Groups-That-Work
Groups-That-Work
Doris Reeves-Lipscomb
Virtual Teams 101
An Introduction to Virtual Teams—
What, Why, When, Who, and How
1
Groups-That-Work
Teleconference Program
• What we will do
– Self-assessments
– Learning about virtual teams:
• What they are and how they work
• Strategic use of virtual team tools
– Tips on telephone conferencing, email, and
NetMeeting demo
2
Groups-That-Work
Teleconference Process
• How we will do it
–
–
–
–
Presentation and discussion
Interaction with downlink sites
Demonstration and examples
Mid-session break
3
Groups-That-Work
Self-Assessment
• Please take a moment to assess
your skills, knowledge and needs.
• You can complete this form at
anytime during session and use it
to plan your learning future.
4
Groups-That-Work
Downlink Site
Census Reports
• Number of participants
• Total # of years using computers
• Total # of years of experience on
teams
• Total # of teams currently
underway
5
Groups-That-Work
Question 1
What is a virtual team
and how does it work?
6
Groups-That-Work
Definition of team
• A group of people who come together
to achieve or satisfy a common
purpose.
• May be short- (hours or days) or longterm (weeks, months or years!)
• May be large (200+) or small (2)
7
Groups-That-Work
Examples of Teams
•
•
•
•
•
Problem-solving
Innovation
Process management
Crisis intervention
Community of practice
8
Groups-That-Work
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.
9
Groups-That-Work
Similar terms for virtual
Other terms used instead of virtual
are:
– Cyberspace
– Dispersed
– Long-distance
– Distributed
– Online
10
Groups-That-Work
Traditional Team
Terminology
• Face-to-Face (f2f)
• Offline
11
Groups-That-Work
Collaborative Technologies
Terminology
• Groupware
• Shareware
12
Groups-That-Work
Time Terminology
• Synchronous—Same time
• Asynchronous—Different time
• Rolling present
13
Groups-That-Work
Virtual Teamwork Tip!
• Terminology can be scary—do not
be intimidated.
• Ask for clarification.
• Reach agreements about working
vocabulary.
14
Groups-That-Work
Modes of Working with Groups
Same Time
Same
Place
Different
Place
Different Time
Traditional face-toface meeting
environment with
or without
technology
Team members
communicate
asynchronously using
technology
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.
15
Groups-That-Work
Sample Communications Technologies
Same Time
Same
Place
Different
Place
Blackboard
Flip charts
Overheads
PPT slides
Electronic
whiteboard
Telephone
conferences
Video conferences
Online chat
Instant message
Fax
Different Time
Bulletin board
Web pages
Shared folders
Memos
Displays
E-bulletin boards
Voice mail
Email
Web pages
Listserve
Pagers
Fax
16
Groups-That-Work
Strengths and Drawbacks
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
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
Real-time action
Save $/time
Favors computer-literate
workers
Control own pace and work schedule
Can virtually work from any location
Favors independent and computerliterate workers
 Personality conflicts
 Agenda can get off-track
 Technical obstacles
 Limits on # of participants
 Difficult to facilitate





Source: Adapted from an NTL workshop product, Virtual Teams, March, 2000.
No voice inflection
Lack of emotion
Not good for making decisions
Reliance on text-based communication
Discoverable—too public
17
Groups-That-Work
A virtual team is. . .
Individuals. . .
Interacting. . .
INTERDEPENDENTLY.
Adapted from: Jessica Lipnack and Jeffrey Stamps, Virtual Teams: Reaching Across Space, Time, and
Organizations with Technology. John Wiley & Sons, Inc.: New York, 1997.
18
Groups-That-Work
Another view of virtual
teams (Sibbet)
• Clear purpose
• Goals
• Trust
– Premium on early face-to-face
– Solid groupware platform
– Meta language
19
Groups-That-Work
Virtual Teamwork Tip
Teamwork is NOT just
about getting the work
done.
It’s about the
PEOPLE doing the
work.
20
Groups-That-Work
Virtual Teamwork Formula
• 10 percent technology
And
• 90 percent people
=
100 % success
21
Groups-That-Work
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?
22
Groups-That-Work
Open Systems Model
INPUT
TRANSFORMATION
OUTCOMES
23
Groups-That-Work
Virtual Team Inputs
 Mission/goals
 Resources
INPUT
 Calendar for action
 Team directory
24
Groups-That-Work
Virtual Teams Inputs
con’t
 Virtual team charter
INPUT
 Process leadership
 Workflow plan
25
Groups-That-Work
Virtual Team
Transformation
 What and when work
gets done
TRANSFORMATION
 How work gets done
 Adjustments in-process
26
Groups-That-Work
Virtual Team Outputs
Purpose/results achieved
New product/service
Process improvement
OUTCOMES
Process learnings
Successful team
Personal growth &
team-player spirit
27
Groups-That-Work
Open Systems
INPUT
TRANSFORMATION
FEEDBACK
OUTCOMES
28
Groups-That-Work
Virtual Team
•
29
Groups-That-Work
Q/A Announcement
Participants are encouraged to
continue to call in their questions.
Responses to pending questions
will occur immediately following
the break.
30
Groups-That-Work
INTERMISSION
5 MINUTES
31
Groups-That-Work
Q/A Discussion
32
Groups-That-Work
Question 2
What are the
virtual team tools?
33
Groups-That-Work
Face-to-face sessions
• Preferred means for teams to
build trust and relationships with
each other.
• Set up systems for teamwork
• Make decisions
34
Groups-That-Work
Audio Conference Calls
• Telephone—mah-h-velous! for
people to get to know each other
• Share information
• Brainstorm
• Make decisions
35
Groups-That-Work
Email
• It is the communication tool you
love to hate but cannot live
without these days.
• Cost-effective
• Easy to use
• One to many
36
Groups-That-Work
Intranet and Desktop
Computer Tools
• Intranet websites
• Windows
– Collaborative calendars
37
Groups-That-Work
Collaborative Software
• Lotus Notes—scheduling,
electronic messaging, document
and data sharing
• Easy to use
• Asynchronous/synchronous
38
Groups-That-Work
Web-based Collaboration
Applications
• Egroups-Yahoo
– Can set up directory of team member
contact/profile information
– Can set up multiple topics or threads for
discussion
– Great for organizing and retrieving past
work
• MyPlace
39
Groups-That-Work
Web-based Commercial
Applications
•
•
•
•
•
Placeware
WebCrossing
Caucus
Communispace
GroupMind Express
40
Groups-That-Work
Choosing Media
• Personal preferences
• Diversity
• Other key considerations
41
Groups-That-Work
Other Considerations
•
•
•
•
•
Real time or rolling present
Right media for right message
Historical record
Size of group
Two-way/one way
42
Groups-That-Work
Virtual Team Tip
• Each team needs to customize its
own communications strategy.
43
Groups-That-Work
Telephone Conferencing Tips
•
•
•
•
•
Realistic agenda
Before-call preparations
Start-of-call review
Roll call on key points
End-of-call protocol
44
Groups-That-Work
Telephone Conferencing Tips
•
•
•
•
Workable number of participants
Seating template
Reasonable length of time
Stretch breaks
45
Groups-That-Work
Email Tips
• Subject title
• Spelling and grammar
• Personalized format--font, color,
arrangement of text, and
signature
• Length
46
Groups-That-Work
Email Tips
• To forward or not to forward?
• Only put in the email what you are
willing to see in the newspaper
• Direct reply
47
Groups-That-Work
More Email Tips
• Meta-language
– LOL, ROTFL, BTW, IMHO, , ;-),
<g>, *emphasis*, SHOUTING
48
Groups-That-Work
NetMeeting Demonstration
•
•
•
•
•
•
Chat
Sharing programs/documents
File transfer
Whiteboarding
Audio
Video
49
Groups-That-Work
You might be wondering…
What is the benefit
of using audio?
50
Groups-That-Work
Audio allows ideas to
be shared, questions
asked, answers given in
real time and avoids
the problem of “crosstalk” that can occur in
the chat mode.
Keeping the technology simple is
important in the beginning!
51
Groups-That-Work
Question 3
• How do I (we) get started with
virtual teams?
Answer
• Personal individual level
• Organizational level
52
Groups-That-Work
Gearing Up
• Identify strengths and OFI’s
– Teams
– Technology
• Target your learning to what you
can begin using immediately.
53
Groups-That-Work
Gearing Up
Remember the virtual teams
formula:
90% people + 10% technology
=
100% success
54
Groups-That-Work
Step One for Agency
• Inventory team (traditional and
virtual) experiences, skills, other
resources, and ongoing activities
Unlock your resources!
55
Groups-That-Work
Step Two for Agency
• Identify the values and goals for
relying on teams to get the work
done.
56
Groups-That-Work
Step Three for Agency
• Close the gap between
where you are and where
you want to be
TODAY
GAP
GOAL
57
Groups-That-Work
Step Four for Agency
• Remember the virtual teams
formula:
90% people + 10% technology =
100% success
58
Groups-That-Work
Question 4
Why do we need
virtual teams?
59
Groups-That-Work
Statistics on
Communication
Technology
• Use of technology at home/in
workplace—
growth in number of answering machines,
telephones, fax machines, personal
computers, voice mail, and email
60
Groups-That-Work
Changes in the Workplace
• Increased number of telecommuters
and part-time workers
• Horizontal organizational structures
• Team-based work systems
• Global competition
• Privatization/outsourcing
61
Groups-That-Work
Benefits of Virtual Teams
for Organizations
• Greater flexibility
• Saves time and costs
• Increases communication and
learning across organization
• Encourages appreciation of
diversity
62
Groups-That-Work
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
63
Groups-That-Work
Goodbye and good luck!
Happy virtual teams to you. . .
Until we meet again. . .
64