The Effectiveness of Virtual R&D Teams in SMEs: Experiences of Malaysian SMEs

IEMS Vol. 10, No. 2, pp. 109-114, June 2011.

The Effectiveness of Virtual R&D Teams in SMEs:
Experiences of Malaysian SMEs
Nader Ale Ebrahim†
Department of Engineering Design and Manufacture, Faculty of Engineering,
University of Malaya Kuala Lumpur, Malaysia

Salwa Hanim Abdul Rashid
Centre for Product Design and Manufacturing, Faculty of Engineering,
University of Malaya, 50603, Kuala Lumpur, Malaysia

Shamsuddin Ahmed
Department of Engineering Design and Manufacture, Faculty of Engineering,
University of Malaya Kuala Lumpur, Malaysia

Zahari Taha
Faculty of Manufacturing Engineering and Management Technology,
University Malaysia Pahang, 26300 Gambang, Pahang, Malaysia

Received, January 12, 2011; Revised, April 12, 2011; Accepted, April 19, 2011

Abstract. The number of small and medium enterprises (SMEs), especially those involved with research and
development (R&D) programs and employed virtual teams to create the greatest competitive advantage from
limited labor are increasing. Global and localized virtual R&D teams are believed to have high potential for the
growth of SMEs. Due to the fast-growing complexity of new products coupled with new emerging opportunities of
virtual teams, a collaborative approach is believed to be the future trend. This research explores the effectiveness
of virtuality in SMEs’ virtual R&D teams. Online questionnaires were emailed to Malaysian manufacturing
SMEs and 74 usable questionnaires were received, representing a 20.8 percent return rate. In order to avoid
biases which may result from pre-suggested answers, a series of open-ended questions were retrieved from the
experts. This study was focused on analyzing an open-ended question, whereby four main themes were extracted
from the experts’ recommendations regarding the effectiveness of virtual teams for the growth and performance
of SMEs. The findings of this study would be useful to product design managers of SMEs in order to realize the
key advantages and significance of virtual R&D teams during the new product development (NPD) process. This
is turn, leads to increased effectiveness in new product development's procedure.

Keywords: Virtual Teams, New Product Development, Survey Finding, Small and Medium Enterprises.

1. INTRODUCTION level of their products (Mezgar et al., 2000). SMEs
possess advantages with regards to flexibility, reaction
Small and medium-sized enterprises (SMEs) are time and innovation capacity, and therefore SMEs play a
major contributors for industrial economies (Eikebrokk major role in the new economy (Raymond and Croteau,
and Olsen, 2007). The significance of SMEs in economic 2006). Gassmann and Keupp (2007) found that managers
growth has rendered SMEs a central element in much of SMEs should invest less in tangible assets and more in
recent policymaking (Hoffman et al., 1998). SMEs areas which would directly enhance their future competitive
appear to be appropriate units as network nodes due to advantage such as R&D, which would generate knowledge,
their lean structures, adaptability to market evolution, as well as in their employees’ creativity to stimulate
active involvement of versatile human resources, ability incremental innovations in existing technologies. A
to establish subcontracting relations and good technological crucial trend for enabling the creation and transfer of new

† : Corresponding Author

110 Nader Ale Ebrahim ⋅ Salwa Hanim Abdul Rashid ⋅ Shamsuddin Ahmed ⋅ Zahari Taha

knowledge in and to SMEs is by the development of and concentrates on R&D activities. The members of a
virtual collaborative environments and networks to virtual R&D team utilize different degrees of communication
increase their innovation abilities as a single unit and technology to complete the research without space, time
capabilities of the network as a whole (Flores, 2006). and organizational boundaries.
Virtuality has been presented as a solution for SMEs SMEs are not scaled-down versions of large com-
aiming to increase their competitiveness (Pihkala et al., panies as they possess different characteristics which
1999). Virtual teams reduce time-to-market for new distinguish them from large corporations. SMEs vary
products (May and Carter, 2001). Lead time or time-to- across different countries and cultures, and they are
market has been generally accepted as one of the vital independent, multi-tasked and cash-limited as well as
keys for success in manufacturing companies (Sorli et al., based on personal relationships and informality.
2006). Additionally, SMEs are managed actively by the owners,
Ale Ebrahim et al. (2009a, 2010) derived the highly personalized, largely localized within their areas
strengths and weaknesses of virtual teams in SMEs in of operation and are largely dependent on internal
their recent comprehensive reviews. The effectiveness of sources for financial growth (Perrini et al., 2007). In
virtual teams in Malaysian manufacturing SMEs has not order to survive in the global economy, SMEs have to
been reported, and therefore, the main objective of this improve their products and processes by exploiting their
study is to present the primary benefits of virtual teams intellectual capital in a dynamic network of knowledge-
for the growth of SMEs. The scope of this study is intensive relations inside and outside their borders
limited to the experiences of Malaysian manufacturing (Corso et al., 2003). Therefore, if small firms intend to
SMEs’ expertise, which involve virtual teams. In this create a step change in their technological and
paper, the effectiveness is related to the performance and innovation base, they may have to rethink their approach
collaboration within virtual teams in order to reduce costs to cooperation (Hanna and Walsh, 2002). SMEs need to
and time of R&D projects. This paper presents a portion cooperate with external partners to compensate for other
of the results obtained from an empirical research carried competencies and resources. This is especially the case
out during the past two years within manufacturing for R&D, in which SMEs face specific problems
SMEs in Malaysia. In moving towards virtual R&D compared with large firms (Pullen et al., 2008). Levy et
teaming, an understanding of existing practices is important. al. (2003) stated that SMEs are knowledge creators;
In this paper, a review of recent literature pertaining to however, they are poor in knowledge retention. They
virtual R&D teams is presented, whereby the primary need to be proactive in knowledge sharing arrangements
definition of virtual R&D teams and its relationship with to recognize that knowledge has value, and the value
SMEs are introduced. Following this, the research added is derived from knowledge exchange (Egbu et al.,
methodology and data analyses are detailed, and the 2005). Virtual R&D teams can provide such knowledge
directions for future research are presented in the final sharing. There is a general movement towards virtual
section of this paper. R&D teams, as virtual R&D teams facilitate the
spreading of risks and sharing or costs among a network
of companies (Gassmann and Von Zedtwitz, 1999,
2. VIRTUAL R&D TEAMS AND SMEs Kratzer et al., 2005). Hence, virtual teams are important
mechanisms for organizations such as SMEs seeking to
Gassmann and Von Zedtwitz (2003) defined leverage scarce resources across geographic and other
“virtual team as a group of people and sub-teams, which boundaries (Munkvold and Zigurs, 2007).
interact through interdependent tasks guided by
common purpose and work across links strengthened by
information, communication, and transport technologies.” 3. METHODOLOGY
Another definition suggests that virtual teams are
distributed work teams whose members are geographically The data for this research was gathered from desk
dispersed and their works are coordinated mainly with study and survey. Web-based questionnaires were
electronic information and communication technologies designed and delivered to Malaysian manufacturing SMEs,
(e-mail, video-conferencing, telephone, etc.) (Hertel et which included close-ended and open-ended questions.
al., 2005). Among the different definitions of virtual This study clustered one open-ended question. Clustering
teams, the following concept is one of the most widely involves searching the data for related categories with
accepted definitions (Ale Ebrahim et al., 2009c): “Virtual similar meaning. This analysis is known as Thematic
teams are small temporary groups of geographically, Analysis since the main purpose during the start of the
organizationally and/or time dispersed knowledge workers analysis is to look for themes. When a set of themes is
who coordinate their work, predominantly with electronic formed, more advanced analyses can be employed to
information and communication technologies in order to look for clusters and patterns among them (Abdul
accomplish one or more organization tasks” (Ale Rashid, 2009). In this analysis, any sentences which
Ebrahim et al., 2009b). Virtual R&D team is a form of a provide significant meaning were extracted and organized
virtual team, which includes the features of virtual teams into different categories.

The Effectiveness of Virtual R&D Teams in SMEs 111

4. DATA COLLECTION AND ANALYSES It is known that open-ended questions provide
fewer prompts and impose the fewest limits. It is for
The research was targeted at manufacturing SMEs these reasons open-ended questions evoke the most
within Malaysia, which employed virtual teams in their
organizations. Online questionnaires were sent to relevant authentic possible responses from respondents (Bobrow,
SMEs in order to obtain the viewpoints from experts 1997). Open-ended questions are good for prompting a
involved with virtual teams in SMEs. Denscombe (2006) respondent’s attitude or feelings, likes and dislikes,
encouraged social researchers to use web-based memory recalls, opinions, or to request for additional
questionnaires with confidence, and therefore online comments. However, open-ended questions are time-
questionnaires were distributed to SMEs in Malaysia via consuming and particularly difficult to answer. After
email. The participants were directed to a website, and considering all advantages and disadvantages, only a
the surveys were completed online. few open-ended questions were used in the online
The questionnaires consisted of three sections, as
questionnaires. In this research, only one open-ended
follows:
a) Demographic information: The results obtained question was considered, which was: Please explain the
from this section enable the selection of suitable enterprises total effectiveness of virtual team system/tool on the
which complied with the definition of SMEs. company’s growth and performance, before and after
b) Current status of virtual teams: The first implementation?
question in this section clarified the utilization of virtual
teams in the enterprises. Respondents who selected “No”
in answer to the question indicate that the organizations did Table 2. Cross-tabulation between country and virtual
not possess experience with virtual teams, and were teams.
directed to Section C in the questionnaires. The final
open-ended question which concerns the effectiveness Using Virtual Team
of virtual teams on the organization’s growth and Total
performance, were analyzed in this research. Yes NO
c) Requirements for establishing virtual teams: The
Count 14 28 42
results of this section was not included in this research.
The surveys were tested preliminarily among 12 % 33.3% 66.7% 100.0%
experts, followed by improvements, modifications and
distribution. Finally, questionnaires consisting of open
and close-ended questions were distributed to 356
Malaysian manufacturing SMEs. The major target 5. RESPONDENTS’ COMMENTS
groups with regards to the size of the organization and
It was found that a great majority of the respondents
industrial field were Managing Directors, R&D Managers,
answered the open-ended questions. Summarizing the
New Product Development Managers, Project and
Design Managers as well as appropriate personnel who results of open-ended questions was not simple due to
were involved significantly with R&D issues in the the different levels of management and individuals,
organizations. A total of 74 usable questionnaires were subjective wording and phrasing of the responses.
received, which represented a 20.8 percent return rate. However, several good comments were selected, and are
The response rate was deemed satisfactory since accessing shown as quotes in Table 3. The comments represent the
high-rank personnel was difficult. Table 1. It was found actual experiences of the respondents, which are in
that a total of 42 SMEs fulfilled the criteria of this accordance with (Ebrahim et al., 2010, May and Carter,
research and therefore the remaining respondents were 2001, Bouchard and Cassivi, 2004). The virtual teams’
dropped from the analysis. Descriptive statistics were managers were a good source to confirm the benefits of
used to analyze the responses. Table 2 shows the frequency virtuality due to their experiences. Since open-ended
of using virtual teams among the sampled Malaysian questions provide a rather qualitative information,
SMEs. The results showed that 33.3% SMEs employed
simple thematic analysis was particular suitable to
virtual teams. This indicates that applications of virtual
teams in manufacturing SMEs are still in its infancy. extract information from such questions. In this research,
simple thematic analysis was performed by conducting
two levels of clustering analysis. Thematic analysis is
Table 1. Summary of online survey data collection. commonly used by qualitative researchers and is usually
Number of emails sent to Malaysian Firms 2068 recognized as a tool rather than a method (Abdul Rashid,
2009). In this analysis, the data were clustered into two
Total Responses (Click the online web page) 356
levels, whereby lower level is Level 2, and higher level
Total Responses/Received questionnaire (%) 17.2
is Level 1. Level 1 was then identified as theme. Table 4
Total Completed 74 shows the clusters and theme generated from the simple
Total Completed/Received questionnaire (%) 20.8 thematic analysis. From this analysis, it was found that


Table 3. Comments on the effectiveness of virtual teams for the company’s growth and performance (Compare before and
after implementation).
Case
Respondents’ comments
No.
Cost saving, time saving, and great convenience. These will enhance the flow of the projects of a company and
1
speed up the progress of our work.
2 Reduce time consumption
3 Time and cost are saved.
Since we have different manufacturing location around the world, our marketing department is located away from
4 R&D, the virtual tools are the one that brings us closer and helps in decision making, faster product release and
meeting customer satisfaction.
5 Virtual team system/tool is merely ASSISTANCE to the current workload.
6 Save time, money and energy
7 In my opinion, virtual team can make a good connection between the entire assets of organization.
8 With start virtual team system we improved in my performance
9 The virtual team system/tool is effective and can be helpful
10 In both it is seriously important.
1) The company could growth faster, due to overcoming to distance and time by using virtual system
11
2) If system will be managed in an effective manner, the performance is increased due to power of the tools
We did some activities in our company to reduce costs as follows : 1-We arranged virtual network suppliers 2-They
12 arranged R&D teams for our orders 3-our R&D department manage overall activities then we can reduced employ-
ees from 50 to less than 20
1) Capable for attracting experts and knowledge workers
13
2) declining ineffectual face to face meetings-improving work environment-Reducing time of trips
After correct implementation and good training of users, the growth of company is about 6 from 10 (10 is excellent
14
and 0 is bad)
15 In my opinion it is impossible to work without such systems in the extremely mobile world we face these days.
16 Reduce unnecessary time waste and expedite product outcome
17 We demonstrate a positive annual trend in all factors important to us.
There is some effect but might be more effective while internal works are considered. In the case of international
18
cooperation it depends strongly on consortiums formed for project executions

there are four main benefits of virtual team/tool on the cross-functional virtual R&D teams, namely: 1-Reduced
growth and performance of enterprises. These benefits are: R&D cost and time, 2-More effective R&D, 3-Better
reduced R&D costs and time, more effective R&D, better output, 4-Increased coordination. Virtual R&D teams
output and increased coordination. give better team outputs, reduce time-to-market, reduce
travel costs and demonstrate the ability to tap selectively
into centers of excellence. Additionally, virtual R&D
teams enable the use of the best talents regardless of
6. CONCLUSIONS location, giving a greater degree of freedom to individuals,
Despite the enormous benefits of employing virtual shorter development times, and quicker response to
R&D teams in manufacturing SMEs, the application of changing business environments as well as higher team
virtual teams by most enterprises is still in its infancy. effectiveness and coordination. Therefore, the decision
The study showed that one-third of Malaysian manufac- for setting up virtual R&D teams in SMEs is not a
turing SMEs have employed virtual R&D teams. choice, but a necessity.
Competitive advantage is now becoming available to This paper is probably the first to present an
SMEs through geographically open boundaries created empirical research on virtual R&D teams, which is
by virtual teams. Existing practices within Malaysian limited to Malaysian manufacturing SMEs. Future
manufacturing SMEs experts, who were involved with research is needed to investigate the four-fold benefits of
virtual teams, proved four-fold benefiting from the virtual R&D teams by a larger sample from different

The Effectiveness of Virtual R&D Teams in SMEs 113

sectors. Although several studies have been carried out literature review, Scientific Research and Essay, 4,
on the use of virtual R&D teams in large companies, 1575-1590.
applications within SMEs remain undocumented. Hence, Ale Ebrahim, N., Ahmed, S., and Taha, Z. (2009c), Vir-
future research should be focused on this gap and to tual Teams for New Product Develop-ment-An
search for a virtual collaborative system for SMEs Innovative Experience for R&D Engineers, Euro-
which are dispersed geographically. Such a collaborative pean Journal of Educational Studies, 1, 109-123.
system should virtually link SMEs to enable the Ale Ebrahim, N., Ahmed, S., and Taha, Z. (2010), SMEs;
engaging members to focus on their specialized tasks as Virtual research and development (R&D) teams and
well as share their knowledge and experience (information new product development: A literature review In-
resources). This will create agile manufacturing environments ternational Journal of the Physical Sciences, 5, 916-
and enterprises. 930.
Bobrow, E. E. (1997), The complete idiot’s guide to new
Table 4. Clustered theme and cluster extracted from product development, New York, Alpha Books.
Table 3 (virtual team effectiveness). Bouchard, L. and CASSIVI, L. (2004), Assessment of a
Web-groupware technology for virtual teams, IAMOT
Cluster
No. Level 1 Cluster Level 2 2004. Washington, D. C.
/Theme Corso, M., Martini, A., Paolucci, E., and PELLEGRINI,
L. (2003), Knowledge management configurations
Cost saving, Time saving in Italian small-to-medium enter-prises, Integrated
Reduce time consumption
Reduced Manufacturing Systems, 14, 46-56.
Faster product release
1 R&D cost Denscombe, M. (2006), Web-Based Questionnaires and
Reduced employees
and time the Mode Effect: An Evaluation Based on Com-
Reducing time of trips
Reduce unnecessary time wastage pletion Rates and Data Contents of Near-Identical
Questionnaires Delivered in Different Modes, Social
Speeds up work progress Science Computer Review, 24, 246-254.
Great convenience Ebrahim, N. A., Ahmed, S., and Taha, Z. (2010), Virtual
Facilitates decision-making R&D teams and SMEs growth: A comparative study
More effec- Assists the current workload
2 between Iranian and Malaysian SMEs, African
tive R&D Improved performance
Virtual team system/tool is effective Journal of Business Management, 4, 2368-2379.
Capable of attracting experts and Egbu, C. O., Hari, S., and Renukappa, S. H. (2005),
knowledge workers Knowledge management for sustainable competi-
tiveness in small and medium surveying practices,
Enhances the flow of projects of a Structural Survey, 23, 7-21.
company Eikebrokk, T. R. and Olsen, D. H. (2007), An empirical
Meets customer satisfaction investigation of competency factors affect-ing e-
Better out-
3 Increases performance
put business success in European SMEs, Information
Improves work environment
Expedites product outcome and Management, 44, 364-383.
Demonstrates a positive annual trend Flores, M. (2006), IFIP International Federation for Infor-
mation Processing. Network-Centric Collaboration
Increased Brings us closer and Supporting Fireworks, Boston: Springer.
4 coordina- Good connection between the entire Gassmann, O. and KEUPP, M. M. (2007), The com-
tion assets of organization petitive advantage of early and rapidly interna-
tionalising SMEs in the biotechnology industry: A
knowledge-based view. Journal of World Business,
REFERENCES 42, 350-366.
Gassmann, O. and Von Zedtwitz, M. (1999), Organizing
Abdul Rashid, S. H. (2009), An investigation into the virtual R&D teams: towards a con-tingency approach.
material efficiency practices of UK manufacturers, In: IEEE Management of Engineering and Technology,
PhD Thesis, Cranfield University. Technology and Innovation Management. PICMET
Ale Ebrahim, N., Ahmed, S., and Taha, Z. (2009a), In- '99, Portland International Conference on Management
novation and R&D Activities in Virtual Team, of Engineering and Technology, Portland, OR, USA.
European Journal of Scientific Research, 34, 297- 198-199.
307. Gassmann, O. and Von Zedtwitz, M. (2003), Trends and
Ale Ebrahim, N., Ahmed, S., and Taha, Z. (2009b), Vir- determinants of managing virtual R&D teams, R&D
tual R&D teams in small and medium enterprises: A Management, 33, 243-262.


Hanna, V. and Walsh, K. (2002), Small Firm Networks: A Munkvold, B. E. and Zigurs, I. (2007), Process and
Successful Approach to Innovation? R&D Manage- technology challenges in swift-starting virtual teams,
ment, 32, 201-207. Information and Management, 44, 287-299.
Hertel, G. T., Geister, S., and Konradt, U. (2005), Manag- Perrini, F., Russo, A., and Tencati, A. (2007), CSR
ing virtual teams: A review of current empirical Strategies of SMEs and Large Firms. Evidence from
research, Human Resource Management Review, 15, Italy, Journal of Business Ethics, 74, 285-300.
69-95. Pihkala, T., Varamaki, E., and Vesalainen, J. (1999),
Hoffman, K., Parejo, M., Bessant, J., and Perren, L. (1998), Virtual organization and the SMEs: a review and
Small firms, R&D, technology and innovation in the model development, Entrepreneurship and Regional
UK: a literature review, Technovation, 18, 39-55. Development, 11, 335-349.
Kratzer, J., Leenders, R., and Engelen, J. V. (2005), Pullen, A., Weerd-Nederhof, P. D., Groen, A., and Fiss-
Keeping Virtual R&D Teams Creative, Research cher, O. (2008), Configurations of ex-ternal SME
Technology Management, 1, 13-16. characteristics to explain differences in innovation
Levy, M., Loebbecke, C., and Powell, P. (2003), SMEs, performance, High Technology Small Firms Con-
coopetition and knowledge sharing: the role of ference Twente University, Netherlands.
information systems, European Journal of Infor- Raymond, L. and Croteau, A. M. (2006), Enabling the
mation Systems, 12, 3-17. strategic development of SMEs through advanced
May, A. and Carter, C. (2001), A case study of virtual manufacturing systems A configurational perspective,
team working in the European automotive industry, Industrial Management and Data Systems, 106,
Inter-national Journal of Industrial Ergonomics, 27, 1012-1032.
171-186. Sorli, M., Stokic, D., Gorostiza, A., and Campos, A.
Mezgar, I., Kovacs, G. L., and Paganelli, P. (2000), Coo- (2006), Managing product/process knowledge in the
perative production planning for small- and medium- concurrent/simultaneous enterprise environment,
sized enterprises, International Journal of Produc- Robotics and Computer-Integrated Manufacturing,
tion Economics, 64, 37-48. 22, 399-408.

The Effectiveness of Virtual R&D Teams in SMEs: Experiences of Malaysian SMEs

More Related Content

What's hot (18)

Viewers also liked (18)

Similar to The Effectiveness of Virtual R&D Teams in SMEs: Experiences of Malaysian SMEs (20)

Recently uploaded (20)

The Effectiveness of Virtual R&D Teams in SMEs: Experiences of Malaysian SMEs