succeeding with virtual teams · section i: the basics • core skills • rules and procedures...
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Succeeding with Virtual Teams: Meetings, Challenges, and Skills
Leo Gonzalez, Manager, Talent Development
NFP has over 50 employees working remotely!
Why Virtual Teams?
Why Virtual Teams?
Section I: The Basics
• Core Skills • Rules and Procedures
Objectives
Section II: Interaction with Virtual Teams and Running Meetings
• Holding virtual meetings/group sessions
• Communicating with virtual team members
Objectives
Section III: Tips and Challenges
• Common challenges you’ll encounter • Tips and techniques
Objectives
Section I: The Basics
Core Skills
Teleworker’s Core Skills
1. Self-Management 2. Time Management 3. Organization and Planning 4. Communication
Core Skills
Core Skills
Self-Management Solve problems on your own!
Core Skills
Self-Management You have more freedom- don’t abuse it!
Core Skills
Self-Management Recognize and remove bad habits.
Core Skills
Self-Management Recognize and remove bad habits.
– “What am I doing that is hindering my work?” – “Is this something I can change?” – “How does this habit affect me?”
Core Skills
Self-Management Establish good habits!
Core Skills
Self-Management Establish good habits!
– Identify what you want to change – Write reminders to follow in the beginning – Fit new actions into your routine until they
become habit – Give yourself ample time to adjust, usually
between 30-60 days
Core Skills
Time-Management Identify and remove time wasters
Core Skills
Time-Management Identify and remove time wasters
– Excessive checking of email/text/phone messages
– Making personal phone calls – Extra time spent away from your work area – Extra time spent looking for things
Core Skills
Time-Management The Urgent/Important Matrix
Core Skills
Time-Management Use reports/metrics to track your time
Core Skills
Time-Management Use reports/metrics to track your time
– Self-analysis- take steps to correct something that is monopolizing your time
– Supervisors- use these reports to see where help is needed
Core Skills
Time-Management Procrastination
Core Skills
Organization & Planning
Core Skills
Organization & Planning Home Office
Core Skills
Organization & Planning Home Office
– Everything should be within arm’s reach
Core Skills
Organization & Planning Home Office
– Everything should be within arm’s reach
– Only keep projects you are working on in your work area
Core Skills
Organization & Planning Home Office
– Everything should be within arm’s reach
– Only keep projects you are working on in your work area
– Remove distracting items
Core Skills
Organization & Planning Develop a normal working day
Core Skills
Organization & Planning Develop a normal working day • Tips for building a routine:
– Determine tasks you normally do or need to be done
– Make a schedule or list of tasks – Factor in extra stress or surprises – Make it doable and leave room for changes or
adaptations
Core Skills
Communication Stay in the Loop
Core Skills
Communication Use the Correct Medium
Core Skills
Communication Be Clear and to the Point
Core Skills
Communication Be Clear and to the Point
– Be clear about what you want/need – State your point from the beginning – Follow up to make sure the other person
understands
Core Skills
Communication Open and Frequent Communication
Core Skills
Communication Open and Frequent Communication
– Schedule regular conferences or one-on-one phone calls with people you are working with
– Provide the best time and ways to reach you – Send an email periodically to allow employees
to respond back at their convenience
Core Skills
Communication Share Your Information
Virtual Meetings
Section II: Running and Participating in Virtual Teams Meetings
Scheduling Scheduling will always be an issue!
– Keep a log of employees’ locations, working hours, assignments, etc.
Virtual Meetings
Scheduling Scheduling will always be an issue!
– Keep a log of employees’ locations, working hours, assignments, etc.
– Be prepared to adjust schedules
Virtual Meetings
Scheduling Single meeting, or series of meetings?
– Large meetings = one-way communication – Consider a series of shorter, focused
meetings with limited participants
Virtual Meetings
Virtual Meetings
Agenda Outline topics and goals
– Jot down ideas on how to accomplish goals – Include specific topics to be reviewed – Objective must be clear – Share your agenda
Virtual Meetings
Agenda Share your agenda
1. Include it in a mass email so employees can read ahead of time
2. On video calls, have the agenda displayed at all times on the screen
3. For conference call meetings, read over the agenda first and allow employees to take notes
Virtual Meetings
Agenda Speak with your employees
1. Would they like to include something?
Virtual Meetings
Agenda Speak with your employees
1. Would they like to include something? 2. If adding a new topic, don’t forget to update
the agenda you provide to the participants before the meeting!
Virtual Meetings
Virtual Meetings
Preparing participants in advance Pre-Work
1. Provide information to participants to review before the meeting
2. Solicit information 3. Data gathering/information sharing
Virtual Meetings
Preparing participants in advance Check in frequently
1. Is everyone prepared to participate?
Virtual Meetings
Preparing participants in advance Check in frequently
1. Is everyone prepared to participate? 2. Track participation 3. Follow up, if necessary
Virtual Meetings
Virtual Meetings
Engaging & Focusing Participants Tips:
1. Make multi-tasking difficult – keep participants interested and occupied
Virtual Meetings
Engaging & Focusing Participants Tips:
1. Make multi-tasking difficult – keep participants interested and occupied
2. Keep them guessing – call on people often in an engaging and conversational way
Virtual Meetings
Engaging & Focusing Participants Tips:
1. Make multi-tasking difficult – keep participants interested and occupied
2. Keep them guessing – call on people often in an engaging and conversational way
3. Everyone off mute! • Take the group’s temperature often
Virtual Meetings
Engaging & Focusing Participants Tips:
4. Assign members different responsibilities • Have employees run meetings
Virtual Meetings
Engaging & Focusing Participants Tips:
4. Assign members different responsibilities • Have employees run meetings
5. Stick to the promised agenda & timing
Virtual Meetings
Engaging & Focusing Participants Tips:
4. Assign members different responsibilities • Have employees run meetings
5. Stick to the promised agenda & timing 6. Discourage the meeting being just another
status report!
Virtual Meetings
Virtual Meetings
Engaging & Focusing Participants Lack of visual cues
1. Determine level of engagement
Virtual Meetings
Engaging & Focusing Participants Lack of visual cues
1. Determine level of engagement 2. Do not dominate “air time”
Virtual Meetings
Engaging & Focusing Participants Lack of visual cues
1. Determine level of engagement 2. Do not dominate “air time” 3. Participants should remove visual
distractions • Turn it into an icebreaker!
Virtual Meetings
Virtual Meetings
Building Trust Tips:
1. What does trustworthy behavior mean?
Virtual Meetings
Building Trust Tips:
1. What does trustworthy behavior mean? 2. Create a safe environment
Virtual Meetings
Building Trust Tips:
1. What does trustworthy behavior mean? 2. Create a safe environment 3. Meet face-to-face
Virtual Meetings
Building Trust Tips:
1. What does trustworthy behavior mean? 2. Create a safe environment 3. Meet face-to-face 4. Enable opportunities to build
relationships
Virtual Meetings
Building Trust Tips:
5. Build in reasons to communicate frequently
Virtual Meetings
Building Trust Tips:
5. Build in reasons to communicate frequently 6. Allocate tasks so that small groups can work together, foster interdependencies
Virtual Meetings
Measuring Virtual Meeting Effectiveness Ask yourself:
1. Did we meet our objectives and desired outcomes?
Virtual Meetings
Measuring Virtual Meeting Effectiveness Ask yourself:
1. Did we meet our objectives and desired outcomes?
2. Did we achieve the desired level of participation?
Virtual Meetings
Measuring Virtual Meeting Effectiveness Ask yourself:
1. Did we meet our objectives and desired outcomes?
2. Did we achieve the desired level of participation?
3. Did the technology add value?
Virtual Meetings
Measuring Virtual Meeting Effectiveness Ask yourself:
4. Did we work within our timeframe?
Virtual Meetings
Measuring Virtual Meeting Effectiveness Ask yourself:
4. Did we work within our timeframe? 5. Did participants demonstrate confidence and trust in the process and results?
Virtual Meetings
Measuring Virtual Meeting Effectiveness Ask yourself:
4. Did we work within our timeframe? 5. Did participants demonstrate confidence and trust in the process and results? 6. Will team look forward to another meeting?
Challenges & Tips for Success
Section III: Tips and Challenges
Challenges & Tips for Success
Challenge: Feeling Isolated Tips:
1. Check in with your colleagues
Challenges & Tips for Success
Challenge: Feeling Isolated Tips:
1. Check in with your colleagues 2. Ask how they are feeling
Challenges & Tips for Success
Challenge: Feeling Isolated Tips:
1. Check in with your colleagues 2. Ask how they are feeling 3. Arrange a call or meeting
Challenges & Tips for Success
Challenges & Tips for Success
Challenge: You’re “Always in the Office” Tips:
1. Designate a place to get away
Challenges & Tips for Success
Challenge: You’re “Always in the Office” Tips:
1. Designate a place to get away 2. Close the office!
• Don’t mix home and business
Challenges & Tips for Success
Challenges & Tips for Success
Challenge: Family Expectations Tips:
1. Create some ground rules
Challenges & Tips for Success
Challenge: Family Expectations Tips:
1. Create some ground rules 2. Same rules apply at home as at work
Challenges & Tips for Success
Challenge: Family Expectations Tips:
1. Create some ground rules 2. Same rules apply at home as at work 3. Keep your manager in the loop
Challenges & Tips for Success
Challenges & Tips for Success
Challenge: Feedback Tips:
1. Schedule feedback
Challenges & Tips for Success
Challenge: Feedback Tips:
1. Schedule feedback 2. Prepare feedback in advance
Challenges & Tips for Success
Challenge: Feedback Tips:
1. Schedule feedback 2. Prepare feedback in advance 3. Determine how the feedback should
be delivered (by phone, email, etc.)
Challenges & Tips for Success
Challenges & Tips for Success
Choosing The Right Tools Communication tools • Examples of communication tools:
• Telephones – landlines, cellular or VOIP • Email systems - AOL, Yahoo!, Gmail,
Microsoft Outlook • Instant messaging programs - AOL IM,
MSN messenger • Video chat room - Skype, Google Hangouts
Challenges & Tips for Success
Choosing The Right Tools Collaboration and sharing tools
Challenges & Tips for Success
Choosing The Right Tools Collaboration and sharing tools • Examples of collaboration/sharing tools:
• Adobe Acrobat • Google Docs/Sheets/Slides • Microsoft Office • Novell GroupWise email • Basecamp
Challenges & Tips for Success
Choosing The Right Tools Collaboration and sharing tools • Examples of collaboration/sharing tools:
• Adobe Acrobat • Google Docs/Sheets/Slides • Microsoft Office • Novell GroupWise email • Basecamp
Challenges & Tips for Success
Choosing The Right Tools Project management software
Challenges & Tips for Success
Choosing The Right Tools Project management software • Examples of project management tools:
• Microsoft Project • Smartsheet • Basecamp • Podio
Challenges & Tips for Success
Choosing The Right Tools Project management software • Examples of project management tools:
• Microsoft Project • Smartsheet • Basecamp • Podio
Challenges & Tips for Success
Choosing The Right Tools Web conferencing tools • Examples of web conferencing tools:
• WebEx • MS LiveMeeting • GoToMeeting • Elluminate
Challenges & Tips for Success
Choosing The Right Tools Use what works for you and your team
• You know your team best • Trial and error • Learn how to use the tool so you can
focus on the meeting
Challenges & Tips for Success
Choosing The Right Tools Technology Tips:
1. Test technology ahead of time 2. Have a back-up plan 3. Start simple
Challenges & Tips for Success
Section I: The Basics • Essential Skills • Rules and Procedures
Review
Section II: Interaction with Virtual Teams and Running Meetings
• Holding virtual meetings/group sessions
• Communicating with virtual team members
Review
Section III: Tips and Challenges • Common challenges you’ll encounter • Tips and techniques
Review
Final Thoughts
Final Thoughts
• Type your questions into the chat pod on the bottom right side of your screen
• Please complete short survey • Thank you!
Questions?
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