How To Manage A Virtual Team

Learning how to manage a virtual team is a handy skill for every entrepreneur.

A virtual team is a group of individuals who collaborate on the same objective. But are not physically present at the same time.

It might be a group of employees who work from different offices or individuals who work from home.

Virtual teams have grown in popularity as technology advancements have made video conferencing, email, and other kinds of communication possible.

Developing the relationships that hold a virtual team together so they can work more productively. That’s an important aspect of managing one.

It’s difficult to achieve that when you’re only communicating online, but regular communication will help.

Team Cohesion is Maintained by Regular Communication

Remote workers require communication, which is the core of what makes a virtual team successful. But don’t put all your eggs in one basket.

There should be numerous ways to communicate with the team. And encourage them to communicate with their management.

Email may suffice in some circumstances, other situations may require a text, chat, or phone call.

Communication is crucial, but if participants are continuously chatting, it may become a problem.

As a result, managing remote teams and information through the correct channels is critical.

Important information might fall through the cracks or be misunderstood when it is given through the wrong channels.

It’s absolutely essential that important information is passed through the right channels when managing a virtual team.

However, before you think twice, let’s take a look at some of the advantages of working in a virtual team.

The Advantages of Working in a Virtual Team

Save Money

What is the one thing that all businesses strive to achieve? Make and save money. Employing a virtual team is an excellent way to do this

Because remote teams operate from their location, they are responsible for their own:

• Workspace
• Equipment 
• Utilities
• Technology
• And more

As a result, you won’t have to spend money on things like:

• Rent for an office
• Wifi and electricity (and other utilities).
• Telephones and computers (and other technology)
• Your team members’ transportation or parking

Members of your team will be more productive.

Is it possible that virtual employees are more productive than in-office employees? Isn’t there a chance?

After all, instead of working, they could be binge-watching repeats of their favorite TV show at home.

Nope, remember that remote workers have the freedom to work whenever they choose.

Why work from 9 a.m. to 5 p.m when you might be more productive at other times of the day?

Working from home allows staff to work when they are more focused, allowing them to complete tasks more quickly.

And free of the distractions and politics of the office or going out to lunch.

When working out how to manage a virtual team, keep these considerations in mind.

You can quickly scale your business.

Isn’t it true that every company wants to scale and expand? Sure, but you’ll need more talent to do so. But isn’t it more than simply talent?

Yes, if you have an on-site team, you’ll need to rent more office space, decorate it, and invest in computers and other equipment.

This is not only expensive, but it also takes a long time and a lot of your own time and labor hours for HR and management.

This is what many businesses face when they try to scale up too quickly.

Effective virtual teams, on the other hand, can help you avoid these issues while still expanding your company.

All that you need is a simple onboarding procedure and the correct tools to get started.

These teams are also far more scalable up and down as things change.

You’ll be able to tap into a worldwide talent pool.

You wish to share your ideas with the rest of the world. But, on your team, do you have enough people from all over the world.

If your business is rapidly developing, you’ll need a diverse workforce. However, when you work from a brick-and-mortar office, you have an issue.

You can only hire people that live in your city.

Having a great team is a critical aspect that investors consider when scanning fundraising pitches and presentations.

Keep in mind that in fundraising, storytelling is everything. In this regard for a winning pitch deck to help you here, take a look at the template created by Silicon Valley legend, Peter Thiel (see it here) that I recently covered. Thiel was the first angel investor in Facebook with a $500K check that turned into more than $1 billion in cash.

Remember to unlock the pitch deck template that is being used by founders around the world to raise millions below.

Other Advantages of Working with a Virtual Team

• Your colleagues will have a better work-life balance.
• Increased productivity
• Reduce the environmental impact of your company
• Able to provide support 24 hours a day, 7 days a week
• Communication that is open and transparent

Tools for Managing Virtual Teams

Managing a virtual team isn’t that different from managing an on-site team. All you have to do is find the correct strategy and tools.

Below is a selection of remote tools that can address your worries about working with or managing a remote workforce.

CuteHR

CuteHR is a human resource management system for managing and monitoring both internal and remote teams.

It’s a full-out-of-the-box turn-key solution for organizations to manage projects, workers, and clients.

As well as track work hours, projects, fulfill deadlines and hire people. It includes live reporting and GPS tracking for optimal collaboration with remote colleagues.

Rely on this handy tool when working on how to manage a virtual team.

Yammer

Yammer, a popular “social network for businesses,” allows virtual teams to connect in a Facebook-like environment.

While large corporations such as 7-Eleven, eBay, and Groupon use it, it’s still a great platform for small businesses.

Microblogging, profiles, groups, private messaging, file uploads, strong security, and a searchable knowledge base produced from your recorded discussions and interactions are just a few of the key features of Yammer.

Management of Documents

Microsoft 365 or Google G Suite are good collaboration solutions that allow you to share and work on documents, spreadsheets, and presentations with others.

These tools also help you manage your tasks, interact with your team, connect with your customers, and ultimately improve your business.

Proofhub

ProofHub is a sophisticated project management platform for any company or team with projects to manage and ideas to work on.

It’s a one-stop-shop with all the features and capabilities you’ll need to plan, schedule, track, report, and deliver a project.

Using a Gantt Chart to Plan

It’s difficult to plan, and it’s even more difficult when your staff is scattered across the globe.

Don’t worry— The online Gantt chart will help you keep track of all of your team’s work and organize them into a neat timetable.

Managers can give tasks to team members once they have been invited and welcomed to the project.

The Gantt chart also offers limitless file storage, enabling you to upload as many files as you need in order to get the job done.

Integrating these tools is an essential facet of working out how to manage a virtual team.

Top Tips for Working with Virtual Teams

Establish the right infrastructure

If you manage a virtual team, ensure that you’ve implemented effective systems to promote collaboration, productivity, information exchange, communication, and social engagement.

Prioritize security

When remotely accessing company information, systems, and assets. Download security updates immediately as they become available and change your password regularly.

Adhere to an established work routine

Encourage your staff to keep their status up-to-date by using one of the several applications available.

These tools allow you to ‘sync’ with your team by using your online project management tools.

You should avoid phoning coworkers when they are sleeping or involved in childcare. In fact, the phone has really become antiquated and inefficient in this new virtual environment.

Take care of your health and well-being

It’s just as critical while working away from the office, so take frequent breaks from your desk and computer. You must get up and walk about, adjust your posture.

And have your vision examined regularly, and divide your work into IT and non-IT jobs.

Create a common language and a set of ground rules

Establish fundamental regulations (for example preferences on out-of-hours contact, information sharing, communication protocols, etc).

If you work in a cross-border team, keep in mind that you must respect the cultures and differences of others such as time zones.

Online meetings

An excellent technique to cultivate connection is to learn about a person outside of their role.

One approach to do this is to have a virtual meeting in which each team member presents ten unique facts about themselves.

It may be the music they like, a humorous tale, their hometown—or anything else that they want to share. Or plan annual in-person events and getaways.

Cooperate

Consider taking a virtual coffee break. Establish a regular time during work hours for the team to gather for the sole purpose of blowing off steam and enjoying a drink.

While this is necessary at the start of a project to assist everyone in getting to know one another, it can and should become a regular check-in.

To be really cohesive, teams must get to know one another on a personal level.

Have Fun

Play online games with your colleagues. There are several online games—some are competitive, while others are cooperative.

It’s irrelevant to which you select, just as long as the whole team participates.

You could have one team member select the game each week to ensure that everyone gets to play something that they like.

Games are similar to enjoyable projects, and they may help teams collaborate more effectively.

Strategies like these will help when you’re looking for tips on how to manage a virtual team.

Building and managing an excellent team is not just critical for the success of the venture.

But, it is also an important qualifying aspect for your fundraising efforts.

If you would like more information about what investors look for in founding teams, check out this video I have created. you’re sure to find it helpful.

Create a Thorough Agenda

The agenda serves as a guide for your meeting and details a list of topics to discuss with your colleagues.

Indeed, this is your meeting, but in the form of a document that defines the meeting’s objective.

This paper explains the meeting’s discussion subjects, allocates meeting speakers, and specifies the amount of time allocated to each issue.

A well-planned agenda provides an outline of what should occur before, after, and during the meeting.

The agenda acts as a compass, guiding the meeting in the right direction.

It assists team members in planning, allocating time intelligently, eliciting a prompt response from all participants, and concluding the meeting on time.

If issues arise during the meeting, a well-planned agenda enables the team to address them effectively and expeditiously.

The following are the primary challenges that teams have when preparing an agenda for a virtual team meeting:

– Deflection of the course. Speakers should keep in mind that each ‘lyrical detour’ detracts from the overall effectiveness of the meeting. Every word said by team members should be valuable to everyone else.

– Anarchy. If no agenda items are stated, everyone can bring a list and talk simultaneously, correct? No. Each issue should be assigned to a single team member who will talk on it on a regular basis.

– Inadequate time management. If you lose track of time, you risk becoming trapped in debates until late at night. To have a fruitful meeting, it is essential to adhere to the scheduled time and to be on time. Avoid wasting valuable minutes waiting for someone to finish their lunch.

To facilitate a productive virtual team meeting, an agenda is essential.

Without an agenda in place and distributed in advance, participants will be unprepared, and the meeting will be a waste of the team’s time.

To create a successful agenda, you should first begin by drafting the agenda that demonstrates the following steps:

• A list of participants
• The meeting’s objective
• Create a list of topics, highlighting each issue that has to be resolved.
• Take note of the proposed start and finish times, as well as the anticipated amount of minutes allotted to discuss each issue.
• Ask for more agenda items from team members.
• If no agenda suggestions are received by a certain date, send an email to participants to ensure the original agenda remains in place.
• If agenda suggestions are received, allow for additional time during the meeting, and communicate the finalized agenda to team members.
• Indicate the steps that team members should take to prepare for the meeting.
• Edit and proofread the agenda.

Conclusion

When learning how to manage a virtual team, with some or all team members separated by time or location, the project manager will often require new management skills and strategies.

The information that we have provided in this article for managing virtual project teams is adaptable to a variety of settings.

You may be able to discover approaches that are already being used in your workplace. Or propose ones that could enhance team interactions and project success.

You may find interesting as well our free library of business templates. There you will find every single template you will need when building and scaling your business completely for free. See it here.