succeeding with virtual teams · section i: the basics • core skills • rules and procedures...

Succeeding with Virtual Teams: Meetings, Challenges, and Skills

Leo Gonzalez, Manager, Talent Development

NFP has over 50 employees working remotely!

Why Virtual Teams?

Section I: The Basics

• Core Skills • Rules and Procedures

Objectives

Section II: Interaction with Virtual Teams and Running Meetings

• Holding virtual meetings/group sessions

• Communicating with virtual team members

Objectives

Section III: Tips and Challenges

• Common challenges you’ll encounter • Tips and techniques

Objectives

Section I: The Basics

Core Skills

Teleworker’s Core Skills

1. Self-Management 2. Time Management 3. Organization and Planning 4. Communication

Core Skills

Self-Management

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCI_qg5eB_sYCFVUYkgodo0YEXw&url=http://matome.naver.jp/odai/2142577231337383101/2142745001307469703&ei=Bo63VY_PF9WwyASjjZH4BQ&psig=AFQjCNE0n5H6chI6RJo-Cb1KjO_0rL4-XQ&ust=1438179203506204

Core Skills

Self-Management Solve problems on your own!

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCKffiOaG_sYCFYQPkgodoBILPw&url=http://convierte.com.bo/servicios/gestion-reputacion-internet-santa-cruz-bolivia/&ei=6pO3VafCE4SfyASgpaz4Aw&bvm=bv.98717601,d.aWw&psig=AFQjCNFNddyD6QPJ9zsiMyV5CnTgJyzPwg&ust=1438180704705320

Core Skills

Self-Management You have more freedom- don’t abuse it!

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCOKwpOCH_sYCFQwUkgodDroIcQ&url=http://www.businessfranchiseaustralia.com.au/expert-advice/teleworking-making-it-work-you&ei=6pS3VeKTJoyoyASO9KKIBw&bvm=bv.98717601,d.aWw&psig=AFQjCNGNjhBIDTWS5OHjUngf6kb0mM0GZA&ust=1438180938779163

Core Skills

Self-Management Recognize and remove bad habits.

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCNis7OiJ_sYCFdF_kgod1CwHCw&url=http://abovethelaw.com/2012/03/career-center-four-bad-work-habits-you-should-break/&ei=FZe3VZjOG9H_yQTU2ZxY&psig=AFQjCNE3l72vpRzgidHYOuGdpPD6C5-Pvw&ust=1438181305433176

Core Skills

Self-Management Recognize and remove bad habits.

– “What am I doing that is hindering my work?” – “Is this something I can change?” – “How does this habit affect me?”

Core Skills

Self-Management Establish good habits!

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCJmqt5WQ_sYCFQUakgodljwD-g&url=http://www.searchenginejournal.com/5-good-habits-to-ensure-success-with-adwords/65369/&ei=vZ23VdnXIoW0yASW-YzQDw&psig=AFQjCNF_484idtyS6bxuo3QA7Z8hPV1zSA&ust=1438182432313494

Core Skills

Self-Management Establish good habits!

– Identify what you want to change – Write reminders to follow in the beginning – Fit new actions into your routine until they

become habit – Give yourself ample time to adjust, usually

between 30-60 days

Core Skills

Time-Management

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCK6Lg9aR_sYCFYkIkgodup4BvQ&url=http://vk.com/wall-81922252?offset%3D20&ei=UZ-3Ve6eHImRyAS6vYboCw&bvm=bv.98717601,d.aWw&psig=AFQjCNHs8PDBtDVf1g51GSypjt8vhQ__aA&ust=1438183627692371

Core Skills

Time-Management Identify and remove time wasters

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCPDV1rCX_sYCFckRkgod27sMEQ&url=http://www.businesspundit.com/10-largest-time-wasters-at-work/&ei=TaW3VbD7LcmjyATb97KIAQ&bvm=bv.98717601,d.aWw&psig=AFQjCNHaEsNIJo4ERIG0QnoFjZoE1kii1g&ust=1438185083508320

Core Skills

Time-Management Identify and remove time wasters

– Excessive checking of email/text/phone messages

– Making personal phone calls – Extra time spent away from your work area – Extra time spent looking for things

Core Skills

Time-Management The Urgent/Important Matrix

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCPLwv42c_sYCFQlMkgodf98I7Q&url=http://trueresultsunleashed.com/prioritiespart2/&ei=Qqq3VfLHCYmYyQT_vqPoDg&bvm=bv.98717601,d.aWw&psig=AFQjCNGewN_fQFgoMeQAfGGmkqzuebQggw&ust=1438186255489381

Core Skills

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCMv0_L2e_sYCFYoYkgodWaQATg&url=http://aidevo.com/how-to-juggle-your-worklife/&ei=wKy3VcuUKoqxyATZyILwBA&bvm=bv.98717601,d.aWw&psig=AFQjCNGqfGMsZp20XQVDVOaM85RVqZb9hQ&ust=1438187068485752

Core Skills

Time-Management Use reports/metrics to track your time

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCK20o5XE_sYCFRJ_kgodYqQCfA&url=http://www.fastcompany.com/3041278/most-creative-people/the-perils-of-time-tracking&ei=Q9S3Ve2GNpL-yQTiyIrgBw&bvm=bv.98717601,d.aWw&psig=AFQjCNERNUuaAIaGSWw9nSR-b3yi0zLVrQ&ust=1438197183474849

Core Skills

Time-Management Use reports/metrics to track your time

– Self-analysis- take steps to correct something that is monopolizing your time

– Supervisors- use these reports to see where help is needed

Core Skills

Time-Management Procrastination

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCIHs75jH_sYCFY4Fkgod1ikI5Q&url=https://www.linkedin.com/pulse/grab-bull-horns-kirsty-perrin-mancroft-international&ei=cNe3VYH0LI6LyATW06CoDg&bvm=bv.98717601,d.aWw&psig=AFQjCNG0sl1hDgJYqGn7fMbHA84Tm8KVjA&ust=1438197989859157

Core Skills

Organization & Planning

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCM6m_JnJ_sYCFZUQkgod-CIJxQ&url=http://yourbusiness.azcentral.com/make-tabs-hr-personnel-folders-2136.html&ei=i9m3VY61N5WhyAT4xaSoDA&bvm=bv.98717601,d.aWw&psig=AFQjCNFNsxpPM1SGowAB4Fy--I9shpGr9Q&ust=1438198535558491

Core Skills

Organization & Planning Home Office

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCLHpqMXL_sYCFUxekgodxA0FMg&url=http://organizingguru.com/how-to-organize-your-home-office-in-5-easy-steps/&ei=_9u3VfHtKcy8yQTEm5SQAw&bvm=bv.98717601,d.aWw&psig=AFQjCNH5PA6J1xfqB_kRqDgwIexjyamQ-w&ust=1438199124814377

Core Skills

– Everything should be within arm’s reach

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCP_0rffN_sYCFU9OkgodoLkGGw&url=http://www.redesignrevolution.com/7-free-easy-ways-to-organize-your-office-space/&ei=gd63Vb-wHs-cyQSg85rYAQ&bvm=bv.98717601,d.aWw&psig=AFQjCNH5PA6J1xfqB_kRqDgwIexjyamQ-w&ust=1438199124814377

Core Skills

– Only keep projects you are working on in your work area

Core Skills

– Only keep projects you are working on in your work area

– Remove distracting items

Core Skills

Organization & Planning Develop a normal working day

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCK_iqb7U_sYCFUoSkgodiPwKIg&url=http://www.womensnetworkingalliance.com/!Save-the-Date-September-17th-and-25th/c17cq/E832D372-6E5F-4E91-B709-C1259FA28AAE&ei=YOW3Va-yOcqkyASI-auQAg&bvm=bv.98717601,d.aWw&psig=AFQjCNGHzBbtaAMgTHJe9-VgPMh0pJZezw&ust=1438201553188766

Core Skills

Organization & Planning Develop a normal working day • Tips for building a routine:

– Determine tasks you normally do or need to be done

– Make a schedule or list of tasks – Factor in extra stress or surprises – Make it doable and leave room for changes or

adaptations

Core Skills

Communication

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCIaajLTW_sYCFUt8kgodr4AFPw&url=http://www.24-7accounts.com/cis.html&ei=ZOe3VYbYFcv4yQSvgZb4Aw&bvm=bv.98717601,d.aWw&psig=AFQjCNFZxjccM70CGHQIOniUlERsKKBb2Q&ust=1438201984663724

Core Skills

Communication Stay in the Loop

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCLPZwL7ZgMcCFU0ZkgodzPUGBw&url=http://www.annettapowell.com/communicate/&ei=Dve4VbOaO82yyATM65s4&bvm=bv.98717601,d.aWw&psig=AFQjCNFrEksi46S3rl606oR_Q8z-f5HO0A&ust=1438271622829597

Core Skills

Communication Use the Correct Medium

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCN6TiuragMcCFQlZkgod1GMP7w&url=http://www.unpn.net/&ei=dvi4Vd6AMImyyQTUx734Dg&bvm=bv.98717601,bs.2,d.aWw&psig=AFQjCNFrEksi46S3rl606oR_Q8z-f5HO0A&ust=1438271622829597

Core Skills

Communication Be Clear and to the Point

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCK7y0eD9gMcCFYUPkgod9A4BnQ&url=http://labs.blogs.com/its_alive_in_the_lab/2010/10/get-the-geometry-dont-get-the-points.html&ei=Fh25Va6PDoWfyAT0nYToCQ&bvm=bv.98717601,bs.1,d.aWw&psig=AFQjCNF5KXoUsp71bPhgl0IOvpqMkwn36Q&ust=1438281302409283

Core Skills

Communication Be Clear and to the Point

– Be clear about what you want/need – State your point from the beginning – Follow up to make sure the other person

understands

Core Skills

Communication Open and Frequent Communication

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCOm0sZT_gMcCFQELkgodIQQE6Q&url=http://www.telegraph.co.uk/technology/internet/9090617/Phone-and-email-records-to-be-stored-in-new-spy-plan.html&ei=jx65VamxC4GWyAShiJDIDg&bvm=bv.98717601,bs.1,d.aWw&psig=AFQjCNE6NqFwR9pqAeHhL-VmM88N_znzVQ&ust=1438281724719089

Core Skills

Communication Open and Frequent Communication

– Schedule regular conferences or one-on-one phone calls with people you are working with

– Provide the best time and ways to reach you – Send an email periodically to allow employees

to respond back at their convenience

Core Skills

Communication Share Your Information

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCObG9sOAgccCFYgXkgodAaEOzw&url=https://www.pulldigital.com/Blog/May-2014/linkedin&ei=_x-5VabLE4ivyASBwrr4DA&bvm=bv.98717601,bs.1,d.aWw&psig=AFQjCNGkpaaHeatCHBKEYjNi7k-D5Qf7Mg&ust=1438282095449241

Virtual Meetings

Section II: Running and Participating in Virtual Teams Meetings

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCN6KrI-CgccCFY4SkgodhTIPog&url=http://blog.pgi.com/category/video-conferencing-2/&ei=qSG5VZ6SOI6lyASF5byQCg&bvm=bv.99028883,d.aWw&psig=AFQjCNHUzAeQGV_Ji9yoaGgggX_LYqiarg&ust=1438282499344011

Virtual Meetings

Scheduling Scheduling will always be an issue!

– Keep a log of employees’ locations, working hours, assignments, etc.

Virtual Meetings

Scheduling Scheduling will always be an issue!

– Keep a log of employees’ locations, working hours, assignments, etc.

– Be prepared to adjust schedules

Virtual Meetings

Scheduling Single meeting, or series of meetings?

– Large meetings = one-way communication – Consider a series of shorter, focused

meetings with limited participants

Virtual Meetings

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=&url=https://redbooth.com/author/simon&ei=4iG6VZikEYquyATXs5dA&bvm=bv.99028883,d.aWw&psig=AFQjCNHoPH-2YIqoEJUmeRfsH1Pd5N6lcg&ust=1438348130632060

Virtual Meetings

Agenda Outline topics and goals

– Jot down ideas on how to accomplish goals – Include specific topics to be reviewed – Objective must be clear – Share your agenda

Virtual Meetings

Agenda Share your agenda

1. Include it in a mass email so employees can read ahead of time

2. On video calls, have the agenda displayed at all times on the screen

3. For conference call meetings, read over the agenda first and allow employees to take notes

Virtual Meetings

Agenda Speak with your employees

1. Would they like to include something?

Virtual Meetings

Agenda Speak with your employees

1. Would they like to include something? 2. If adding a new topic, don’t forget to update

the agenda you provide to the participants before the meeting!

Virtual Meetings

Preparing participants in advance Pre-Work

1. Provide information to participants to review before the meeting

2. Solicit information 3. Data gathering/information sharing

Virtual Meetings

Preparing participants in advance Check in frequently

1. Is everyone prepared to participate?

Virtual Meetings

Preparing participants in advance Check in frequently

1. Is everyone prepared to participate? 2. Track participation 3. Follow up, if necessary

Virtual Meetings

Engaging & Focusing Participants Tips:

1. Make multi-tasking difficult – keep participants interested and occupied

Virtual Meetings

2. Keep them guessing – call on people often in an engaging and conversational way

Virtual Meetings

2. Keep them guessing – call on people often in an engaging and conversational way

3. Everyone off mute! • Take the group’s temperature often

Virtual Meetings

4. Assign members different responsibilities • Have employees run meetings

Virtual Meetings

5. Stick to the promised agenda & timing

Virtual Meetings

5. Stick to the promised agenda & timing 6. Discourage the meeting being just another

status report!

Virtual Meetings

Engaging & Focusing Participants Lack of visual cues

1. Determine level of engagement

Virtual Meetings

1. Determine level of engagement 2. Do not dominate “air time”

Virtual Meetings

1. Determine level of engagement 2. Do not dominate “air time” 3. Participants should remove visual

distractions • Turn it into an icebreaker!

Virtual Meetings

Building Trust Tips:

1. What does trustworthy behavior mean?

Virtual Meetings

1. What does trustworthy behavior mean? 2. Create a safe environment

Virtual Meetings

1. What does trustworthy behavior mean? 2. Create a safe environment 3. Meet face-to-face

Virtual Meetings

1. What does trustworthy behavior mean? 2. Create a safe environment 3. Meet face-to-face 4. Enable opportunities to build

relationships

Virtual Meetings

5. Build in reasons to communicate frequently

Virtual Meetings

5. Build in reasons to communicate frequently 6. Allocate tasks so that small groups can work together, foster interdependencies

Virtual Meetings

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCO2FjsvkjccCFcQ6kgodEm8A5A&url=http://www.sabusinessindex.co.za/how-to-run-a-great-virtual-meeting/&ei=htO_Ve2qMMT1yASS3oGgDg&bvm=bv.99261572,d.aWw&psig=AFQjCNEJcZ9tMq2HKLwSIfQsfHw4ynU1tw&ust=1438720117350207

Virtual Meetings

Measuring Virtual Meeting Effectiveness Ask yourself:

1. Did we meet our objectives and desired outcomes?

Virtual Meetings

2. Did we achieve the desired level of participation?

Virtual Meetings

2. Did we achieve the desired level of participation?

3. Did the technology add value?

Virtual Meetings

4. Did we work within our timeframe?

Virtual Meetings

4. Did we work within our timeframe? 5. Did participants demonstrate confidence and trust in the process and results?

Virtual Meetings

4. Did we work within our timeframe? 5. Did participants demonstrate confidence and trust in the process and results? 6. Will team look forward to another meeting?

Virtual Meetings

Challenges & Tips for Success

Section III: Tips and Challenges

Challenge: Feeling Isolated Tips:

1. Check in with your colleagues

1. Check in with your colleagues 2. Ask how they are feeling

1. Check in with your colleagues 2. Ask how they are feeling 3. Arrange a call or meeting

Challenge: You’re “Always in the Office” Tips:

1. Designate a place to get away

Challenge: You’re “Always in the Office” Tips:

1. Designate a place to get away 2. Close the office!

• Don’t mix home and business

Challenge: Family Expectations Tips:

1. Create some ground rules

1. Create some ground rules 2. Same rules apply at home as at work

1. Create some ground rules 2. Same rules apply at home as at work 3. Keep your manager in the loop

Challenge: Feedback Tips:

1. Schedule feedback

1. Schedule feedback 2. Prepare feedback in advance

1. Schedule feedback 2. Prepare feedback in advance 3. Determine how the feedback should

be delivered (by phone, email, etc.)

Choosing The Right Tools Communication tools • Examples of communication tools:

• Telephones – landlines, cellular or VOIP • Email systems - AOL, Yahoo!, Gmail,

Microsoft Outlook • Instant messaging programs - AOL IM,

MSN messenger • Video chat room - Skype, Google Hangouts

Choosing The Right Tools Collaboration and sharing tools

Choosing The Right Tools Collaboration and sharing tools • Examples of collaboration/sharing tools:

• Adobe Acrobat • Google Docs/Sheets/Slides • Microsoft Office • Novell GroupWise email • Basecamp

Choosing The Right Tools Collaboration and sharing tools • Examples of collaboration/sharing tools:

• Adobe Acrobat • Google Docs/Sheets/Slides • Microsoft Office • Novell GroupWise email • Basecamp

Choosing The Right Tools Project management software

Choosing The Right Tools Project management software • Examples of project management tools:

• Microsoft Project • Smartsheet • Basecamp • Podio

Choosing The Right Tools Project management software • Examples of project management tools:

• Microsoft Project • Smartsheet • Basecamp • Podio

Choosing The Right Tools Web conferencing tools • Examples of web conferencing tools:

• WebEx • MS LiveMeeting • GoToMeeting • Elluminate

Choosing The Right Tools Use what works for you and your team

• You know your team best • Trial and error • Learn how to use the tool so you can

focus on the meeting

Choosing The Right Tools Technology Tips:

1. Test technology ahead of time 2. Have a back-up plan 3. Start simple

Section I: The Basics • Essential Skills • Rules and Procedures

Review

Section II: Interaction with Virtual Teams and Running Meetings

• Holding virtual meetings/group sessions

• Communicating with virtual team members

Review

Section III: Tips and Challenges • Common challenges you’ll encounter • Tips and techniques

Review

Final Thoughts

• Type your questions into the chat pod on the bottom right side of your screen

• Please complete short survey • Thank you!

Questions?

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