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Virtual Survivor – How to Inspire, Thrive and Grow Virtual TeamsRebecca Achurch, PgMP, PMP, CSM, [email protected]@r_achurchwww.achurchconsulting.com
What’s your experience with virtual teams?
• Why are you here?• What questions do you need answered?
Let’s have a discussion and some fun!• Why go virtual? Fun facts• Types of Teams• Characteristics of good virtual team members• Virtual Team obstacles• Tips for effectively managing your team and all sorts of virtual interactions• Norms and ground rules• Communication • Technology
• Surviving the isolation of working remotely
Which market experienced the largest percentage increase in teleworking from 2006 – 2012? Nonprofit State government Local government Federal government
Team Challenge
Which market experienced the largest percentage increase in teleworking from 2006 – 2012?
Nonprofit: +36.2%State government: +47.4%
Local government: +60.4%Federal government: -2.4%
Team Challenge
Team Challenge
What is the average age of a teleworker in the U.S.?
Team Challenge
What is the average age of a teleworker
in the U.S.?
49
How many (estimated) gallons of gas are saved
annually by the 2.9 million teleworkers in the
US?
Team Challenge
How many (estimated) gallons of gas are saved annually by the 2.9 million
teleworkers in the US? 390 Million Gallons of Gas
AND3.6 Million Tons of Green House Gases
Team Challenge
Benefits of Embracing Virtual Teams
• Cost savings• Supports a “green” initiative• Employee satisfaction• Removed from office politics• Avoidance of “group think”
• Fosters Innovation• More productive – better able
to focus• Shifts focus to measuring
performance!
Put more money back into the mission of your organizationFind new and retain great talent AND expands your talent pool
Don’t just take my word for it!!!
• Attrition cost 10K – 30K per person• 36% would CHOOSE working from home over a pay
raises• Increases in productivity from 15%– 45%
• JD Edwards – Virtual 20% - 25% more productive than office counter parts
• American Express - Virtual 43% more productive than office counter parts
• Real Estate Savings – Approx. 10K/staff/year
Virtual Team Types
• Choice – Strategic Decision
• Compulsory, when a virtual team required • Project teams/implementations/vendors)
Top 2 reasons why virtual teams fail?
Team Challenge
Top 2 reasons why virtual teams fail?
1. Lack of trust2. Poor Communication
No different than an “in person” team
Team Challenge
• High Functioning Team• Strong leader Teams of 12 or fewer• Teams that feel vested in the outcome
• Self-starters – can work from home efficiently• High EQ• Results-oriented• Resilient• Pro-active communicator• Curious – always wanting to learn• Tech savvy
Creating your team
When Forming a New Team
• Establish SWIFT trust. First interactions and commitments are critical!
• Take the time to learn about the team members:• New to “virtual team?” Know each team member’s experience with co-located/virtual teams.
• Strongly encourage one in-person meeting at the beginning of team formation.
Swift trust is a form of trust occurring in temporary organizationalstructures, which can include quick starting groups or teams. It was firstexplored by Debra Meyerson and colleagues in 1996. In swifttrust theory, a group or team assumes trust initially, and later verifiesand adjusts trust beliefs accordingly.
How to Establish Trust!
• STOP multi-tasking• Increase frequency of interaction
• Consider take a page from “SCRUM” methodology
• Pick up the phone• Listen to the tone/voice
• Take the time to learn about the team members:• Create personal interaction• Create water-cooler moments – find the right balance• Understand other’s goals• Follow up and follow through• Be as absolutely transparent as possible
Servant Leadership Principles:
1. Listening
2. Empathy
3. Healing
4. Awareness
5. Persuasion
6. Conceptualization
7. Foresight
8. Stewardship
9. Growth
10. Building Community
11. Calling
12. Nurturing the Spirit-JOY!!
Manage Performance and Understanding the team
• Set clear expectations (even more critical in virtual teams)• Focus on the outcome• Understand styles. Consider using DiSC assessment to
better understand team• Know each team member’s time commitment to your team• Use DISC assessment to increase understanding of team• Take a true interest in team members individual aspirations• Provide channels and opportunities for growth• Ensure accomplishments are noticed!
Formal Communication Ground Rules
• STOP multi-tasking (yep, that’s right, it’s in here twice)• Set communication framework
• Meetings times – Phone communication• Email
• Response times • Ping-pong• As a cop-out
• Informal communication• Establish multi-channel communication strategy (form and
function)• Set documentation framework
Informal Tips• Meetings Etiquette
• Be on time (or early)• Stop multi-tasking• Speak Slowly• Ask for participation• Speak like the person IS in the room with you• Non verbal cues to indicate you have a
contribution/something to say (assign a person to look for raised hands)
• Use your mute button – PLEASE• Take notes ON SCREEN!
• Virtual Etiquette• Respect the “red” meeting status• Immediate response….really?????
• New Member to the team? Assign
a buddy!
• Use team meetings to openly
praise team members
• Call a different team member
every day
Who’s up for a Challenge?
General Communication Challenges
• Verbal versus non-verbal communication• Oral versus written communication
When miscommunications happen
Don’t blame… helpful tactics
Ladder of Inference
How to unravel differences
• What actions did you take?
• What mindset did you adopt?
• What conclusions did you draw?
• What di you make it mean?
• What did you see or hear?
• What are the facts?
Steps to Solve Disagreements
• Acknowledge and agree to discuss
• All speaking without interruption
• Shift perception to broader goals
• Look for areas of agreement
• Define the disagreement and set a path to
remediate
Make Communicating Easy
• Conference lines • Use a GOOD phone line • Get a headset … PLEASE!
• Use video – especially for new teams• Two monitors (minimum)• Take notes on-screen. Reduce homework • Tech tools to consider – know tradeoffs• Consider recording your meetings• Test your tech – and be patient
• Plan for failure/have a backup
IM Tools• Slack• Google Hangout • Lync (Skype for business)
Conference tools• WebEx• join.me• Zoom• Blab• GoToMeeting• Adobe Connect• Lync (Skype for business)
Which U.S. state has the highest percentage of FULL-TIME telecommuters?
1. Colorado: 6.92. Vermont: 6.83. Oregon: 6.34. Montana: 6.05. Maine: 5.76. Arizona: 5.57. Idaho: 5.58. New Hampshire: 5.49. Washington: 5.310. California: 5.2
11. South Dakota: 5.212. Florida: 5.113. Utah: 5.114. Georgia: 4.915. Minnesota: 4.916. North Carolina: 4.517. Virginia: 4.518. DC: 4.419. Hawaii 4.420. Massachusetts: 4.4
Team Challenge
Which U.S. state has the highest percentage of FULL-TIME
telecommuters?
Team Challenge
Beyond Yoga Pants and T-Shirts!
• Stay connected• Take breaks – socialize• Set boundaries (for teammates and family)• Have a defined workspace• Develop a transition strategy• Don’t forget about your remote team members They miss the
office “events”
How do you know you’ve been successful?
• Team performs at a high level• You can “hear” when someone is having a bad day• Low turn over• True ownership• Can talk about anything• Team knows each other• Team engages in constructive conflict,
disagreements and dialog
Keys to success
• Establish trust• Communicate deliberately• Check your management style• Take advantage of technology• Understand team member commitments and
obligations• Don’t isolate yourself or your teammates
References
• https://www.shrm.org/hrdisciplines/compensation/articles/pages/wage-growth-up.aspx
• http://www.eremedia.com/tlnt/what-was-leadership-thinking-the-shockingly-high-cost-of-employee-turnover/
• http://www.forbes.com/sites/cameronkeng/2014/06/22/employees-that-stay-in-companies-longer-than-2-years-get-paid-50-less/#7113ad9f210e
• http://www.forbes.com/sites/vanessaloder/2014/06/11/why-multi-tasking-is-worse-than-marijuana-for-your-iq/#6e61d95a4e51