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Best Practices for
Managing Effective Virtual Teams
Carmen Proctor, PMP
Client Services, ShareRounds
http://www.linkedin.com/in/cproctor
Virtual Teams require careful structuring, support and attention to
processes
• Work from anywhere at
any time
• Recruit for competencies
and not physical location
• Reduce expenses
associated with travel
• Reduce commute time
• Difficult to have
discussions and decision-
making in real-time
• Lack of trust that the
work will get done
• Perception that
interactions need to be
face-to-face to be
effective
Use of virtual teams has been growing and will
continue to increase in international organizations
Benefits Challenges
The success of a virtual team depends in
part on the team’s characteristics
Leadership
Communicate
VisibleOpen
Empower
AccountableResponsibleAssertive
Working with virtual teams requires following
clearly defined rules
Team Processes
How and when
to arrange
meetings
How to get in
touch with
colleagues
How to escalate
time-sensitive
issues
Clear and
frequent
communication
of feedback
Clearly defined
work objectives
for all team
members
Team communications are the key to
building and maintaining solid relationships
Meetings
set in
advance
Agendas
defined
Set
objectives
Defined
discussion
times
Virtual teams have access to relevant
technology to facilitate collaboration
Instant Messaging Videoconferencing
Desktop Sharing Document Sharing
Conference
bridges
Follow proper etiquette to run great virtual
meetings
Prepare
• Select
meeting
medium
• Send links or
conference
information
• Ensure
meeting
location is
ready
• Send out
meeting
agenda
Meet
• Check visuals
and
technology
• Start on time
• Eliminate
distractions
• Don’t
multitask
• Engage the
participants
• Keep slides
simple
• Avoid side
conversations
Post-Meeting
• Distribute
meeting
minutes
• Follow up on
actions
• Get feedback
In Conclusion
Following best practices for managing virtual teams will:
• Improve the effectiveness of projects and deliverables
• Reap the benefits of staffing a team with the best
possible resource, regardless of location
• Reduce managerial concerns related to a distributed
team

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Managing Effective Virtual Teams

  • 1. Best Practices for Managing Effective Virtual Teams Carmen Proctor, PMP Client Services, ShareRounds http://www.linkedin.com/in/cproctor
  • 2. Virtual Teams require careful structuring, support and attention to processes • Work from anywhere at any time • Recruit for competencies and not physical location • Reduce expenses associated with travel • Reduce commute time • Difficult to have discussions and decision- making in real-time • Lack of trust that the work will get done • Perception that interactions need to be face-to-face to be effective Use of virtual teams has been growing and will continue to increase in international organizations Benefits Challenges
  • 3. The success of a virtual team depends in part on the team’s characteristics Leadership Communicate VisibleOpen Empower AccountableResponsibleAssertive
  • 4. Working with virtual teams requires following clearly defined rules Team Processes How and when to arrange meetings How to get in touch with colleagues How to escalate time-sensitive issues Clear and frequent communication of feedback Clearly defined work objectives for all team members
  • 5. Team communications are the key to building and maintaining solid relationships Meetings set in advance Agendas defined Set objectives Defined discussion times
  • 6. Virtual teams have access to relevant technology to facilitate collaboration Instant Messaging Videoconferencing Desktop Sharing Document Sharing Conference bridges
  • 7. Follow proper etiquette to run great virtual meetings Prepare • Select meeting medium • Send links or conference information • Ensure meeting location is ready • Send out meeting agenda Meet • Check visuals and technology • Start on time • Eliminate distractions • Don’t multitask • Engage the participants • Keep slides simple • Avoid side conversations Post-Meeting • Distribute meeting minutes • Follow up on actions • Get feedback
  • 8. In Conclusion Following best practices for managing virtual teams will: • Improve the effectiveness of projects and deliverables • Reap the benefits of staffing a team with the best possible resource, regardless of location • Reduce managerial concerns related to a distributed team