Virtual Team Building and Management
Module One: Getting Started
When we learn how to manage our local teams, as well as our virtual teams, we can form a group that works together to increase productivity and provides a new perspective on any project.
Leadership and learning are indispensable to each other John F. Kennedy
Workshop Objectives
Establish a virtual team
Hold effective meetings
Build trust and confidence
Module Two: Setting Up Your Virtual Team (I)
One of the key challenges in managing a virtual team is creating one in the first place. The manager must find employees that can work well under minimal supervision and can function with different types of technology.
Management by objectives works if you first think through your objectives. Peter Drucker
Choose Self-Motivated People with Initiative
They don’t fear failure
They have definite goals
They make plans
They are flexible when faced with a problem
Face to Face Meetings at First (Kick-off Meeting)
Members are introduced Goals Assignments Ask questions
Diversity Will Add Value
Various ideas and perspectives Each employee excels at their skill setto the group as Contributes a whole
Experienced with Technology Keep in constant contact Connect with peers and management Electronic files New and emerging technologies
Case Study Janet was forming a new virtual team One employee was great with numbers Another worked best with customers and clients They worked well together to help the whole team
Module Two: Review Questions 1.What is one characteristic of being self-motivated? a)Being flexible b)Being emotional c)Able to type 35 WPM d)Always on time
3.A self-motivated person usually does what? a)Stays late at the office b)Makes lots of friends c)Takes multiple vacations d)Makes regular goals
Module Two: Review Questions 3.What is one advantage of having an in person kick-off meeting? a)Employees can stay in a nice hotel b)Employees are able to ask questions in person c)Managers can write off the expenses d)Managers can hold longer meetings
5.Which of the following is one to hold an employee kick off meeting if it can’t be done in person? a)Having an instant message session b)Talking by email c)Using video conference chat d)Holding a conference phone call
Module Two: Review Questions 5.What is one benefit of having a diverse virtual team? a)It offers different points of views b)It allows for a higher turnover rate c)It allows the company to receive a discount d)It allows for employees to learn another language
7.Teams are diverse because ___________________. a)Every member drives a different car b)Every member works together for one goal c)Every team member is different d)Every member lives in another location
Module Two: Review Questions 7.What is one reason technology is so important on a virtual team? a)It proves how skilled they are b)It keeps them separated so they can work quietly c)It’s the only way to complete an assignment d)It’s the main method of communication
9.Which of the following is a form of using technology to communicate? a)Mailing a letter b)Sending an email c)Jotting on a sticky note d)Passing out a memo
Module Two: Review Questions 9.What hesitation did Janet have when creating her virtual team? a)She couldn’t find anyone smart enough b)She wondered if the employees would get along c)She didn’t want to manage a big group of people d)She wondered if the employee could handle the work load
11.What is one way Janet searched for new team employees? a)Searched through company files b)Put an ad on the internet c)Made a phone call to human resources d)Asked the other managers what they thought
Module Two: Review Questions 1.What is one characteristic of being self-motivated? a)Being flexible b)Being emotional c)Able to type 35 WPM d)Always on time
Self-motivated people know they need to be flexible to achieve their goals and stay on track. When something doesn’t work out as planned, a self-motivated person will be able to work through it. 3.A self-motivated person usually does what? a)Stays late at the office b)Makes lots of friends c)Takes multiple vacations d)Makes regular goals
A self-motivated person stays motivated by making regular goals and working to achieve them.
Module Two: Review Questions 3.What is one advantage of having an in person kick-off meeting? a)Employees can stay in a nice hotel b)Employees are able to ask questions in person c)Managers can write off the expenses d)Managers can hold longer meetings
A face to face kick off meeting not only allows employees to meet each other, but it allows them to ask questions and clarify anything they do not understand before they begin their assignment. 5.Which of the following is one to hold an employee kick off meeting if it can’t be done in person? a)Having an instant message session b)Talking by email c)Using video conference chat d)Holding a conference phone call
Kick off meetings are best done in person, but if they can’t be done in person then a video conference chat is another method that can be used since it allows everyone to see each other and converse back and forth.
Module Two: Review Questions 5.What is one benefit of having a diverse virtual team? a)It offers different points of views b)It allows for a higher turnover rate c)It allows the company to receive a discount d)It allows for employees to learn another language
A diverse team of people is beneficial because it allows each member to present a different opinion or different point of view on a project/assignment. 7.Teams are diverse because ___________________. a)Every member drives a different car b)Every member works together for one goal c)Every team member is different d)Every member lives in another location
Any team, virtual or in person, is diverse because each member is different and has different opinions and viewpoints.
Module Two: Review Questions 7.What is one reason technology is so important on a virtual team? a)It proves how skilled they are b)It keeps them separated so they can work quietly c)It’s the only way to complete an assignment d)It’s the main method of communication
For a virtual team, technology is the main form of communication between team members, such as email, instant message or even a simple phone call. 9.Which of the following is a form of using technology to communicate? a)Mailing a letter b)Sending an email c)Jotting on a sticky note d)Passing out a memo
Electronic communications, such as email, is one way a virtual team uses technology to stay connected and communicate regularly.
Module Two: Review Questions 9.What hesitation did Janet have when creating her virtual team? a)She couldn’t find anyone smart enough b)She wondered if the employees would get along c)She didn’t want to manage a big group of people d)She wondered if the employee could handle the work load
Janet knew that working on a virtual team can be hard work, and she was unsure if some of her employee choices could handle the work. 11.What is one way Janet searched for new team employees? a)Searched through company files b)Put an ad on the internet c)Made a phone call to human resources d)Asked the other managers what they thought
Janet searched through company files to find employees that had successful work records and who had a history of doing a good job.
Module Three: Setting Up Your Virtual Team (II)
When establishing your virtual team, it’s more than just employee skills and abilities – you have to consider how they interact with each other and socialize in a group.
Coming together is the beginning. Keeping together is progress. But working together is success. Henry Ford
Personality Can Count as Much as Skills Negative Ned/Nancy The Downer
Avoid The Gossiper The Antagonist
Rules of Engagement The phone tree Who to contact Important to establish
Setting up Ground Rules Email usage Deliverables and deadlines Employee acknowledgements
Icebreakers and Introductions Favorite foods Common job duties Compare hobbies
Case Study Alex picked a great group of employees Kick off meeting to introduce themselves
Alex laid out the ground rules for the team They would do a great job, even if they were far apart
Module Three: Review Questions 1.Personality traits speak _________________ than skills alone. a)Louder b)More forceful c)Softer d)Half as much
3.Which of the following is considered a negative personality type? a)The people pleaser b)The helper c)The gossiper d)The assistant manager
Module Three: Review Questions 3.Which of the following could be considered a rule of engagement? a)Finding out where the employees eat for lunch b)Defining who to contact for help c)Determining what to do in an emergency d)Knowing when to go to bed
5.What is one example of a rules of engagement flow plan? a)A chain letter b)An employee directory c)An email recipient list d)A phone tree
Module Three: Review Questions 5.Setting up ground rules helps prevent what? a)Team work b)Absences c)Conflict d)Fun
7.Which of the following could be an aspect for ground rules? a)Lunch menus b)Equipment purchasing c)Payroll deductions d)Email usage
Module Three: Review Questions 7.Introductions are important to a virtual team because why? a)Employees may not see each other another time b)Employees can make judgments on their coworkers c)Employees can decide who they want to work with d)Employees will pick their permanent partners during this time
9.Which of the following could be considered and icebreaker topic? a)What do you do in this company? b)What kind of pet do you have? c)Did you get last week’s memo? d)Do you know what the dress code is for meetings?
Module Three: Review Questions 9.What is one thing Alex asked everyone to share with the team? a)Their favorite vacation place b)Their favorite food c)The number of pets they have d)Their mother’s maiden name
11.What is one of the ground rules Alex shared with the team? a)Rules regarding food at the desk b)Rules regarding dress code c)Policies pertaining to vacation time d)Procedure for calling in sick
Module Three: Review Questions 1.Personality traits speak _________________ than skills alone. a)Louder b)More forceful c)Softer d)Half as much
Personality traits speak louder than skills alone because they can better define a person and how they will fit into a position. Making a decision on skills alone is only getting half of the information. 3.Which of the following is considered a negative personality type? a)The people pleaser b)The helper c)The gossiper d)The assistant manager
The gossiper is a personality type that is characterized by spreading gossip around the office. This often causes confusion and even panic in the office.
Module Three: Review Questions 3.Which of the following could be considered a rule of engagement? a)Finding out where the employees eat for lunch b)Defining who to contact for help c)Determining what to do in an emergency d)Knowing when to go to bed
Determining who should be contacted for help is an example of a rule of engagement because it contributes to who the team should contact, for what and when. 5.What is one example of a rules of engagement flow plan? a)A chain letter b)An employee directory c)An email recipient list d)A phone tree
A phone tree is a type of rules of engagement plan because it outlines who should be called in a critical situation and defines in what order each person should be called. This ensures that every person is reached in a timely manner without confusion.
Module Three: Review Questions 5.Setting up ground rules helps prevent what? a)Team work b)Absences c)Conflict d)Fun
When ground rules are established from the beginning, it reduces the risk of future conflict since it can cut down on fighting or misbehavior. 7.Which of the following could be an aspect for ground rules? a)Lunch menus b)Equipment purchasing c)Payroll deductions d)Email usage
Email usage is a common topic that requires ground rules to be established. It defines how email should be used and outlines consequences for misuse.
Module Three: Review Questions 7.Introductions are important to a virtual team because why? a)Employees may not see each other another time b)Employees can make judgments on their coworkers c)Employees can decide who they want to work with d)Employees will pick their permanent partners during this time
Introductions at a kick off meeting are important to a virtual team because the employees may not get a chance to meet again during the course of the assignment. They will need to know each other if they are going to continue to communicate. 9.Which of the following could be considered and icebreaker topic? a)What do you do in this company? b)What kind of pet do you have? c)Did you get last week’s memo? d)Do you know what the dress code is for meetings?
Icebreakers are meant to make the employees feel more comfortable with each other and get to know each other better. A personal question, such as a pet or hobby, can make people feel more comfortable about opening up.
Module Three: Review Questions 9.What is one thing Alex asked everyone to share with the team? a)Their favorite vacation place b)Their favorite food c)The number of pets they have d)Their mother’s maiden name
During the icebreaker activity, Alex asked each employee to give their name, job title, and their favorite vacation spot. 11.What is one of the ground rules Alex shared with the team? a)Rules regarding food at the desk b)Rules regarding dress code c)Policies pertaining to vacation time d)Procedure for calling in sick
At the end of the meeting, Alex introduced the team ground rules, including the rules regarding employee dress code.