Effective Management of Virtual teams workshop
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The document provides guidelines for effective management of virtual teams, focusing on the importance of processes and people. It outlines key steps for planning and conducting virtual meetings, including meeting preparation, technology management, setting participation expectations, and conducting the meeting. It emphasizes fostering engagement and communication to enhance team collaboration, ensuring successful virtual interactions.
Effective Management of Virtual teams workshop
- 1. Effective management of virtual teams www.youngcrew.sk facebook.com/youngcrewsk https://www.linkedin.com/company/ipma-young-crew/
- 2. Work smart not hard :)
- 3. BECOME BETTER IN PROJECT MANAGEMENT www.youngcrew.sk facebook.com/youngcrewsk https://www.linkedin.com/company/ipma-young-crew/
- 4. 2 major enablers Processes and People Infrastructure and Tools 10 % technology + 90 % people = 100 % success Effective management of virtual teams
- 5. Identify & discuss possible success factors for Processes and People
- 6. Output of the workshop
- 7. Processes and People What you need for virtual meeting 1. Plan your meeting, working around multiple time zones to schedule it and looping in the right people no matter where they are. 2. Choose the technology you’ll use to host the meeting, and ensure it works 3. Set—and enforce—expectations for participation 4. Foster engagement, so that everyone contributes fully and feels ownership over the meeting’s outcome Source: Running Virtual Meetings, Harvard Business Review
- 8. 1. Plan your virtual meeting What are you trying to achieve? • What do I want the outcome of this meeting to be? • Why and how do other people need to be involved? • Which people or points of view do I particularly want to hear from? Must do: • Prepare the agenda with clear information about the time of meeting and means of communication • Be aware of time zones. Hint: The lack of face-to-face stimulation shrinks people’s attention spans, so plan the bulk of the meeting in 5- or 10-minute segments. If the meeting moves along at a good pace and people believe they’re making progress, they’re less likely to become distracted by their physical environments. Source: Running Virtual Meetings, Harvard Business Review
- 9. 2. Manage the technology Test your setup (Conduct a dry run) • Make sure your colleague has all the information they need to join the meeting • Check that the sound and video quality are good and that any lag time is manageable. • Establish that auxiliary tools, such as screen sharing or private chat, are working. • Put in good order all the hardware you need, including cords and a power source. What to do when technology fails • Provide a way for attendees to get in touch with them: phone, chat, e-mail, text or whatever works best for your meeting as a supplementary communication channel according to one that you are using for meeting. • Whatever happens don’t leave your participants wondering what happened. Send an e-mail or a text explaining the situation: “The internet is down at our office, and we need to reschedule this meeting for a later date.... Hint: Do a preflight check. Get to the meeting location at least 15 minutes early to set up your materials and quickly test each function. Source: Running Virtual Meetings, Harvard Business Review
- 10. 3. Set Expectations for Participation Roles in virtual meeting: • Facilitator, • Scribe (the one who take notes and share them, during or after the meeting, • Timekeeper, • Presenter (one or more), • Expert (make sure they know in advance what input you’ll want from them, so they can prepare accordingly) Truth teller (“It seems like a lot of us didn’t read the presenting meeting materials. Next time, we need to do better.” Or, “So, what’s going on here that nobody’s talking about?” Offer this role to an experienced colleague who knows the rest of the group fairly well, if that’s possible.. Source: Running Virtual Meetings, Harvard Business Review
- 11. • Log in early: open up the line a couple minutes ahead of schedule, and hang around while people filter in. • Start with purpose. Reaffirm your shared goals, what you are trying to accomplish together. • Connect people: carve out some time so that the participants can identify themselves and explain their meeting roles. • Reiterate key information. Go over the agenda briefly then hit the most important process and etiquette points you already shared with your advance materials. • Stay on track: Stick to the agenda. When new, related issues emerge from a discussion of items on your official agenda, track them. Document unanswered questions, ideas that weren’t pursued, and unresolved disagreements, as well as any participant promises. Consider making this document public, viewable by other attendees during the call. • Hear from everyone: Build in regular pauses for group input, calling out attendees or locales by name Keep calm: Your mood is contagious: If you become agitated or upset, the rest of the group will, too. If you need to ask someone to fi x a problem, go through a private channel if possible, such as text or chat, and help the person save face. 4. Conduct the Meeting Source: Running Virtual Meetings, Harvard Business Review
- 12. 4.1 Close the meeting • Agree on next steps • Invite people to give their benediction. For example, ask each person to say one thing the meeting has done for them. Follow up: E-mail the participants shortly after your meeting (ideally, no later than the next day). Source: Running Virtual Meetings, Harvard Business Review
- 13. Identify & discuss possible success factors for Infrastructure and Tools
- 14. Output of the workshop
- 15. „Desktop & real-time data“
- 17. Note sharing
- 18. E-mail
- 20. Sharing apps
- 21. Workflow apps
- 22. Problem solving and more
- 23. Thanks
- 24. Partners
Editor's Notes
- #11: set clear expectations for every one (including yourself) ahead of time. So called “meeting rules,” and circulate it in the big e-mail you send out before the meeting to give everyone a chance to understand how they can participate productively