Virtual teams consist of people working in the same organization or company but in different geographical locations; therefore, they meet online. It can be a challenging experience as people in different time zones may have to work around to find a convenient time for everyone on the team.
In matters of trust and respect, it is important as it assists the virtual teams to operate by creating a positive environment where the team members feel comfortable openly communicating their ideas with others as they work toward a common goal. A study on trust in teams found that the success of any team, whether physical or virtual, is inherently dependent on trust among the team members. The authors noted that team members could increase their perceived trustworthiness by giving more information about their capabilities, integrity, transparency, predictability, and benevolence (Breuer et al., 2020). The advantage of trust and respect among team members is that they can communicate openly, provide feedback on pertinent issues and effectively work together despite their geographical locations.
The important processes and procedures that are helpful to make the teams work include; proper channels of communication, responsibilities, and roles that are clearly defined, standardized procedures for handling issues and problems, regular team meetings, and a system for tracking progress and accountability. A journal on five steps of leading your team virtually in Covid 19 identifies some key steps to making your team work virtually. First, explain the reality of the full existence of the team online; second, there is a need to establish a culture of trust among the team members. The third step involves upgrading leadership communication tools to better communicate with virtual employees. Then afterward, you need to encourage shared leadership responsibilities among the team members. Finally, it is vital to periodically check whether the employees align with the organization’s values and commitment to its mission (Newman & Ford, 2021). The processes and procedures help ensure that team members work together effectively, that problems are addressed promptly, and that progress toward goals is tracked and reported.
Sheila is having trouble in her role on the new team because she lacks the knowledge and resources to quickly identify and address issues related to the smaller components, cables, and wires used to make the larger components. It is evident when she took two days hunting for Schematics and talking with engineers to figure out what part was needed. Without this knowledge and access to resources, Sheila spends excessive time researching and trying to identify the necessary parts, causing delays in resolving the issues. It may cause a significant loss of the business as much time is consumed w, which could be saved if the responsibility was given to someone with better knowledge of
Putting up a virtual team is crucial; therefore, it should be handled carefully. First of all, you need to look out for communication because the team members may be located in different geographical locations or time zones; therefore, one has to choose clear channels of communication that will be convenient for all team members. Second, it is good to consider the roles and responsibilities assigned to each team member. There must be clear expectations on what each team member is responsible for and how they will contribute to the team’s goal. Third is on the technology, including using tools such as videoconferencing for meetings, project management software, and shared document storage. Fourth is the ability to appreciate the cultural differences among the team members; as a result, it is important to evaluate whether the members who come on board will be able to work with people from different backgrounds effectively and how to ensure everyone will feel valued and respected. Finally, training and support involve the necessary training and support that the members will need before they assume their roles and also whom they can contact in case challenges arise (Fostering Work Engagement in Geographically-Dispersed and Asynchronous Virtual Teams | Emerald Insight, n.d.).
My experience with a virtual team was during the Covid-19 pandemic when the student leadership committee I was part of shifted all the meetings online. We were not accustomed to online meetings; therefore, we faced challenges such as joining the meeting while the microphone was unmuted, which resulted in excessive noise for the people in the meeting. In addition, setting a convenient meeting time was challenging as people had different preferences that could not agree. Our team leader handled this obstacle by encouraging members to be intentional about the group’s virtual meeting, and we agreed to set the meeting time at 8 pm when everyone was in the house. I contributed to better this resolution by always availing myself of the meeting on time and encouraging my colleagues to do so for the smooth running of the meetings.
In conclusion, with the increase in modernization, there is a gradual shift to the virtual team, and equipping ourselves with the knowledge and skills to manage them will help us be better placed in the marketplace.
References
Breuer, C., Hüffmeier, J., Hibben, F., & Hertel, G. (2020). Trust in teams: A taxonomy of perceived trustworthiness factors and risk-taking behaviors in face-to-face and virtual teams. Human Relations, 73(1), 3–34. https://doi.org/10.1177/0018726718818721
Fostering work engagement in geographically-dispersed and asynchronous virtual teams | Emerald Insight. (n.d.). Retrieved April 8, 2023, from https://www.emerald.com/insight/content/doi/10.1108/ITP-04-2017-0133/full/html
Newman, S. A., & Ford, R. C. (2021). Five Steps to Leading Your Team in the Virtual COVID-19 Workplace. Organizational Dynamics, 50(1), 100802. https://doi.org/10.1016/j.orgdyn.2020.100802
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