Manage
Donalee Frary, M.S.
Copyright © 2012 Dale Carnegie & Associates, Inc. 290 Motor Parkway Hauppauge, NY 11788
the U.S. Copyright Act of 1976, no part of this publication may be reproduced, distributed, or transmitted in any form or by any means, or stored
in a database or retrieval system, without prior written perm
Manage Virtual Teams
Donalee Frary, M.S.
Copyright © 2012 Dale Carnegie & Associates, Inc. 290 Motor Parkway Hauppauge, NY 11788 All rights reserved. Except as permitted under
publication may be reproduced, distributed, or transmitted in any form or by any means, or stored
a database or retrieval system, without prior written permission of the publisher. Printed in the U.S.A. ISO-404-PD-PM
All rights reserved. Except as permitted under
publication may be reproduced, distributed, or transmitted in any form or by any means, or stored
PM-0738-V1.0
Table of Contents
Manage Virtual Teams
Introduction and Objectives ................................................................. 1
Success Factors ............................................................................ 2
Kick Off Meetings……………………………………………………………………..3
Clarify Expectations ..................................................................... 4
Human Relations Principles ......................................................... 5
Barriers to Virtual Communication .............................................. 6
Types of Virtual Communication ................................................. 7
Collaboration Tools ...................................................................... 8
Conducting Virtual Meetings ....................................................... 9
Virtual Coaching ........................................................................... 9
Virtual Leadership Plan………………………………………………………………10
Introduction
MANAGE
Several factors have led to the emergence of a new form of team working.
Wi-Fi, and low-cost telecoms such as instant messaging and
commonplace, home-working and teleworking
provided organizations with numerous economic alternatives to the traditional face
structure.
Overall, virtual teams are very similar to traditional teams. However, communication and team building
occur more naturally in face-to-face teams. Because of this, leaders of virtual teams should take
deliberate actions to build in activities
help equip leaders with the knowledge and skills necessary to lead virtual teams to new levels of
effectiveness.
Objectives
•••• Create a virtual team environment based on relationships and camaraderie
•••• Establish clear team expectations based on mutual trust and respect
•••• Communicate effectively and use technology that fits the situation
•••• Identify ways to foster an environment of virtual teamwork, group effort, and cooperation
D A L E C A R N E G I E ® D I G I T A L
MANAGE VIRTUAL TEAMS
Several factors have led to the emergence of a new form of team working. As Virtual Private Networks,
cost telecoms such as instant messaging and video chat become more reliable and
working and teleworking become an option for many teams. This option has
with numerous economic alternatives to the traditional face-to
ms are very similar to traditional teams. However, communication and team building
face teams. Because of this, leaders of virtual teams should take
deliberate actions to build in activities and practices that are vital to team success. This workshop
help equip leaders with the knowledge and skills necessary to lead virtual teams to new levels of
Create a virtual team environment based on relationships and camaraderie
expectations based on mutual trust and respect
Communicate effectively and use technology that fits the situation
oster an environment of virtual teamwork, group effort, and cooperation
D A L E C A R N E G I E ® D I G I T A L | 1
As Virtual Private Networks,
video chat become more reliable and
. This option has
to-face team
ms are very similar to traditional teams. However, communication and team building
face teams. Because of this, leaders of virtual teams should take
team success. This workshop will
help equip leaders with the knowledge and skills necessary to lead virtual teams to new levels of
oster an environment of virtual teamwork, group effort, and cooperation
2 | M a n a g e V i r t u a l T e a m s
Success Factors
There are five keys to achieving success on a
contributes differently to a fully functional virtual team.
factors.
Notes:
V i r t u a l T e a m s
achieving success on a virtual team. Although all of these factors are related, each
to a fully functional virtual team. In this workshop, we will discuss each of these
factors are related, each
scuss each of these
Kick Off Meetings
When a new team is forming or beginning a new big project, a kick off meeting could be just what you
need to generate excitement and enthusiasm, while also relaying important information and building
connections between team members.
•••• Have fun!
•••• Set the precedent for future
•••• Use an engaging communication method
•••• Practice using tools
•••• Review roles and responsibilities
•••• Set deadlines
•••• Schedule 1:1 meetings afterward
Connection
Confidence
Communication
Collaboration
Commitment
D A L E C A R N E G I E ® D I G I T A L
Kick Off Meetings
beginning a new big project, a kick off meeting could be just what you
need to generate excitement and enthusiasm, while also relaying important information and building
connections between team members.
Set the precedent for future interaction
Use an engaging communication method
Review roles and responsibilities
Schedule 1:1 meetings afterward
D A L E C A R N E G I E ® D I G I T A L | 3
beginning a new big project, a kick off meeting could be just what you
need to generate excitement and enthusiasm, while also relaying important information and building
4 | M a n a g e V i r t u a l T e a m s
Clarify Expectations
Virtual working can seem ambiguous at times. To avoid any confusion among team members, make
your expectations clear. Link your expectations to the goals of your department or organization. Help
team members understand what you expect of them, what they can expect of you, and what they can
expect of each other.
•••• Prevent conflict and confusion
•••• Remove ambiguity •••• How much flexibility is allowed? •••• How will we communicate? •••• How will projects be tracked?
Expectations Chart Complete the following chart, thinking of your team:
D A L E C A R N E G I E ® D I G I T A L | 5
Human Relations Principles
1. Don’t criticize, condemn, or complain.
2. Give honest, sincere appreciation.
3. Arouse in the other person an eager want.
4. Become genuinely interested in other people.
5. Smile.
6. Remember that a person’s name is to that person the sweetest and most important sound in
any language.
7. Be a good listener. Encourage others to talk about themselves.
8. Talk in terms of the other person’s interests.
9. Make the other person feel important—and do it sincerely.
Notes:_______________________________________________________
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6 | M a n a g e V i r t u a l T e a m s
Barriers to Virtual Communication
Any type of communication can be interrupted or misinterpreted. When working virtually, we
encounter a different set of communication barriers, or filters, than in traditional teams.
Internal Filters:
•••• Attitude about virtual teamwork
•••• Past experience with communication method •••• ____________________________________ •••• ____________________________________
External Filters:
•••• Reliability of internet connection
•••• Technological “glitches” of communication tools •••• _______________________________________ •••• ________________________________________
Types of Virtual Communication
With multiple communication tools available, we should use the
technology that best fits the situation.
Phone:
E-mail:
Instant Message:
Video Chat:
Notes:
Notes:
Notes:
Notes:
D A L E C A R N E G I E ® D I G I T A L
Types of Virtual Communication
With multiple communication tools available, we should use the
technology that best fits the situation.
D A L E C A R N E G I E ® D I G I T A L | 7
8 | M a n a g e V i r t u a l T e a m s
Collaboration Tools
The rapid technological advances of this era have led to many tools and technologies that virtual teams
can use to not only communicate, but collaborate in real-time. Some of these tools include web
conferencing, file sharing, and document collaboration. These methods can simulate a face-to-face
environment, allowing group brainstorming, planning, and true synchronous collaboration.
Web Conferencing:
File Sharing:
Document collaboration:
Notes:
Notes:
Notes:
Conducting Virtual Meetings
In traditional teams, we can tell if team members are participating
In virtual teams, it can be difficult to know if team members are multi
your meetings to maximize participation
Before
•••• Send materials at least 24
hours in advance
•••• Log-in 10 minutes early for
small talk and to make sure
technology and audio
connections run smoothly
Virtual Coaching
Feedback and coaching may be even more important
teams. The following model will help you bring out the best in your team!
Listen, Observe, Evaluate
Identify an Opportunity
Cushion
Provide Action, Benefit, Context
Reinforce
D A L E C A R N E G I E ® D I G I T A L
Conducting Virtual Meetings
team members are participating in meetings by their body language.
difficult to know if team members are multi-tasking or “zoning out.” Design
your meetings to maximize participation and engagement!
During After
•••• Encourage and recognize
participation
•••• Keep things moving – use
visuals!
•••• Take turns keeping meeting
minutes
•••• Start and end on time
•••• Keep duration to an hour and
a half maximum
•••• Email action items and due
dates
may be even more important when working remotely than in face
The following model will help you bring out the best in your team!
Listen, Observe, Evaluate
Identify an Opportunity
Provide Action, Benefit, Context
Reinforce
D A L E C A R N E G I E ® D I G I T A L | 9
in meetings by their body language.
tasking or “zoning out.” Design
After
Email action items and due
working remotely than in face-to-face
10 | M a n a g e V i r t u a l T e a m s
Virtual Leadership Plan
Use this to guide your action plan in your own team!
How will you bring the
team together and
prepare for the
project?
What communication
and collaboration tools
will you use? How will
you make sure team
members are
comfortable with
them?
What other techniques
will you utilize to
transform your team
into an engaged, high-
performance team?
Additional notes