Managing Virtual Teams

Managing a virtual team can feel challenging and sometimes even lonely. Management struggles are a leading reason there has been a push to bring people back to the office. Working on complex projects feels easier in an office together but I have seen effective teams work remotely using specific approaches to lead, communicate, and build a positive culture. Let’s look at some of the challenges leaders face, from communication to accountability, and discuss the strategies efficient virtual teams use.

Reading the Virtual Room: The Challenge of Missing Non-Verbal Cues

Perhaps the most significant challenge in virtual team management is the loss of natural information exchange that happens effortlessly in physical spaces. In an office setting, leaders can quickly gauge team dynamics through non-verbal cues—observing body language, sensing emotional states, and detecting when something feels "off" in a conversation.

In-person there is so much information we pick up on without a word. How is the person feeling, do they seem genuine, or do they seem different today? Are all the team members focused on the conversation, or is attention split elsewhere?"

This information vacuum in virtual environments means executives must develop new skills:

• Intentional observation: Taking time to notice speaking patterns, engagement levels, and response times
• Regular check-ins: Creating structured opportunities for team members to express concerns
• Digital presence awareness: Paying attention to who's contributing and who's silent during virtual meetings

Communication Architecture: Building an Effective Information Flow

Successful virtual team management depends on a thoughtfully designed communication structure. The most effective approach combines:

1. Short, organized synchronous communications: Focused video meetings with clear agendas
2. Thorough asynchronous documentation: Comprehensive email threads or group messages that capture decisions and action items

This "communication sandwich" provides both real-time connection and detailed documentation for reference. While AI tools can assist with summarization, human oversight remains essential. I love the use of AI, but it doesn't take the place of a short human recap. Often times an AI summary looses the nuance of the communication, and it's essential that a human review, correct, and confirm what is actually true in writing within a 24 hour time span. Otherwise, the validity of shared conclusions especially AI recaps may come into question in the future.

Creating Cultural Cohesion Across Digital Divides

Building team culture virtually requires deliberate effort, particularly when team members are experiencing vastly different work environments. The foundation of successful virtual team culture is establishing shared expectations. Building a central agreement and norms is essential since everyone is living a different experience.

Effective virtual culture-building practices include:

• Documented team values and expectations: Clear articulation of how the team operates
• Virtual team rituals: Regular activities that bring people together outside of work discussions
• Recognition systems: Consistent acknowledgment of contributions and achievements

The Executive Assistant as Virtual Team Orchestrator

As a manager it's essential to have someone to support your work. An executive assistant can play a pivotal role in maintaining the rhythm and cohesion of virtual teams. Their responsibilities typically include:

• Creating and maintaining a consistent communication cadence
• Implementing thorough follow-up systems
• Managing the logistics of virtual meetings
• Updating centralized project information
• Collecting and organizing reports from team members

An assistant is essential in creating a consistent communication and follow-up cadence as well as managing the logistics of virtual meetings, updating project information, and collecting reports. The most successful executive-assistant partnerships in virtual environments feature clear delegation of team management components, allowing executives to focus on strategic leadership while assistants ensure operational consistency.

Accountability Without Surveillance: The Productivity Balance

Tracking productivity in virtual teams presents a delicate balance between ensuring accountability and maintaining trust. While monitoring software options exist—including Desklog, ActivTrak, ProofHub, Time Doctor, and Teramind—many leaders find these tools create an atmosphere of surveillance that can damage team culture.

While I'm not a fan of screen sharing apps, it has been helpful when working with new admin staff. It isn't a permanent solution but monitoring in the beginning might be a helpful way to understand the work and time required for someone new to do things. Especially for executives used to doing everything alone, using a monitoring software to learn and understand other's work cadences rather than monitor will help build empathy and improve communication.

More effective approaches focus on:

• Output measurement: Evaluating quality and completion of work rather than time spent
• Clear expectations: Setting specific deliverables with reasonable timelines
• Regular progress updates: Implementing structured check-ins on project status

Virtual Onboarding: Setting New Team Members Up for Success

The onboarding process is particularly crucial in virtual environments, where new team members lack the informal learning opportunities present in physical workplaces. Successful virtual onboarding strategies include:

1. Standardized procedures: "SOPs for onboarding" provide consistency and thoroughness
2. Clear role documentation: Detailed explanation of responsibilities and expectations
3. Centralized system access: "Using a password manager for centralized access to important systems"
4. Single Sign-On integration: "For organizations with more than 10 people, using a Single Sign-On with all systems is great for onboarding, offboarding, and security monitoring all at the same time"

The most effective virtual onboarding processes combine technical setup, relationship building, and gradual integration into team workflows.

Conclusion: The Mindful Virtual Leader

Successful management of virtual teams requires executives to become more intentional about processes that once happened organically in physical spaces. By implementing structured communication systems, establishing clear cultural norms, leveraging executive assistant partnerships, finding the right accountability approach, and creating thorough onboarding experiences, leaders can build high-performing virtual teams that rival or exceed their in-person counterparts.

The executives who master these virtual leadership strategies position themselves and their organizations for success in an increasingly distributed work world.