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Doris Reeves-Lipscomb Virtual Teams 101 An Introduction to Virtual Teams

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Doris Reeves-Lipscomb Virtual Teams 101 An Introduction to Virtual Teams What, Why, When, Who, and How Teleconference Program What we will do Self-assessments ... – PowerPoint PPT presentation

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Title: Doris Reeves-Lipscomb Virtual Teams 101 An Introduction to Virtual Teams


1
Doris Reeves-LipscombVirtual Teams 101An
Introduction to Virtual TeamsWhat, Why, When,
Who, and How
2
Teleconference Program
  • What we will do
  • Self-assessments
  • Learning about virtual teams
  • What they are and how they work
  • Strategic use of virtual team tools
  • Tips on telephone conferencing, email, and
    NetMeeting demo

3
Teleconference Process
  • How we will do it
  • Presentation and discussion
  • Interaction with downlink sites
  • Demonstration and examples
  • Mid-session break

4
Self-Assessment
  • Please take a moment to assess your skills,
    knowledge and needs.
  • You can complete this form at anytime during
    session and use it to plan your learning future.

5
Downlink Site Census Reports
  • Number of participants
  • Total of years using computers
  • Total of years of experience on teams
  • Total of teams currently underway

6
Question 1
  • What is a virtual team and how does it work?

7
Definition of team
  • A group of people who come together to achieve or
    satisfy a common purpose.
  • May be short- (hours or days) or long-term
    (weeks, months or years!)
  • May be large (200) or small (2)

8
Examples of Teams
  • Problem-solving
  • Innovation
  • Process management
  • Crisis intervention
  • Community of practice

9
Definition of virtual team
  • A virtual team is a group of people that relies
    primarily or exclusively on electronic forms of
    communication to work together in accomplishing
    its goals.

10
Similar terms for virtual
  • Other terms used instead of virtual are
  • Cyberspace
  • Dispersed
  • Long-distance
  • Distributed
  • Online

11
Traditional Team Terminology
  • Face-to-Face (f2f)
  • Offline

12
Collaborative Technologies Terminology
  • Groupware
  • Shareware

13
Time Terminology
  • SynchronousSame time
  • AsynchronousDifferent time
  • Rolling present

14
Virtual Teamwork Tip!
  • Terminology can be scarydo not be intimidated.
  • Ask for clarification.
  • Reach agreements about working vocabulary.

15
Modes of Working with Groups Same
Time Different Time
Same Place            
Different Place         Source Boundaryless
Facilitation Leveraging the Strengths of
Face-to Face and Groupware Tools to Maximize
Group Process, Metasystems Design Group and
Catalyst Consulting Team.
16
Sample Communications Technologies
Same Time Different
Time
Same Place Different Place
17
Strengths and Drawbacks
Same Time Different Time
Same Place Different Place
?Control own pace and work schedule ?Can
virtually work from any location ?Favors
independent and computer- literate workers ?
No voice inflection ? Lack of emotion ? Not good
for making decisions ? Reliance on text-based
communication ? Discoverabletoo public
Source Adapted from an NTL workshop product,
Virtual Teams, March, 2000.
18

 A virtual team is. . .   Individuals. .
.            

Interacting. . .    
INTERDEPENDENTLY.   Adapted from Jessica
Lipnack and Jeffrey Stamps, Virtual Teams
Reaching Across Space, Time, and Organizations
with Technology. John Wiley Sons, Inc. New
York, 1997.  
19
Another view of virtual teams (Sibbet)
  • Clear purpose
  • Goals
  • Trust
  • Premium on early face-to-face
  • Solid groupware platform
  • Meta language

20
Virtual Teamwork Tip
  • Teamwork is NOT just about getting the work done.

Its about the PEOPLE doing the work.
21
Virtual Teamwork Formula
  • 10 percent technology
  • And
  • 90 percent people
  • 100 success

22
Request for Personal Experience from Sites
  • What are some of the challenges and successes you
    have experienced in starting, managing, or
    participating in virtual teams?

23
Open Systems Model
24
Virtual Team Inputs
  • Mission/goals
  • Resources
  • Calendar for action
  • Team directory

25
Virtual Teams Inputs cont
  • Virtual team charter
  • Process leadership
  • Workflow plan


26
Virtual Team Transformation
  • What and when work gets done
  • How work gets done
  • Adjustments in-process

27
Virtual Team Outputs
  • Purpose/results achieved
  • New product/service
  • Process improvement
  • Process learnings
  • Successful team
  • Personal growth team-player spirit

28
Open Systems

FEEDBACK
29
Virtual Team

30
Q/A Announcement
  • Participants are encouraged to continue to call
    in their questions. Responses to pending
    questions will occur immediately following the
    break.

31
INTERMISSION 5 MINUTES

32
Q/A Discussion

33
Question 2
  • What are the virtual team tools?

34
Face-to-face sessions
  • Preferred means for teams to build trust and
    relationships with each other.
  • Set up systems for teamwork
  • Make decisions

35
Audio Conference Calls
  • Telephonemah-h-velous! for people to get to
    know each other
  • Share information
  • Brainstorm
  • Make decisions

36
Email
  • It is the communication tool you love to hate but
    cannot live without these days.
  • Cost-effective
  • Easy to use
  • One to many

37
Intranet and Desktop Computer Tools
  • Intranet websites
  • Windows
  • Collaborative calendars

38
Collaborative Software
  • Lotus Notesscheduling, electronic messaging,
    document and data sharing
  • Easy to use
  • Asynchronous/synchronous

39
Web-based Collaboration Applications
  • Egroups-Yahoo
  • Can set up directory of team member
    contact/profile information
  • Can set up multiple topics or threads for
    discussion
  • Great for organizing and retrieving past work
  • MyPlace

40
Web-based Commercial Applications
  • Placeware
  • WebCrossing
  • Caucus
  • Communispace
  • GroupMind Express

41
Choosing Media
  • Personal preferences
  • Diversity
  • Other key considerations

42
Other Considerations
  • Real time or rolling present
  • Right media for right message
  • Historical record
  • Size of group
  • Two-way/one way

43
Virtual Team Tip
  • Each team needs to customize its own
    communications strategy.

44
Telephone Conferencing Tips
  • Realistic agenda
  • Before-call preparations
  • Start-of-call review
  • Roll call on key points
  • End-of-call protocol

45
Telephone Conferencing Tips
  • Workable number of participants
  • Seating template
  • Reasonable length of time
  • Stretch breaks

46
Email Tips
  • Subject title
  • Spelling and grammar
  • Personalized format--font, color, arrangement of
    text, and signature
  • Length

47
Email Tips
  • To forward or not to forward?
  • Only put in the email what you are willing to see
    in the newspaper
  • Direct reply

48
More Email Tips
  • Meta-language
  • LOL, ROTFL, BTW, IMHO, ?, -), ltggt, emphasis,
    SHOUTING

49
NetMeeting Demonstration
  • Chat
  • Sharing programs/documents
  • File transfer
  • Whiteboarding
  • Audio
  • Video

50
You might be wondering
What is the benefit of using audio?
51
Audio allows ideas to be shared, questions asked,
answers given in real time and avoids the problem
of cross-talk that can occur in the chat mode.
Keeping the technology simple is important in the
beginning!
52
Question 3
  • How do I (we) get started with virtual teams?
  • Answer
  • Personal individual level
  • Organizational level

53
Gearing Up
  • Identify strengths and OFIs
  • Teams
  • Technology
  • Target your learning to what you can begin using
    immediately.

54
Gearing Up
  • Remember the virtual teams formula
  • 90 people 10 technology
  • 100 success

55
Step One for Agency
  • Inventory team (traditional and virtual)
    experiences, skills, other resources, and ongoing
    activities
  • Unlock your resources!

56
Step Two for Agency
  • Identify the values and goals for relying on
    teams to get the work done.

57
Step Three for Agency
  • Close the gap between where you are and where you
    want to be

58
Step Four for Agency
  • Remember the virtual teams formula
  • 90 people 10 technology
  • 100 success

59
Question 4
  • Why do we need virtual teams?

60
Statistics on Communication Technology
  • Use of technology at home/in workplace
  • growth in number of answering machines,
    telephones, fax machines, personal computers,
    voice mail, and email

61
Changes in the Workplace
  • Increased number of telecommuters and part-time
    workers
  • Horizontal organizational structures
  • Team-based work systems
  • Global competition
  • Privatization/outsourcing

62
Benefits of Virtual Teams for Organizations
  • Greater flexibility
  • Saves time and costs
  • Increases communication and learning across
    organization
  • Encourages appreciation of diversity

63
Benefits of Virtual Teams for Workers
  • Schedule and geographic flexibility
  • Increased number and types of learning
    opportunities
  • Much improved access to valuable information
  • More opportunity to network, meet, and become
    friends with colleagues

64
  • Goodbye and good luck!
  • Happy virtual teams to you. . . Until we meet
    again. . .
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