Tag: Communication

Ultimate Guide to Building and Managing Virtual Teams

Guide to Building and Managing Virtual Teams

Virtual teams are growing in popularity since many companies continue to grow and expand in different areas. But sometimes learning to manage a team that we can’t physically see every day can be difficult. 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. We will be covering the following topics in our ultimate guide to building and managing virtual teams:

  • Setting Up Your Virtual Team
  • Virtual Team Meetings
  • Communication
  • Building Trust
  • Cultural Issues
  • To Succeed With a Virtual Team
  • Dealing With Poor Team Players
  • Choosing the Right Tools

Setting Up Your Virtual Team

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. Don’t let geographical differences hinder the team you want to create.

When employees are happy and work together, they work harder to accomplish the job. 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. Some of these things you may not know in the beginning, but some of them you learn along the way.

Choose Self-Motivated People with Initiative

One aspect of working on a virtual team is the ability to be self-motivated and self-disciplined enough to finish the job without someone looking over your shoulder. When building your virtual team, choose team members that show self-motivation characteristics, such as making goals and having strategies for completing assignments. If looking to utilize current employees, look for employees who have had a proven record for getting assignments done and sticking to what they want to accomplish. If hiring from outside the company, look at the person’s resume and see what kind of success they have had and how they reached it.

Characteristics of a self-motivated person:

  • 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)

Even though virtual team members will be working apart from each other, it is important to start the team in the same location, usually through some type of ‘kick-off’ meeting. At this first virtual team meeting, members are introduced to each other and usually exchange contact information. The manager would then usually introduce the goals, assignments, and future projects for the group. This is the time where team members can ask questions, discuss availability, and plan for what they will be doing during the upcoming projects.

If geography is a problem for gathering everyone together, try to find a central location that is a fair distance from everyone involved. In some cases, team members may need to be present by phone or video to be a part of the meeting. Setting up a one-time video meeting or conference may be the only way to get some face time between all participants. Having that initial face time is very important to the overall success of the team.

Diversity Will Add Value

Any team leader wants a team of employees that can all work hard and accomplish their goals, but in the same instance, a team leader needs each team member to be different in their own way and utilize what they have to offer. Each member of the team is different and has a different set of skills that they excel at. They can provide different ideas and opinions that can be shared with others and create a new, unique perspective. When we bring a diverse group of employees together, they are not only able to use their diverse skills to complement each other, but they can ensure their part of the project is done to the best of their abilities, making the overall assignment a great success.

Benefits of a diverse workgroup:

  • Various ideas and perspectives
  • Each employee excels at their skillset
  • Contributes to the group as a whole

Experienced with Technology

One of the most important aspects of a virtual team member is the need to be experienced with various types of technology. Team members will be in different locations, but will still need to keep in contact. Many ways employees accomplish this is to communicate by phone, email, fax, or even video phone. A member of a virtual team must know how to operate different forms of technology to stay connected to other employees and management.

Assignments and projects are often sent by electronic files in a variety of programs and shared among the group to edit and sent along. If team members do not have a high level of knowledge when it comes to technology, they may not be able to function well on a team that relies so much on it. Current knowledge as well as keeping up-to-date with new and emerging technologies is required for today’s teleworker.

Personality Can Count as Much as Skills

Many people can master a certain skill set or become experts in many abilities, but their personality while they do it is what can set them apart. The same thing goes for a virtual team. An accounting team full of employees that can balance a budget is great, but if their personalities don’t work together and they don’t have personality in their assignments, the experience is not as productive and can even have negative effects. When choosing employees to join your team, look at their personality and how they present themselves. These traits will speak louder than their skills alone.

Avoid negative personality types:

  • “Negative Ned/Nancy”
  • The “Downer”
  • The Gossiper
  • The Antagonist

Rules of Engagement

The rules of engagement on any team are an important base to build on. With a virtual team, it can be a crucial part of the team plan. These rules include basic concepts of who to contact and who will be in contact with them. Some organizations have nicknamed it ‘the phone tree’, in which a chart or graph is created with employee names and channels in which they can use to contact someone else. This is important to establish with your virtual team members to let them know where they can go with any problems or concerns so they don’t feel lost when they are in an area by themselves.

Example:

  • Who do the employees contact for help?
  • Who do they work with on a regular basis?
  • Who do they contact with a complaint?

Setting up Ground Rules

Ground rules are guidelines that help form appropriate group behaviour. By setting up ground rules at the beginning of your team’s formation, it will help stop some problems before they begin. Many ground rules start with employee behaviour, such as how to treat each other and some sort of ‘code of ethics’ but also include basic rules about behaviour at work, such as deadlines and basic workplace behaviours. Other areas for ground rules include project deliverables, such as following deadlines and procedures for presenting an assignment. One commonly overlooked set of ground rules are rules for employee work hours, including attendance policies, procedure for calling in sick, and rules for clocking in and out. Although there are many areas to cover when establishing these rules, the team will run smoother when everyone knows what they can and cannot do.

Examples:

  • Email usage
  • Contact procedure
  • Project deliverables and deadlines
  • Employee respect
  • Employee acknowledgment
  • Adhering to employee schedules

Icebreakers and Introductions

Icebreakers and introductions are very important tools to use at the kick-off meeting. Introductions are especially important since it allows the team to get to know each other before they begin working together and are required to communicate back and forth. Icebreakers are a fun way to get each employee to interact with the team. This is often done with a small game or involving everyone in a group activity. In these activities, team members share their name, job title or position, and some sort of fun fact, such as their favourite hobby or vacation spot. Icebreakers and introductions allow team members to relax with one another by talking about themselves and learning things about their fellow team members.

Example Icebreaker activities:

  • Talk about favorite foods
  • Group people by common job duties
  • Compare hobbies

Related: Activities for Building Teams

Virtual Team Meetings

Virtual Team Meetings

Now that you have your virtual team assembled, the next step is to effectively hold virtual team meetings with all of them. Just because your team members aren’t at a table in front of you doesn’t mean you can’t communicate with them and guide them during a project. As with a normal meeting, there will be an issue with setting a good time, ensuring everyone shows up and making sure you deliver all the right information. The key is learning tools that can help you run a successful meeting, in person or virtually!

Scheduling Will Always Be an Issue

Virtual teams have a harder time scheduling meetings because the employees are not in the same location. Some team members are in different time zones, others work different hours while the rest may be constantly traveling. One tip for managing the employees’ time schedules is to keep a log or chart of an employee’s location, working hours and where they could be assigned later. With this tool, you can determine prime times to hold virtual meetings that won’t conflict with someone’s schedule.

If different meetings need to be held, plan a schedule with the team members regarding a rotation of team members staying late or coming in earlier to cover meeting times. Many employees are happy to abide by a schedule in which they can give their opinions. Be sure to remind the team members of any consequence that can occur for not sticking with the schedule or not participating in the meeting, such as written warnings and disciplinary actions on their employee record. Understand that employees may still be hard to schedule even with adjustments. So have an alternate solution handy in case a team member cannot attend team meetings. Be flexible with team members that attend meetings outside of their normal work hours, offer the next day off or maybe a half-day.

Have a Clear Objective and Agenda

An agenda is very important to have in any team meeting and is more so in a virtual meeting because it keeps everyone on the same track. Outline what you want to discuss and accomplish from the meeting and jot down ideas on how you can make them happen. Include specific topics that need to be reviewed and events that have happened with the team. Team members need to know there a clear objective to the meeting and that it is not a waste of their production time. Share your agenda with the rest of the team so they can be aware of the purpose of the meeting and what they can contribute.

Tips for sharing your agenda:

  • Include it in a mass email so team members can read ahead of time.
  • On video calls, have the agenda displayed at all times on the screen.
  • For conference call meetings, read over the agenda first and allow team members to take notes.

Solicit Additional Topics in Advance

Soliciting ideas before the actual meeting is an important tool to use when creating your agenda for the meeting. Speak with your team members and ask if they have any additional topics they would like included in the meeting agenda. Sometimes after the team members are aware of the original agenda, ideas or topics are added to the plate, either by management or other employees. However, don’t leave these new topics as a surprise for the other meeting attendees.

It is important to share these additional topics with team members before they ‘arrive’ at the meeting so that they can be prepared and don’t feel as though they were blind-sided. When employees know of the meeting topics ahead of time, they can research the topic ahead of time and be able to make a meaningful contribution when they participate in the next meeting.

Discourage Just Being a Status Report

Status report type information can be sent through email or other electronic messages because it often does not include much of a response from the team members. It is generally one-sided information that is meant to be informative, not discussed in depth. One of the problems of a virtual team meeting is that the moderator will do most of the talking and presenting, leaving the other team members feeling as though they are only there to hear the latest status report. The same can go for team members that come to the meeting to share their information and then sit out for the rest of the time. Encourage team members to ask questions and take notes of the information given. Set aside time for team members to share ideas and engage in conversation or debate about the meeting topics. These meetings are meant to be a time of learning and interaction, not just one-sided information sharing.

Communication

Communication in Virtual Teams

Effective communication is a key component to any successful business. It is especially important when managing a virtual team because not only do you deal with traditional communication problems with employees, but virtual teams can face more obstacles trying to keep in touch. Learning helpful tools and techniques for effective communication can take any virtual team a long way.

Related: Communication Outcome Based Team Building Activities

Poor communication among team members and team members has been shown to cause low employee morale and a decrease in productivity. Sometimes team members can feel unsure about approaching you or are not sure what to do when they have a problem. Encourage your team members to engage in two way communication and ask questions when they receive new information. When they know who they can come to in a jam, they will feel more comfortable communicating their needs.

Early and Often

Early communication means not waiting for a problem to happen before addressing it. Check-in with your team members regularly, whether by phone, email, conference, etc. Don’t let the team members struggle through a problem over a long period. Don’t wait for them to contact you; reach out to them to offer help. Contact each team member often and follow up after any problems they have reported. Keeping in touch with each team member not only cuts down on large problems, but it shows your support in the employee and can boost their morale substantially.

Tips:

  • Create a regular schedule to check in with team members
  • Find what methods work best for each team member
  • Keep track of small problems that arise early to prevent bigger ones later

Rules of Responsiveness

Communication is a two-way street and can shut down when one side doesn’t contribute or doesn’t act on their responsibility. When outlining communication techniques with your virtual team, one aspect to cover is the rules of responsiveness. Determine which forms of response are appropriate in various situations. Do you need a response right away? Is it something they can reply to later? Will you need a short or long response? When sending communication to team members, let them know how soon they need a reply and how soon you expect to hear from them. Team members need to understand that the communication you exchange with them is very important and that they need to respond promptly.

Face to Face When Possible

Sometimes communication needs to be made in person or face to face. Communication over the phone or email can often be skewed because there is a loss of tone and body language. Although this can be hard with a virtual team, there are ways the manager and employees can work together. If distance is somewhat small, arrange a time for team members to meet either at your office or theirs. If the distance is too great, the next best option is to use some sort of video message system, such as Skype. Although it does not replace in-person meetings, it allows the manager and team members to talk ‘face to face’ and monitor their tone and body language signals. Sometimes long-distance communication just can’t deliver an effective message – so never underestimate the power of talking in person.

Choose the Best Tool

Every form of communication has an appropriate tool to use with it. Some information can be delivered by informal methods, such as email or telephone calls. Informal methods are great to use when a short or quick answer is needed rather than a longer response. Participants can share information quickly and then continue with their work. Other messages should be delivered more formally, such as face to face talks or even in a team meeting.

Formal methods are better used for in-depth messages and descriptions. The information is often lengthy and may require explanations or presentations. Formal methods also allow participants to ask questions or add their input. To choose the best tool, the manager should determine how urgent the message is, how quickly it needs to be received, and what kind of response they are looking for. Once they determine what is to be shared and what they need in response, they can then choose the best tool for the job.

Be Honest and Clear

One of the pitfalls of team communication is that we try to hide information from each other. Managers will try to ‘sugar coat’ a problem within the company or employees won’t mention how hard they are struggling with an assignment. When speaking with your team members, don’t try to hide facts behind blurred words. If you have to deliver bad news, be upfront and let them know what is going on. If you need to change something they are doing or working on, be clear as to why and the effect it will have on them. When we try to hide facts or information, team members can become skeptical and will eventually lose their trust in you.

Tips:

  • Remain honest, even if it is a negative aspect.
  • Speak clearly and don’t hide the fact behind ‘sugar-coated’ words.
  • Ensure the team member is clear about what they hear (Any questions?)

Stay in Constant Contact

Nothing can be more frustrating than trying to reach a manager that has fallen out of touch. Team members need to be able to reach you during regular business hours and should always have a source to contact outside those hours (i.e. on-call, second shift manager). It is especially hard for virtual team members since they cannot always physically contact you and will need some other way to speak to you when needed.

You need to stay in constant contact with your team members and ensure them that you are there for them when they need you. Some examples include sending daily emails to check on progress or making regular meetings to follow up with team members. Make a note of team members that need your assistance more often and be sure to check up on how they are doing over time. By staying in contact now, you are helping to prevent further problems later.

Don’t Make Assumptions

We all know that old saying of what happens when we assume. A common problem in communication is assuming that we have delivered all of the information needed or assuming that the team members will not have any trouble with their work. These assumptions can cause us to leave our team members out to dry and cause them to feel as though you are not there to help them. The team can begin to resent you and may feel too uncomfortable to ask for further information.

Ask for team members to follow up on any information they receive, especially if they have questions or concerns. Periodically check on each team member’s productivity and ask if they are having any difficulties or need another problem addressed. Your team members can benefit from your guidance, so don’t assume they will make it on their own without you.

Set Up Email Protocols

Email is one of the most important forms of communication on a virtual team. It allows a person to send a message from anywhere, and at any time. Unfortunately, it can often be misused and can lead to confusion and upset team members. When the virtual team is formed and introduced to using email, introduce the team members to the rules and regulations of using email for contact purposes. Outline when it should be used in different situations and stress that is it for company business, not personal usage. Many companies require employees to sign a form acknowledging that they are aware of the email protocols and will abide by them. Again, don’t assume your team members know the protocol and follow up with them to check for any questions.

Building Trust

Building Trust in Virtual Teams

Creating an open and honest environment in the workplace is a key factor in keeping employees happy and productive. On a virtual team, it is just as important to remain open with your team members and keep them in the immediate loop of information. Since they are not always in a central location, it is essential to keep them updated on current happenings in the company and their department. When the team members feel included, they learn to trust you and will look to you when they have questions.

Related: Trust Outcome Based Team Building Activities

Trust Your Team and They Will Trust You

Trust is a key component in any relationship, personal or professional. Virtual teams can have additional problems with trust when they are not always in each other’s company. They can be unsure about what is being said or if they are doing as well as they should. As a manager, it is important to show your trust in your employees first. Show them that you trust them to complete their work and trust them with crucial information, such as potential job reassignments or even closures. When the employees feel as though you trust them, they can, in turn, learn to trust you. They will instill their trust in you and confide in you when they have concerns or are worried. This trust not only builds a stronger relationship among the employee and manager, but also the entire virtual team.

Beware of “Us vs. Them” Territorial Issues

Often when management tries to solely run a team without regard to its members, the employees can begin to have that “Us against Them” mentality. They begin to believe that management is only looking out for management or does not value the opinion of the team members. This can cause further resentment from employees and can affect the whole team’s productivity. Remind your team members that you are on their side and that you realize that the team works together to accomplish the same goal. Let them know that they are included in many of the decisions made (although not ALL of them) and that their presence on the team is valued. When team members feel as though they are part of the working machine, they are less likely to feel like an opposing force.

Share Best Practices

A form of ‘best practice’ is loosely defined as a practice that has proved productive in the past and has results behind it to back it up. Sharing best practices with your virtual team can be a great move when faced with some of the same situations. Common forms of sharing these practices including sending them through email or forming some kind of instruction sheet. Some team members may need to be counseled in person or shown how to follow a process step by step. Sharing these practices shows trust among team members and trust that they can continue the chain of success.

Best practices:

  • Processes/procedures that have worked before
  • Can be shared several ways, including email, videos or personal instruction
  • Consult with team members regarding alterations/variations if needed
  • Follow up with team members to ensure comprehension

Create a Sense of Ownership

One overlooked method of building trust among your virtual team is helping them create a sense of ownership. Team members feel more passionate about their jobs when they feel as though they not only have a part in the team’s success but can feel as though their part is essential to the overall success. Although it can take a good amount of time to help a team member establish their sense of ownership, it can prove beneficial for everyone in the long run.

Tips:

  • Ask what you can do to accomplish something
  • Encourage every new idea
  • Make a plan and put into action

Cultural Issues

Cultural Issues in Virtual Teams

Cultural issues in the workplace have been a hot topic for many years. They are more than just demographics and cannot always be detected right away. Even though team members may be from the same office or a similar location, each one has their own unique culture and following. It is important to embrace these differences and acknowledge the cultural issues that may be present. This can help the team build successful relationships with each other and prove more productive in the long run.

Respect and Embrace Differences

Diversity among a group is always a good thing, but under the wrong impressions, it can ruin any team. Whether the difference is a type of culture, political opinions, or simply a difference in background, all these factors can change how a person interacts with another person and what kind of view they have.  When team members are diverse, it can keep the team from thinking on one path and stop the ‘one-track mind’. It opens teammates up to new ideas and points of view, which in turn can create new concepts for projects and assignments. Together, they can learn to not only respect their differences among each other but embrace them to create a whole new work style.

Be Aware of Different Work Styles

Sometimes different work styles on a team can be a good thing because they allow each employee to think on their own and work within a design that works best for them. Other times, it can be a real source of trouble if not properly addressed. Some team members may prefer to work alone even though they are needed on a team project. One team member may be a procrastinator and wait until the last minute to complete their assignment. The key is to learn to be flexible with one another and adjust how you approach each other. No two people work the same way, so any team, especially a virtual one, will need time to adjust to one another and learn what makes the other team member work so hard. When we know how they function, we can work in sync with them without a hitch…most of the time!

Know Your Team Members Cultural Background

On a virtual team, it can be hard to get to know your teammates personally since you are so limited in communication and socialization. Even if the members meet during some sort of meeting or conference, it can be hard to acknowledge a person’s cultural background. Some companies have an employee fill out a personal profile that can be shared with other employees, which allows them to better know the person even though they are not in the same office. When we can better understand a person’s cultural background, we can better understand why they do some of the things they do and can make them feel more comfortable on your team.

Examples:

  • Provide an “All About Me” survey to gather information about team members
  • Some information can remain private if desired, such as religion or political views
  • Acknowledge cultural instances, such as holidays and rituals

Dealing with Stereotypes

Stereotypes can ruin any team relationship or bond. The sweeping generalization of a stereotype can cause people to become confused or view people in a negative light, even if it was unprovoked. Knowledge and understanding are the only tools we can use to deal with stereotypes. Get to know your team members and encourage them to get to know their coworkers. Learn more about the team member as a whole person instead of what their cultural background may have been labeled as. Through observation and interaction, the chances of anyone creating or following stereotypes in the virtual team decreases and team members can focus on the task at hand, and not each other.

To Succeed With a Virtual Team

Succeeding with Virtual Teams

Succeeding with traditional face-to-face teams can be challenging enough, but succeeding with a virtual team can be just as hard, if not more so. Inspiring a team to create and meet goals, maintain motivation and work together are only a few obstacles when managing a team that you cannot see daily. But with effective communication and a little discipline, any virtual team can succeed.

Set Clear Goals

Setting goals are one of the most elementary processes that can lead to success. After all, you don’t know where you’re going until you determine what you want! Clear goals are normally set for the team as a whole as well as each individual teammate. The manager works with the team to determine what they want to achieve over a set amount of time (i.e. increased sales, decreased absences) while the employee sets their own goals about what they want to achieve as a member of the team (i.e. decreased data errors, increased personal productivity). Setting goals with your virtual team can help them stay task-focused and can make them feel as though they are making a difference on the team.

Tips for setting goals:

  • Determine what you want to achieve
  • Define a path that can help you get there (there may be more than one)
  • Decide what you will do when you reach that goal

Related: Goal Setting Outcome Based Team Building Activities

Create Standard Operating Procedures (SOPs)

A Standard Operating System is generally a company’s process or procedure that it follows in the workplace. Sometimes a company does not feel the need to document these procedures, since many people may already know it. But creating these procedures and correctly documenting them allows the manager to share them with other employees and create them as a type of guideline and resource. As a manager, review some of the procedures and processes that have worked for you in the past and try to create them into an SOP. Although it can be time-consuming, it will be worth the benefits in the end. On a virtual team, these can be especially helpful for team members who may not have experience on the team yet.  They will come to you for help and will need to learn procedures if they are to contribute to the team.

Build a Team Culture

Your virtual team is your family. Every member should take the time to get to know each other and familiarize themselves with someone else’s situation. After all, every member of the team is a human being and deserves to be treated with respect and friendliness. If team members are not able to socialize locally, allow them to have a chat room on a private server or virtual community they can come and go in to speak with other employees on a non-business level. If possible, assign projects or assignments in pairs or small groups to encourage further mingling and socializing. When the team members feel as though they are part of a family, they see other teammates as family also and will create their own team culture they can fit into.

Provide Timely Feedback

Positive or negative, feedback is a great tool to help team members at work. On a virtual team, giving timely feedback is important to the team’s overall success. The team members need to know how they are doing on assignments and need to know if they need to change anything. Since the manager cannot randomly approach the team member to give feedback as they would in person, it is best to set up regular, scheduled sessions (such as by phone or chat) to alert the employee of any negative feedback that needs to be addressed or any positive feedback that should be shared. This will require the manager to get to know the team member personally so that the feedback sessions are not awkward or uncomfortable.

Dealing With Poor Team Players

Dealing With Bad Team Players

When we manage a team, there will always be a time where we have to address a member, or members, that are not working well with the group. No one wants to be the bad guy, but if the employee is not confronted and not given the chance to improve, it can affect the other members of the team and could cause a ‘domino effect’ for productivity. Learn the techniques of approaching this delicate situation and look out for your team as a whole – not just one member.

Manage Their Results, Not Their Activities

When a person manages an office, they can see for themselves what an employee is doing or what they are working on. However, on a virtual team, the progress can be much harder to monitor. Because of this, it is more important to monitor the employee’s results, rather than the individual activities. If the employee is delivering great work and it’s on time, then the process of how they finish it means very little.

For many team members, having this sense of freedom and trust can boost their confidence and improve productivity. However, if a team member is not completing work on time or is not turning in projects, then this is an indication of poor work habits and the manager should investigate into what is causing the problem. Approach the employee and talk to them about their routine schedule. If needed, organize some form of an improvement plan to help them adjust their ways of completing their assignments.

Be Proactive, Not Reactive

It is better to be prepared for any mishap before it happens, which is why it is important to be proactive rather than reactive. If we wait for something to go wrong before we act on it, we cannot think clearly about what to do and it may be too late to fix. The same theory goes for team members. Do not sit back and wait for them to make a mistake before they are taught how to do something correctly. Monitor each team member’s progress and notice any minor problems they may have along the way. Speak to the team member early on when the problem started and try to find a way to guide them on the right path. This will prevent the problem from getting worse and having to use more damage control later. Being proactive will always keep you one step ahead and ready to help the employee succeed.

Check-In Often

On the same lines of being proactive, be sure to check in with your team members often. They may not always have the chance to contact you or may not want to admit they need help. Schedule some form of regular communication for informal check-in times that best work for you and the employee. Check-in can be done by a phone call or simply sending an email. This will help both of you stay on track and allows you to report any feedback that needs to be addressed. Think of it as keeping a close eye on your flock and ensuring that you are there for them if they happen to go astray.

Example forms of check-in methods:

  • Email
  • Phone call
  • Recurring group meeting
  • Video chat

Remove Them

Sometimes after a manager has tried several attempts to help an employee work well on a virtual team, they come to realize that the particular employee is just not a great fit and will need to be removed. Some employees can be too disruptive to their teammates or are not able to work independently. This can cause problems for the whole team and should be addressed right away. Before you decide to remove the team member, make sure your ducks are in a row and that you have done all you can to help them succeed, such as personal help or extra training. If you have followed all of the correct guidelines and the team member does not show any type of improvement, then you can take the next steps in removing the team member from the virtual team. Some team members may be reassigned to another department in the company while others may need to be fired altogether. Review all of their available options and determine which would be best for the company and the virtual team.

Choosing the Right Tools

Tools for Virtual Teams

Success on any kind of team depends on the tools you use to make it work. After all, you can’t build a house without a hammer and you can’t change a tire without a jack. But having a lot of tools at your disposal does not necessarily mean you have the right ones to get the job done. The key is in knowing what you want to do and what kind of tool would help you do it.

Communication Software

On a virtual team, communication software is crucial to have and use well. Employees are far apart and cannot communicate in person with each other when they have questions. How do your team members want or need to communicate with each other? For quick and easy questions or comments, text messaging or an instant message program can be the key. But if a team member needs to ask lengthy questions to a coworker or manager, a phone call or tagged email may be the answer instead. Whichever way the team chooses to communicate with each other, it is just as important to know how to use and work the software, so be sure to ensure every member has proper training and can come to you with questions.

Collaboration and Sharing Tools

Collaboration and sharing tools allow team members across a virtual team to not only share a project they are working on but also to work with each other by editing and commenting on projects within the same program. It can be a hassle to try and email a project back and forth when one person is trying to suggest a change or add their notes. Several software programs can be added to the virtual team to help make the collaboration process go more smoothly among team members. Many of these tools allow team members to upload a file for several others to see at once. Others include comment or adjustment features and can save any progress made after each person touches the file. These types of tools can make a virtual team run better and allows them to work as a team rather than several individuals trying to reach the same goal.

Project Management Software

Project management software is aimed at managing the different aspects of a project, such as budgets, productivity, scheduling, communication, and even employee evaluations. There are many different ways of keeping track of this information, and companies normally take a different approach depending on the situation. Virtual teams generally have some sort of web-based management program, such as web application for clocking in and out or keeping track of employee absences.

Other software options can include a program installed on the employee’s desktop that can monitor their progress over a period of time and can show the employee what kind of progress they are making. Although we don’t want to feel as though we are micromanaging our employees, it is necessary to implement some form of project management software for the team to use. While some may not like the approach to managing their projects, they will feel relieved when the time comes that they will need your feedback and guidance.

Use What Works for You and Your Team

Every manager has an opinion about what methods work and which ones do not for a virtual team. But only you can decide what works for you and your team. You know your employees and you know what would be the best way to communicate with them when you need to. Sometimes this can take some trial and error to see what forms of communication work best for the team as a whole. Some may communicate better by email while others are more comfortable talking on the phone. Many employees communicate using many different methods, depending on what kind of response they will need. The best part about having so many tools at your disposal is that you can use a combination of them to achieve what you and your team need to do.

Use the method, or methods, that get(s) what you need:

Email/text messaging/phone calls – short answers and quick information delivery, such as a meeting change or a quick clarification question.

Group meetings/individual meetings/video chats – in-depth and lengthy information given; usually requires explanations or discussions from both sides. This includes discussion of employee progress, business reports, or company changes.

 

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Help Your Team Deal With Change by Identifying the WIFM

Help Your Team Deal With Change by Identifying the WIFM

For change to be successful, the team members must desire to support and participate in the change. Simply building awareness does not generate desire. Showing the team what is in it for them will produce a great starting point and help generate support. The beginning of the change process is very important and showing the affected parties how the change will improve their environment will initiate the process on the right foot.

What’s in it for Me?

In order to answer the question “What’s in it for Me?”, or WIFM, change management leadership must create energy and engagement around the change. This builds momentum, and instills support at all levels of the organization. Factors that influence WIFM are:

  • The nature of the change
  • The organizational context for the change
  • A team member’s personal situation
  • What motivates the team member as an individual?

Building Support

Effective communications are essential for building support throughout the team.

Whoever communicates with the team members impacted by a change must have a clear understanding of the overall nature of the change, its reasons, and how it aligns with the vision for the team. He or she must understand the risks of not changing, the timing of the change, and what people will be most impacted by the change.

Related: Communication Outcome Based Team Building Activities

Communications options are many, including email, presentations, postings on the organization’s intranet, flyers and circulars, banners, online or phone conferences, and special social events.

Beforehand, communicators should identify and segment audience groups, craft messages appropriate for each audience, and determine the most effective packaging, timing, and methods for communicating.

  • Executive sponsorship
  • Coaching by managers and team leaders
  • Ready access to business information

 

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Helping Your Team See the Big Picture

Helping Your Team See the Big Picture

Most team members, are responsible for specific areas, and they have little understanding of the impact their decisions have on other areas. When too much focus is placed on one aspect of the organization, it is difficult to make decisions for the good of the company. In order to make effective decisions, it is necessary for the team to examine the big picture.

Short and Long Term Interactions

When looking at the big picture, it is necessary for the team to consider long term as well as short term interactions. Short term interactions are immediate, single exchanges, and they are necessary for the team to survive. Without looking at the big picture, however, short term interactions may hinder the long term success of the team. For example, a team member may damage a business relationship by using aggressive sales techniques, costing the team sales in the future.

Long term interactions are processes or relationships that are essential to growth. Long term team success requires the long term interactions. The relationships with customers, vendors, and other team members need to be carefully cultivated. Failure to cultivate relationships occurs when there is a lack of communication or communication is not respectful. Long term relationships help guide the future of the team.

Improving Long Term Interactions

  • Build relationships: Relationships must be based on mutual trust, respect, and support.
  • Use feedback: Request feedback and listen to complaints.
  • Offer value: Provide value in product, services, and compensation.

Related: Communication Outcome Based Team Building Activities

Recognize Growth Opportunities

It is essential for every team to recognize growth opportunities to ensure long term success. An opportunity is any project that will create growth. Opportunities, however, can be overlooked when we do not pay attention to the big picture. If recognizing opportunities does not come easily for the team, there are steps to take that will ensure that the team do not overlook growth opportunities.

  • Identify market trends: Monitor changes in the market such as technological advancements.
  • Actively research customer needs: Conduct market research and anticipate customer needs, which you will fulfill.
  • Pay attention to competitors: Take advantage of a competitor’s weakness and learn from their strengths.
  • Monitor demographic changes: Changes in demographics indicate a potential shift in customer base or needs.
  • Consult team members: Do not overlook team members’ ideas; encourage brainstorming.
  • Monitor abilities of the team: Pay attention to the skills of the team. Offer training or hire new team members in response to growth opportunities.

Mindfulness of Decisions

Decisions need to be made carefully and mindfully. In stressful situations, it is easy to make decisions based on emotions or external pressure. The team should recognize these events which increase the risk of making a poor decision that can have long term consequences. Mindful decision making combines reason with intuition to come up with decisions that are based in the present.

Decision making Steps:

  1. Be in the moment: Pay attention to how you feel physically and emotionally. This allows you to reach your intuition and understand any feelings of conflict and their source. The source of the conflict may evolve as you become mindful. For example, conflict over the cost of change may shift to conflict that the change goes against team values. Naming the conflict will help the team make the decision without fear.
  2. Be Clear: Investigate for clarity. Begin by investigating your feelings and identifying the type of decision you are making. A neutral decision, for example, should not create a great deal of stress. Once the team identifies the decision, they should make sure they have collected the necessary information to make the decision. Additionally, they should consult the people who will be affected by the decision.
  3. Make a choice: Once they have all the information, they should write down their decision. Take some time to consider this decision. If you are still comfortable with the decision after a few days, act on it.

Related: Decision Making Outcome Based Team Building Activities

Everything is Related

On a team, it is necessary for each person to perform specific roles and functions. Every role in the team is related to each other. For example, poor production and poor customer service will affect sales. Too many sales returns cost the company money, damaging the profits. Each aspect of the business relies on the others. Most people only focus on their specific roles, without considering how they affect the other departments. Looking at the big picture allows the team to see how everything is related, and it begins with the leadership. The leader of the team is responsible for the culture and values.

Related: Leadership Outcome Based Team Building Activities

How to Relate:

  • Be Comprehensive: Monitor every area of the team to make sure each one is reaching their goals.
  • Be Balanced: Make sure that each area of the team is sustainable, and make adjustments as necessary.
  • Be Incorporated: Integrate every aspect of the team with the others. Show team members how they affect each other and the team as a whole.

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Feeling, Looking and Sounding the Part as Team Leader

Feeling, Looking and Sounding the Part as Team Leader

Being positive and feeling good about one’s self as a team leader is the key, you must feel the part. Positivity is a leading factor in one’s self confidence, it will help you keep a feeling of worth. Staying positive will provide you a great asset in regards to self talk and recognizing and working with your strengths. Everyone has weaknesses and by being positive you can recognize your weaknesses and then work on them.

A team leader who has a strong sense of personal worth makes a confident, positive appearance. Looking the part is important as it influences the team members. It will provide a boost to confidence and in turn a boost to your performance as team leader. Once higher performance is obtained it will then cycle back and make you more confident. Looking the part is an important part of being more assertive and confident as it is relatively quick and easy to do and pays off great dividends.

Feeling and looking the part would not be complete without voice. Given that we know that 38% of communication effectiveness is governed by voice quality, improving your overall voice message delivery to your team is worthwhile.

Related: Leadership Outcome Based Team Building Activities

Identifying Your Worth

Worth is defined as “sufficiently good, important, or interesting to justify a specified action.” Team leaders with a sense of self worth exude confidence in themselves. They feel in change of their own destiny, and are happy. To create a picture of your self-worth, take a self-concept inventory, analyzing multiple attributes in your life.

Creating Positive Self-Talk

Positive self talk allows you to recognize, validate, and apply your full potential with respect to all that you are, and do as a team leader. Also called affirmations (to make something firm), positive self-talk serves as your own personal accomplishment scale. Below are some tips for positive self-talk:

  1. Use the present tense; deal with what exists today.
  2. Be positive – rather than affirming what you don’t want.
  3. Remain personal; self-talk must relate to you and you only.
  4. Keep sentences short and simple.
  5. Go with your gut. If it “clicks”, then just say it. Self-talk should feel positive, expanding, freeing, and supporting.
  6. Focus on new things, rather than changing what is.
  7. Act “as if”; give yourself permission to believe the idea is true right now.

If self-talk is new to you, it is a good idea to first think about the things that are wonderful about you, such as:

  • I have someone I love, and we enjoy spending time together
  • I am a mother or father, fulfilled in this role
  • My career is challenging and fulfilling.
  • When I learn something new, I feel proud.
  • I am worthwhile because I breathe and feel; I am aware.
  • When I feel pain, I love, I try to survive. I am a good person.

Identifying and Addressing Strengths and Weaknesses

After you have listed words and phrases for self-attributes, they can be classified as strengths or weaknesses. This exercise also allows participants to re-frame weaknesses into messages that don’t feed a negative self-worth.

The Importance of Appearance

In the dictionary, appearance is defined as an external show, or outward aspect. Your confidence depends significantly on your personal thoughts and perceptions about the way you look. Appearance is as important today as it ever was. The first thing noticed when meeting someone new is their appearance. That is why it is important as you only have one first impression.

The Role of Body Language

Body language is a form of non-verbal communication involving the use of stylized gestures, postures, and physiologic signs which act as cues to other people. Humans unconsciously send and receive non-verbal signals through body language all the time.

One study at UCLA found that up to 93 percent of communication effectiveness is determined by nonverbal cues. Another study indicated that the impact of a performance was determined 7 percent by the words used, 38 percent by voice quality, and 55 percent by non-verbal communication. Your body language must match the words used. If a conflict arises between your words and your body language, your body language governs. The components of body language include:

Eye contact: The impact of your message is affected by the amount of eye contact you maintain with the team member with whom you are speaking. One who makes eye contact is normally perceived as more favorable and confident.

Posture: Find comfortable sitting and standing postures that work for you; avoid any rigid or slouching positions.

Excessive or unrelated head, facial, hand and body Movement: Too much movement can divert attention from the verbal message. Your facial expressions should match the type of statement you are making; smile when saying “I like you”, and frowning when saying “I am annoyed with you”. Occasional gestures that reinforce your verbal message are acceptable.

First Impressions Count

It takes as few as seven seconds – and no more than thirty seconds — for the team to form a first impression about you. Like it or not, people make judgments about others right away based on a presenting appearance. And you never have a second chance to make a first impression. Below are some tips to help you make that positive first impression when someone.

  • Body language. Remember that body language makes up to 55% of a communication.
  • Dress and grooming. It’s less about your budget, and more about clean, pressed, and event-appropriate clothing with neat grooming.
  • Handshake. Use a medium to firm handshake grip, avoiding a weak handshake, or overly firm one that can cause potential discomfort to another.
  • Body Movement. Use a mirror, or enlist the help of a friend to make sure that your movements are not overly active –and that they support the nature of your message.

It’s How You Say It

We are all born with a particular tone of voice, which we can learn to improve. The goal is to sound upbeat, warm, under control, and clear. Here are some tips to help you begin the process.

  1. Breathe from your diaphragm
  2. Drink plenty of water to stay hydrated; avoid caffeine because of its diuretic effects
  3. Posture affects breathing, and also tone of voice, so be sure to stand up straight
  4. To warm up the tone of your voice, smile
  5. If you have a voice that is particularly high or low, exercise it’s by practicing speaking on a sliding scale. You can also sing to expand the range of your voice.
  6. Record your voice and listen to the playback
  7. Deeper voices are more credible than higher pitched voices. Try speaking in a slightly lower octave. It will take some practice, but with a payoff, just as radio personalities have learned
  8. Enlist a colleague or family member to get feedback about the tone of your voice.

Related: Communication Outcome Based Team Building Activities

Sounding Confident

Since 38% of the messages received by a listener are governed by the tone and quality of your voice, its pitch, volume and control all make a difference in how confident you sound when you communicate to your team. Below are some specific tips.

Pitch (Pitch means how high or low your voice is.) Tip: Avoid a high-pitched sound. Speak from your stomach, the location of your diaphragm.

Volume (The loudness of your voice must be governed by your diaphragm.) Tip: Speak through your diaphragm, not your throat

Quality (The color, warmth, and meaning given to your voice contribute to quality.) Tip: Add emotion to your voice. Smile as much as possible when you are speaking.

The need for assertive, confident communication can occur at any time, in virtually any place. So how do you make this all come together? Here are some practice suggestions.

  • Start simply and gain some experience in safe environments, such as at the grocery store, or with family or friends
  • Set aside time when you can read out loud without being disturbed; listen to yourself
  • Challenge yourself to speak with someone new every day
  • Set a realistic time frame to make the shift; don’t expect to change your speaking style overnight.

Reducing Anxiety

Often, anxiety inhibits your ability to act and sound confident when speaking. Knowing how to perform a quick relaxation exercise can help diffuse anxiety and allow you to speak more confidently.

 

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How to Connect With Your Team Through Interpersonal Communication

Access Our Ultimate Guide for Building Better Communication in Your Team

Sadly, talking and listening has often been seen as a tool for simply communicating with other people, but not for building connections and networks. This assumption doesn’t recognize the fact that interpersonal communication is a great tool to connect with your team members on a deeper level and form a connection with them. Speaking interpersonally allows both parties to feel more at ease and open up to one another. Just remember to be an active listener and watch your own body language.

Related: Communication Outcome Based Team Building Activities

Give Respect and Trust

It is a common courtesy in any conversation to treat the other person respectfully and professionally. By treating their ideas and opinions respectfully and with due consideration, you are showing respect by hearing them out, listening to them, and considering what they have to say with an open mind. When communicating with your team, it is important to build rapport and trust by speaking with each other respectfully and giving each other your full attention. After all, they deserved to be treated with dignity and courtesy for their thoughts and opinions. In addition, give your trust to them and let them know that you feel confident enough to speak with them openly. The motions and feelings we put out into the world will come back to us, so don’t be afraid to speak openly with your team. They will be impressed that you can give respect and trust so freely and appreciate the effort you are trying to make with them.

Related: Trust Outcome Based Team Building Activities

Be Consistent

Consistency is a key factor that builds interpersonal relationships. Being consistent in what we say and do shows knowledge and reliability because it helps build a familiar base to start from. Your team members will want to communicate with you because you will become a factor they know they can trust and depend on. In addition, ensure that your actions are consistent with what you say – in other words– do what you say you’ll do. If you say you will meet someone after lunch to review a report, ensure that you are there early to greet them. If you volunteered to give a speech at the next work convention, be prepared ahead of time and be ready when the day arrives. Showing you are consistent in turn shows how reliable you are and what an asset you can be for the team. Take a few minutes to reflect back on your actions and note if they have been consistent over time. Are there behaviors you can change? What can you do differently in the future?

Always Keep Your Cool

Keeping our cool in tight or stressful situations can be tough and takes a lot of skill to make it through gracefully. It is perfectly normal to feel embarrassed or hurt when someone does something you don’t like, such as speaking rudely to you or pointing out a mistake you made. Our first instinct is to possibly lash out at them or try to retaliate by hurting them in return. But the key to strong and professional communication is to keep your cool at all times and not let the negative feelings take over. When something happens that may send you over the edge, take a minute to reflect on what was said and what happened. If needed, you should step away for a few moments to compose yourself. Don’t deny the other team member to their opinion, but let them know how you feel and how it affects you. Kinder team members will back track their statements and try to address the problem in less negative terms. If the team member is unwilling to give respect, realize that their opinion may not be worth the fight.

Tips for keeping your cool:

  • Try not to take words personally
  • Stop and reflect what was said, not how it was said
  • Make a note to learn from this experience
  • Ask yourself if the person had reason for what was said – if so, what can you do to change it?

Observing Body Language

Body language can speak volumes between people, even if it does not have words to accompany it. Many times people may say one message, but their body language can say another, meaning they may not be truthful in what they say. By observing and becoming more aware of body language and what it might mean, we can learn to read people more easily and understand some of their body movements. By better understanding their movements, you can be better prepared to communicate with them, while at the same time better understanding the body language you may be conveying to them. Even though there are times that we can send mixed messages, we can try to get our point across using certain behaviors. Our body language affects how we act with others and how we react to them, as well as how they can react to ours.

 

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Build a Stronger Team Using Empathy

Build a Stronger Team Using Empathy

Empathy is one of our greatest interpersonal skills because it allows us to have better communication with our team members and increases our understanding of others. We know empathy can simply mean to ‘put ourselves in the other person’s shoes’, but it can also mean to take an active role in getting to know your team members and treating them with the respect they deserve.

Related: Communication Outcome Based Team Building Activities

Listening and Paying Attention to Your Team

We all know that there is a difference between hearing and listening, but yet we still seem to confuse the two when we communicate with our team. Listening is considered a skill, so like any other skill, it must be implemented and strengthened. Listening allows for you to understand what the team member is talking about and register what they are trying to communicate. Building better listening skills starts with learning to pay attention when team members speak and actively listening to what they are saying. Key tips to help accomplish this are to give your attention to the team member by facing them and making eye contact. Turn off any cell phones or pagers or remove any item from the area that can distract you and make you lose focus. You’ll find that you will catch more of what the person is saying and be able to retain more. Paying attention and building better listening skills can show support for the other person and build rapport with them.

Tips for better listening skills:

  • Remove any distractions
  • Make eye contact with the person speaking
  • Nod your head periodically
  • Ask for follow up details or information
  • Ask the person to repeat anything you may have missed

Don’t Judge Other Team Members

No matter how many times we hear the old phrase “Don’t judge people” or “It’s not our place to judge”, we more than likely find ourselves doing it anyway – we just don’t want to admit it. Whether subconsciously or not, we still find ourselves judging those around us, whether it is based on their clothes, job title, the way the talk or walk, gender, hair color, skin color, and etc. When another team member is speaking or completes a task, what do you think in your head? Do you automatically make comments on how their assignment was too easy or that the way they speak is subpar to the team. Of course you would never say this out loud or tell them directly, but in your mind you have already made up your mind about them.

Thoughts like this cause us to judge people more and more, which can create barriers between people and lose connections and chances to network over time. Every person has an “inside person” and an “outside person” – we see the outside person every day and try to form our own opinions without seeing everything first. Don’t forget that there is an “inside person” as well that has an entirely different side.

Shift Your View

Empathy is simply defined as putting yourself in another person’s shoes and seeing things from their point of view. When communicating with another team member, think about how it would feel to be in their shoes and do the things they have to do. How would you feel if you have to complete their assignment in the weekly meeting or if you have to conduct a speech in front of hundreds of people?

Shifting your view does not mean that you have to entirely give up your opinions and what you think. It involves taking a few minutes to stop and reflect on the actions and words of the other person and picturing yourself in their situation. Think about what it would be like to stand in their shoes in the conference room or in front of the new manager. By doing this, we can better understand why they may act or speak a certain way and what can drive them to do what they do. By showing empathy, you are able to connect with this team member and create an important relationship to have in the workplace.

Don’t Show Fake Emotions to Your Team

In social situations it is never a good idea to fake our emotions or how we feel toward others. Of course, this does not mean we have full permission to start tearing into people and ripping them to shreds if we didn’t like their recent speech. But if you are not entirely happy about something in the team or feel anxious about something else, it is not a good idea to fake a smile or laugh just to appear happy.

This ‘fakeness’ will more than likely be detected, which can offend others around you or even make them feel insecure. Instead, be honest about how you feel and show honest concern for your fellow team mates. Be tactful if delivering negative feedback and offers helpful tips for improvement or changes. Although they may not accept your true feelings at first, and may even seem angry about it, in the end they will appreciate the fact that you were honest with them and didn’t show a mask of fake emotions with them.

 

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The Right Tools to Help Your Virtual Team Succeed

The Right Tools to Help Your Virtual Team Succeed

Access Our Ultimate Guide to Building and Managing Virtual Teams

The Success of any kind of team depends on the tools you use to make it work. After all, you can’t build a house without a hammer and you can’t change a tire without a jack. But having a lot of tools at your disposal does not necessarily mean you have the right ones to get the job done. The key is in knowing what you want to do and what kind of tool would help you do it.

Communication Software

On a virtual team, communication software is crucial to have and use well. Team members are far apart and cannot communicate in person with each other when they have questions. How do your team members want or need to communicate with each other? For quick and easy questions or comments, text messaging or an instant message program can be the key. But if an employee needs to ask lengthy questions to a coworker or manager, a phone call or tagged email may be the answer instead. Whichever way the team chooses to communicate with each other, it is just as important to know how to use and work the software, so be sure to ensure every team member has proper training and can come to you with questions.

Examples of communication software:

  • Telephones – landlines, cellular or VOIP
  • Email systems (AOL, Yahoo!, Gmail, Microsoft Outlook)
  • Instant messaging programs (AOL IM, GroupWise Messenger, MSN messenger)
  • Video chat room (Skype, ooVoo, Google Voice)

Related: Communication Outcome Based Team Building Activities

Collaboration and Sharing Tools

Collaboration and sharing tools allow team members across a virtual team to not only share a project they are working on, but also to work with each other by editing and commenting on projects within the same program. It can be a hassle to try and email a project back and forth when one person is trying to suggest a change or add their notes. There are a number of software programs that can be added to the virtual team to help make the collaboration process go more smoothly among team members. Many of these tools allow employees to upload a file for several others to see at once. Others include comment or adjustment features and can save any progress made after each person touches the file. These types of tools can make a virtual team run better and allows them to work as a team rather than several individuals trying to reach the same goal.

Examples of collaboration and sharing tools:

  • Adobe Acrobat
  • JotSpot
  • Microsoft Office
  • Novell GroupWise email
  • Basecamp

Project Management Software

Project management software is aimed at managing the different aspects of a project, such as budgets, productivity, scheduling, communication, and even employee evaluations. There are many different ways of keeping track of this information, and companies normally take a different approach depending on the situation. Virtual teams generally have some sort of web based management program, such as a web application for clocking in and out or keeping track of employee absences.

Other software options can include a program installed on the employee’s desktop that can monitor their progress over a period of time and can show the employee what kind of progress they are making. Although we don’t want to feel as though we are micromanaging our employees, it is necessary to implement some form of project management software for the team to use. While some may not like the approach to managing their projects, they will feel relieved when the time comes that they will need your feedback and guidance.

Use What Works for You and Your Team

Every team leader has an opinion about what methods work and which ones do not for a virtual team. But only you can decide what works for you and your team. You know your employees and you know what would be the best way to communicate with them when you need to. Sometimes this can take some trial and error to see what forms of communication work best for the team as a whole. Some may communicate better by email while others are more comfortable talking on the phone. Many employees communicate using a number of different methods, depending on what kind of response they will need. The best part about having so many tools at your disposal is that you can use a combination of them to achieve what you and your team need to do.

Use the method, or methods, that get(s) what you need:

Email/text messaging/phone calls – short answers and quick information delivery, such as a meeting change or a quick clarification question.

Group meetings/individual meetings/video chats – in-depth and lengthy information given; usually requires explanations or discussions from both sides. This includes discussion of employee progress, business reports, or company changes.

 

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Tips on Dealing With Poor Team Players

Dealing with poor team players

When we manage a team, there will always be a time where we have to address a member, or members, that are not working well with the group. No one wants to be the bad guy, but if the employee is not confronted and not given the chance to improve, it can affect the other members of the team and could cause a ‘domino effect’ for productivity. Learn the techniques of approaching this delicate situation and look out for your team as a whole – not just one member.

Manage Their Results, Not Their Activities

It  is more important to monitor the employee’s results, rather than the individual activities. If the employee is delivering great work and it’s on time, then the process of how they finish it means very little.

For many team members, having this sense of freedom and trust can boost their confidence and improve productivity. However, if a team member is not completing work on time or is not turning in projects, then this is an indication of poor work habits and the team leader should investigate into what is causing the problem. Approach the employee and talk to them about their routine schedule. If needed, organize some form of an improvement plan to help them adjust their ways of completing their assignments.

Be Proactive, Not Reactive

It is better to be prepared for any mishap before it happens, which is why it is important to be proactive rather than reactive. If we wait for something to go wrong before we act on it, we cannot think clearly about what to do and it may be too late to fix. The same theory goes for team members. Do not sit back and wait for them to make a mistake before they are taught how to do something correctly. Monitor each employee’s progress and notice any minor problems they may have along the way. Speak to the team member early on when they problem starts and try to find a way to guide them on the right path. This will prevent the problem from getting worse and having to use more damage control later. Being proactive will always keep you one step ahead and ready to help the employee succeed.

Check In Often

On the same lines of being proactive, be sure to check in with your team members often. They may not always have the chance to contact you or may not want to admit they need help. Schedule some form of regular communication for informal check in times that best work for you and the employee. Check in can be done by a phone call or simply sending an email. This will help both of you stay on track and allows you to report any feedback that needs to be addressed. Think of it as keeping a close eye on your flock and ensuring that you are there for them if they happen to go astray.

Related: Communication Outcome Based Team Building Activities

Example forms of check in methods:

  • Email
  • Phone call
  • Recurring group meeting
  • Video chat

Remove Them

Sometimes after a team leader has tried several attempts to help a team member work well on a team, they come to realize that the particular employee is just not a great fit and will need to be removed. Some employees can be too disruptive to their teammates or are not able to work independently. This can cause problems for the whole team and should be addressed right away. Before you decide to remove the employee, make sure your ducks are in a row and that you have done all you can to help them succeed, such as personal help or extra training. If you have followed all of the correct guidelines and the employee does not show any type of improvement, then you can take the next steps in removing the employee from the team. Some employees may be reassigned to another department in the company while others may need to be fired altogether. Review all of their available options and determine which would be best for the company and the team.

 

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Effective Communication in Virtual Teams

Effective Communication in Virtual Teams

Access Our Ultimate Guide to Building and Managing Virtual Teams

Effective communication is a key component to any successful team. It is especially important when managing a virtual team because not only do you deal with traditional communication problems with the team members, but virtual teams can face more obstacles trying to keep in touch. Learning helpful tools and techniques for effective communication can take any virtual team a long way.

Related: Communication Outcome Based Team Building Activities

Poor communication among team members and team leaders has been shown to cause low team morale and a decrease in productivity. Sometimes team members can feel unsure about approaching you or are not sure what to do when they have a problem. Encourage your team to engage in two way communication and ask questions when they receive new information. When they know who they can come to in a jam, they will feel more comfortable communicating their needs.

Communicate Early and Often

Early communication means not waiting for a problem to happen before addressing it. Check in with your team on a regular basis, whether by phone, email, conference, etc. Don’t let a team member struggle through a problem over a long period of time. Don’t wait for them to contact you; reach out to them to offer help. Contact each team member often and follow up after any problems they have reported. Keeping in touch with each team member not only cuts down on large problems, but it shows your support in the team and can boost their morale substantially.

Tips:

  • Create a regular schedule to check in with team members
  • Find what methods work best for each team member
  • Keep track of small problems that arise early to prevent bigger ones later

Rules of Responsiveness

Communication is a two way street and can shut down when one side doesn’t contribute or doesn’t act on their responsibility. When outlining communication techniques with your virtual team, one aspect to cover is the rules of responsiveness. Determine which forms of response are appropriate in various situations. Do you need a response right away? Is it something they can reply to later? Will you need a short or long response? When sending a communication to the team, let them know how soon they need to reply and how soon you expect to hear from them. The team needs to understand that the communication you exchange with them is very important and that they need to respond in a timely manner.

Communicate Face to Face When Possible

Sometimes communication needs to be made in person or face to face. Communication over the phone or email can often be skewed because there is a loss of tone and body language. Although this can be hard with a virtual team, there are ways the team leader and team members can work together. If distance is somewhat small, arrange a time for the team member to meet either at your office or theirs. If the distance is too great, the next best option is to use some sort of video message system, such as Skype. Although it does not replace in person meetings, it allows the team leader and team members to talk ‘face to face’ and monitor their tone and body language signals. Sometimes long distance communication just can’t deliver an effective message – so never underestimate the power of talking in person.

Choose the Best Tool

Every form of communication has an appropriate tool to use with it. Some information can be delivered by informal methods, such as email or telephone calls. Informal methods are great to use when a short or quick answer is needed rather than a longer response. Participants can share information quickly and then continue with their work. Other messages should be delivered more formal, such as face to face talks or even in a group meeting.

Formal methods are better used for in-depth messages and descriptions. The information is often lengthy and may require explanation or presentations. Formal methods also allow participants to ask questions or add their input. To choose the best tool, the team leader should determine how urgent the message is, how quickly it needs to be received, and what kind of response they are looking for. Once they determine what is to be shared and what they need in response, they can then choose the best tool for the job.

Be Honest and Clear

One of the pitfalls about team communication is that we try to hide information from each other. Tea leaders will try to ‘sugar coat’ a problem within the team or team members won’t mention how hard they are struggling with an assignment. When speaking with your team, don’t try to hide facts behind blurred words. If you have to deliver bad news, be upfront and let them know what is going on. If you need to change something they are doing or working on, be clear as to why and the effect it will have on them. When we try to hide facts or information, team members can become skeptical and will eventually lose their trust in you.

Tips:

  • Remain honest, even if it is a negative aspect.
  • Speak clearly and don’t hide the fact behind ‘sugar coated’ words.
  • Ensure the team is clear about what they hear (Any questions?)

Stay in Constant Contact

Nothing can be more frustrating than trying to reach a team leader that has fallen out of touch. Team members need to be able to reach you during regular business hours and should always have a source to contact outside those hours (i.e. on-call, second shift manager). It is especially hard for virtual team members since they cannot always physically contact you and will need some other way to speak to you when needed.

It is important for you to stay in constant contact with your team members and ensure them that you are there for them when they need you. Some examples include sending daily emails to check on progress, or making regular meetings to follow up with the team. Make a note of team members that need your assistance more often and be sure to check up on how they are doing over time. By staying in contact now, you are helping to prevent further problems later.

Don’t Make Assumptions

We all know that old saying of what happens when we assume. A common problem in communication is assuming that we have delivered all of the information needed or assuming that the team will not have any trouble with their work. These assumptions can cause us to leave our team members out to dry and cause them to feel as though you are not there to help them. The team can begin to resent you and may feel too uncomfortable to ask for further information.

Ask for the team to follow up on any information they receive, especially if they have questions or concerns. Periodically check on each team member’s productivity and ask if they are having any difficulties or need another problem addressed. Your team members can benefit from your guidance, so don’t assume they will make it on their own without you.

 

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