03\/people-on-a-virtual-team-1024x538.webp\")
<\/figure>\n\n\n\nWhat are 3 important strategies to manage virtual teams effectively?<\/h2>\n\n\n\n
1. Set clear work expectations<\/strong><\/h3>\n\n\n\n
2. Maintain a high level of communication<\/strong><\/h3>\n\n\n\n
3. Build relational trust amongst your employees<\/strong><\/h3>\n\n\n\n
![\"man](\"https:\/\/teambuildinghub.com\/wp-content\/uploads\/2022\/03\/man-waving-on-a-zoom-call-1024x538.webp\")
<\/figure>\n\n\n\nHow do you make virtual team meetings more fun?<\/h2>\n\n\n\n
1. Allow employees to socialize<\/strong><\/h3>\n\n\n\n
2. Provide visual aids in meetings<\/strong><\/h3>\n\n\n\n
3. Bring an element of surprise<\/strong><\/h3>\n\n\n\n
4. Keep meetings short and to the point<\/strong><\/h3>\n\n\n\n
5. Introduce new business or work concepts<\/strong><\/h3>\n\n\n\n
![\"virtual-remote-team\"](\"https:\/\/teambuildinghub.com\/wp-content\/uploads\/2022\/03\/virtual-remote-team-1024x640.webp\")
<\/figure>\n\n\n\nOther things to consider when it comes to managing virtual teams:<\/h2>\n\n\n\n