Groups-That-Work

Groups-That-Work

Doris Reeves-Lipscomb Reeves-

Virtual Teams 101

An Introduction to Virtual Teams Teams What, Why, When, Who, and How
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Teleconference Program
What we will do
Self-assessments Self Learning about virtual teams: What they are and how they work Strategic use of virtual team tools Tips on telephone conferencing, email, and NetMeeting demo
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Teleconference Process
How we will do it
Presentation and discussion Interaction with downlink sites Demonstration and examples MidMid-session break

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SelfSelf-Assessment
Please take a moment to assess your skills, knowledge and needs. You can complete this form at anytime during session and use it to plan your learning future.
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Downlink Site Census Reports

Number of participants Total # of years using computers Total # of years of experience on teams Total # of teams currently underway
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Question 1

What is a virtual team and how does it work?

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Definition of team
A group of people who come together to achieve or satisfy a common purpose. May be short- (hours or days) or longshortlongterm (weeks, months or years!) May be large (200+) or small (2)
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Examples of Teams
ProblemProblem-solving Innovation Process management Crisis intervention Community of practice
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Definition of virtual team

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

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Similar terms for virtual

Other terms used instead of virtual are: Cyberspace Dispersed Long-distance Long Distributed Online
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Traditional Team Terminology

Face-to-Face (f2f) Face-to Offline

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Collaborative Technologies Terminology Groupware Shareware

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Time Terminology
SynchronousSame time Synchronous AsynchronousDifferent time Asynchronous Rolling present

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Virtual Teamwork Tip!

Terminology can be scarydo not scary be intimidated. Ask for clarification. Reach agreements about working vocabulary.

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Modes of Working with Groups

Same Time
Same Place Traditional face-toface meeting environment with or without technology

Different Time
Team members communicate asynchronously using technology

Different Place

Participants join scheduled synchronous meetings with help of technology

Team members communicate asynchronously using technology

Source: Boundaryless Facilitation: Leveraging the Strengths of Face-to Face and Groupware Tools to Maximize Group Process, Metasystems Design Group and Catalyst Consulting Team.

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Sample Communications Technologies

Same Time Same Place
yBlackboard yFlip charts yOverheads yPPT slides yElectronic whiteboard yTelephone conferences yVideo conferences yOnline chat yInstant message yFax

Different Time
yBulletin board yWeb pages yShared folders yMemos yDisplays

Different Place

yE-bulletin boards yVoice mail yEmail yWeb pages yListserve yPagers yFax

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Strengths and Drawbacks

Different Time
Forced to focus and summarize Documented history Control pace & work schedule Miss nonverbal Miss 1st reaction & socializing Harder to establish & maintain momentum Harder to make decisions

Same Time
Same Place
Multifaceted Deal quickly with issues All present to address issues Read body language Personality conflicts Agenda can get off-track May not take it seriously

Different Place

Real-time action Save $/time Favors computer-literate workers Personality conflicts Agenda can get off-track Technical obstacles Limits on # of participants Difficult to facilitate

Control own pace and work schedule Can virtually work from any location Favors independent and computerliterate workers No voice inflection Lack of emotion Not good for making decisions Reliance on text-based communication Discoverable too public

Source: Adapted from an NTL workshop product, Virtual Teams, March, 2000.

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A virtual team is. . . Individuals. . .

Interacting. . .

INTERDEPENDENTLY. INTERDEPENDENTLY.
Adapted from: Jessica Lipnack and Jeffrey Stamps, Virtual Teams: Reaching Across Space, Time, and Organizations with Technology. John Wiley & Sons, Inc.: New York, 1997.

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Another view of virtual teams (Sibbet)

Clear purpose Goals Trust
Premium on early face-to-face face-to Solid groupware platform Meta language
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Virtual Teamwork Tip

Teamwork is NOT just about getting the work done.

Its about the PEOPLE doing the work.

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Virtual Teamwork Formula

10 percent technology And 90 percent people = 100 % success
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Request for Personal Experience from Sites

What are some of the challenges

and successes you have experienced in starting, managing, or participating in virtual teams?
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Open Systems Model

INPUT

TRANSFORMATION

OUTCOMES

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Virtual Team Inputs

 Mission/goals

 Resources
INPUT

 Calendar for action  Team directory

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Virtual Teams Inputs cont

 Virtual team charter
INPUT

 Process leadership  Workflow plan

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Virtual Team Transformation

 What and when work

gets done
TRANSFORMATION

 How work gets done  Adjustments in-process in26

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Virtual Team Outputs

Purpose/results achieved New product/service Process improvement
OUTCOMES

Process learnings Successful team Personal growth & teamteam-player spirit

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Open Systems

INPUT

TRANSFORMATION

OUTCOMES

FEEDBACK
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Virtual Team

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

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INTERMISSION

5 MINUTES
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Q/A Discussion

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Question 2

What are the virtual team tools?

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

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Audio Conference Calls

Telephonemah-h-velous! for Telephonemahpeople to get to know each other Share information Brainstorm Make decisions
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Email
It is the communication tool you love to hate but cannot live without these days. Cost-effective Cost Easy to use One to many
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Intranet and Desktop Computer Tools

Intranet websites Windows Collaborative calendars

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

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WebWeb-based Collaboration Applications

Egroups-Yahoo Egroups Can set up directory of team member contact/profile information Can set up multiple topics or threads for discussion Great for organizing and retrieving past work

MyPlace
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WebWeb-based Commercial Applications

Placeware WebCrossing Caucus Communispace GroupMind Express
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Choosing Media
Personal preferences Diversity Other key considerations

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Other Considerations
Real time or rolling present Right media for right message Historical record Size of group TwoTwo-way/one way
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Virtual Team Tip

Each team needs to customize its own communications strategy.

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Telephone Conferencing Tips

Realistic agenda BeforeBefore-call preparations Start-ofStart-of-call review Roll call on key points End-ofEnd-of-call protocol
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Telephone Conferencing Tips

Workable number of participants Seating template Reasonable length of time Stretch breaks

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Email Tips
Subject title Spelling and grammar Personalized format--font, color, format--font, arrangement of text, and signature Length
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Email Tips
To forward or not to forward? Only put in the email what you are willing to see in the newspaper Direct reply

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More Email Tips

Meta-language Meta LOL, ROTFL, BTW, IMHO, , ;-), <g>, ;*emphasis*, SHOUTING

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NetMeeting Demonstration
Chat Sharing programs/documents File transfer Whiteboarding Audio Video
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You might be wondering

What is the benefit of using audio?

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Audio allows ideas to be shared, questions asked, answers given in real time and avoids the problem of crosscrosstalk that can occur in the chat mode. Keeping the technology simple is important in the beginning!
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Question 3
How do I (we) get started with virtual teams?

Answer
Personal individual level Organizational level
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Gearing Up
Identify strengths and OFIs Teams Technology Target your learning to what you can begin using immediately.
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Gearing Up
Remember the virtual teams formula:

90% people + 10% technology = 100% success

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Step One for Agency

Inventory team (traditional and virtual) experiences, skills, other resources, and ongoing activities

Unlock your resources!

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Step Two for Agency

Identify the values and goals for relying on teams to get the work done.

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Step Three for Agency

Close the gap between where you are and where you want to be
TODAY

GAP

GOAL

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Step Four for Agency

Remember the virtual teams formula:
90% people + 10% technology = 100% success
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Question 4

Why do we need virtual teams?

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Statistics on Communication Technology

Use of technology at home/in workplace workplace
growth in number of answering machines, telephones, fax machines, personal computers, voice mail, and email
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Changes in the Workplace

Increased number of telecommuters and part-time workers part Horizontal organizational structures Team-based work systems Team Global competition Privatization/outsourcing

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Benefits of Virtual Teams for Organizations

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

Schedule and geographic flexibility Increased number and types of learning opportunities Much improved access to valuable information More opportunity to network, meet, and become friends with colleagues
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Goodbye and good luck!

Happy virtual teams to you. . . Until we meet again. . .

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