1 Doris Reeves-Lipscomb Virtual Teams 101 An Introduction to Virtual Teams What, Why, When, Who, and How
2 Teleconference Program What we will doWhat we will do –Self-assessments –Learning about virtual teams: What they are and how they workWhat they are and how they work Strategic use of virtual team toolsStrategic use of virtual team tools –Tips on telephone conferencing, email, and NetMeeting demo
3 Teleconference Process How we will do itHow we will do it –Presentation and discussion –Interaction with downlink sites –Demonstration and examples –Mid-session break
4 Self-Assessment Please take a moment to assess your skills, knowledge and needs.Please take a moment to assess your skills, knowledge and needs. You can complete this form at anytime during session and use it to plan your learning future.You can complete this form at anytime during session and use it to plan your learning future.
5 Downlink Site Census Reports Number of participantsNumber of participants Total # of years using computersTotal # of years using computers Total # of years of experience on teamsTotal # of years of experience on teams Total # of teams currently underwayTotal # of teams currently underway
6 Question 1 What is a virtual team and how does it work?
7 Definition of team A group of people who come together to achieve or satisfy a common purpose.A group of people who come together to achieve or satisfy a common purpose. May be short- (hours or days) or long- term (weeks, months or years!)May be short- (hours or days) or long- term (weeks, months or years!) May be large (200+) or small (2)May be large (200+) or small (2)
8 Examples of Teams Problem-solvingProblem-solving InnovationInnovation Process managementProcess management Crisis interventionCrisis intervention Community of practiceCommunity of practice
9 Definition of virtual team A virtual team is a group of people that relies primarily or exclusively on electronic forms of communication to work together in accomplishing its goals.
10 Similar terms for virtual Other terms used instead of virtual are: –Cyberspace –Dispersed –Long-distance –Distributed –Online
11 Traditional Team Terminology Face-to-Face (f2f)Face-to-Face (f2f) OfflineOffline
13 Time Terminology SynchronousSame timeSynchronousSame time AsynchronousDifferent timeAsynchronousDifferent time Rolling presentRolling present
14 Virtual Teamwork Tip! Terminology can be scarydo not be intimidated.Terminology can be scarydo not be intimidated. Ask for clarification.Ask for clarification. Reach agreements about working vocabulary.Reach agreements about working vocabulary.
15 Traditional face-to- face meeting environment with or without technology Team members communicate asynchronously using technology Participants join scheduled synchronous meetings with help of technology Modes of Working with Groups Modes of Working with Groups Same Time Different Time Same Time Different Time SamePlace Different Place Place Source: Boundaryless Facilitation: Leveraging the Strengths of Face-to Face and Groupware Tools to Maximize Group Process, Metasystems Design Group and Catalyst Consulting Team.
16 Blackboard Flip charts Overheads PPT slides Electronic whiteboard Bulletin board Web pages Shared folders Memos Displays Same Place Different Place Telephone conferences Video conferences Online chat Instant message Fax E-bulletin boards Voice mail Email Web pages Listserve Pagers Fax Sample Communications Technologies Same Time Different Time Sample Communications Technologies Same Time Different Time
17 Strengths and Drawbacks Same Same Place PlaceDifferentPlace Multifaceted Deal quickly with issues All present to address issues Read body language Personality conflicts Agenda can get off-track May not take it seriously Forced to focus and summarize Documented history Control pace & work schedule Miss nonverbal Miss 1 st reaction & socializing Harder to establish & maintain momentum Harder to make decisions Control own pace and work schedule Can virtually work from any location Favors independent and computer- literate workers No voice inflection Lack of emotion Not good for making decisions Reliance on text-based communication Discoverabletoo public Real-time action Save $/time Favors computer-literate workers Personality conflicts Agenda can get off-track Technical obstacles Limits on # of participants Difficult to facilitate Source: Adapted from an NTL workshop product, Virtual Teams, March, 2000. Same TimeDifferent Time Same TimeDifferent Time
18 A virtual team is... Individuals... Interacting... INTERDEPENDENTLY. Adapted from: Jessica Lipnack and Jeffrey Stamps, Virtual Teams: Reaching Across Space, Time, and Organizations with Technology. John Wiley & Sons, Inc.: New York, 1997.
19 Another view of virtual teams (Sibbet) Clear purposeClear purpose GoalsGoals TrustTrust –Premium on early face-to-face –Solid groupware platform –Meta language
20 Virtual Teamwork Tip Teamwork is NOT just about getting the work done. Its about the PEOPLE doing the work.
22 Request for Personal Experience from Sites What are some of the challenges and successes you have experienced in starting, managing, or participating in virtual teams?
23 Open Systems Model TRANSFORMATION OUTCOMESINPUT
24 Virtual Team Inputs INPUT Mission/goals Mission/goals Resources Resources Calendar for action Calendar for action Team directory Team directory
25 Virtual Teams Inputs cont INPUT Virtual team charter Virtual team charter Process leadership Process leadership Workflow plan Workflow plan
26 Virtual Team Transformation TRANSFORMATION What and when work gets done What and when work gets done How work gets done How work gets done Adjustments in-process Adjustments in-process
27 Virtual Team Outputs Purpose/results achieved New product/service New product/service Process improvement Process improvement Process learnings Process learnings Successful team Successful team Personal growth & team-player spirit Personal growth & team-player spirit OUTCOMES
28 Open Systems TRANSFORMATION OUTCOMESINPUT FEEDBACK
30 Q/A Announcement Participants are encouraged to continue to call in their questions. Responses to pending questions will occur immediately following the break. Participants are encouraged to continue to call in their questions. Responses to pending questions will occur immediately following the break.
34 Face-to-face sessions Preferred means for teams to build trust and relationships with each other.Preferred means for teams to build trust and relationships with each other. Set up systems for teamworkSet up systems for teamwork Make decisionsMake decisions
35 Audio Conference Calls Telephonemah-h-velous! for people to get to know each otherTelephonemah-h-velous! for people to get to know each other Share informationShare information BrainstormBrainstorm Make decisionsMake decisions
36 Email It is the communication tool you love to hate but cannot live without these days.It is the communication tool you love to hate but cannot live without these days. Cost-effectiveCost-effective Easy to useEasy to use One to manyOne to many
38 Collaborative Software Lotus Notesscheduling, electronic messaging, document and data sharingLotus Notesscheduling, electronic messaging, document and data sharing Easy to useEasy to use Asynchronous/synchronousAsynchronous/synchronous
39 Web-based Collaboration Applications Egroups-YahooEgroups-Yahoo –Can set up directory of team member contact/profile information –Can set up multiple topics or threads for discussion –Great for organizing and retrieving past work MyPlaceMyPlace
41 Choosing Media Personal preferencesPersonal preferences DiversityDiversity Other key considerationsOther key considerations
42 Other Considerations Real time or rolling presentReal time or rolling present Right media for right messageRight media for right message Historical recordHistorical record Size of groupSize of group Two-way/one wayTwo-way/one way
43 Virtual Team Tip Each team needs to customize its own communications strategy.Each team needs to customize its own communications strategy.
44 Telephone Conferencing Tips Realistic agendaRealistic agenda Before-call preparationsBefore-call preparations Start-of-call reviewStart-of-call review Roll call on key pointsRoll call on key points End-of-call protocolEnd-of-call protocol
45 Telephone Conferencing Tips Workable number of participantsWorkable number of participants Seating templateSeating template Reasonable length of timeReasonable length of time Stretch breaksStretch breaks
46 Email Tips Subject titleSubject title Spelling and grammarSpelling and grammar Personalized format--font, color, arrangement of text, and signaturePersonalized format--font, color, arrangement of text, and signature LengthLength
47 Email Tips To forward or not to forward?To forward or not to forward? Only put in the email what you are willing to see in the newspaperOnly put in the email what you are willing to see in the newspaper Direct replyDirect reply
50 You might be wondering… What is the benefit of using audio?
51 Audio allows ideas to be shared, questions asked, answers given in real time and avoids the problem of cross- talk that can occur in the chat mode. Keeping the technology simple is important in the beginning!
52 Question 3 Question 3 How do I (we) get started with virtual teams?How do I (we) get started with virtual teams? Answer Answer Personal individual levelPersonal individual level Organizational levelOrganizational level
53 Gearing Up Identify strengths and OFIsIdentify strengths and OFIs –Teams –Technology Target your learning to what you can begin using immediately.Target your learning to what you can begin using immediately.
54 Gearing Up Remember the virtual teams formula: 90% people + 10% technology = 100% success
55 Step One for Agency Inventory team (traditional and virtual) experiences, skills, other resources, and ongoing activitiesInventory team (traditional and virtual) experiences, skills, other resources, and ongoing activities Unlock your resources!
56 Step Two for Agency Identify the values and goals for relying on teams to get the work done.Identify the values and goals for relying on teams to get the work done.
57 Step Three for Agency Close the gap between where you are and where you want to beClose the gap between where you are and where you want to be TODAYGOAL GAP
58 Step Four for Agency Remember the virtual teams formula:Remember the virtual teams formula: 90% people + 10% technology = 100% success
60 Statistics on Communication Technology Use of technology at home/in workplaceUse of technology at home/in workplace growth in number of answering machines, telephones, fax machines, personal computers, voice mail, and email growth in number of answering machines, telephones, fax machines, personal computers, voice mail, and email
61 Changes in the Workplace Increased number of telecommuters and part-time workersIncreased number of telecommuters and part-time workers Horizontal organizational structuresHorizontal organizational structures Team-based work systemsTeam-based work systems Global competitionGlobal competition Privatization/outsourcingPrivatization/outsourcing
62 Benefits of Virtual Teams for Organizations Greater flexibilityGreater flexibility Saves time and costsSaves time and costs Increases communication and learning across organizationIncreases communication and learning across organization Encourages appreciation of diversityEncourages appreciation of diversity
63 Benefits of Virtual Teams for Workers Schedule and geographic flexibilitySchedule and geographic flexibility Increased number and types of learning opportunitiesIncreased number and types of learning opportunities Much improved access to valuable informationMuch improved access to valuable information More opportunity to network, meet, and become friends with colleaguesMore opportunity to network, meet, and become friends with colleagues
64 Goodbye and good luck! Happy virtual teams to you... Until we meet again...