Lelovics virtual teams presentation_v3

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I used this presentation during the module Management of virtual teams. Aim was to summarize our knowledge about teams, to stress the importance of communication, to list some online/offline solutions for the management of virtual teams and to introduce the virtual team handbook.

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Lelovics virtual teams presentation_v3

  1. 1. Management of virtual teams Andrea Lelovics FH Burgenland, 6.9.2013
  2. 2. Program  Introduction  Teams – summary  Virtual teams  “Work smart not hard”  Home assignment – Case
  3. 3. Teams What did we learn in June?
  4. 4. Exercise I  Teams: definition, difference between groups and teams, factors influencing team performance  Team roles  Team development stages
  5. 5. Teams – Definition A team is “a small number of people with complementary skills who are committed to a common purpose, set of performance goals, and approach for which they hold themselves mutually accountable.” (Katzenbach & Smith)
  6. 6. Teams are more than groups  Shared leadership roles  Individual and mutual accountability  Specific team purpose that the team itself delivers  Collective work products  Encourages open-ended discussion and active problem-solving meetings  Measures performance directly by assessing collective work products  Discusses, decides, and does real work together
  7. 7. Teams – Factors of success  Team  Task  Environment  Leadership  Motivation  Efficiency  Satisfaction
  8. 8. Teams – Team roles  Plant – creative, problem solver in unconventional ways  Monitor Evaluator – logical eye, impartial judgements  Co-ordinator – focus on team objectives, work delegation  Resource Investigator – contact to the “outside world”  Implementer – plan and implement workable strategy  Completer Finisher – scrutinise the work for errors  Teamworker – “gel” to the team  Shaper – driver to keep team moving  Specialist – in-depth knowledge of a key area
  9. 9. Team development stages I Forming Storming Norming Performing Adjourning Tuckman’s Model
  10. 10. Team development stages II Hersey and Blanchard’s Situational Leadership ® model 3. participating 2. selling 4. delegating 1. telling
  11. 11. Team development stages III Use of authority by the manager Area of freedom for subordinates Tannenbaum and Schmidt Continuum
  12. 12. Virtual teams Social and complex systems
  13. 13. “I work with Tom Koch.”  20 years ago?  Today?
  14. 14. Virtual teams – Definition A virtual team works across organizational boundaries, space and time. Its members are linked together through information and telecommunication technology.
  15. 15. Virtual teams  Physical, face-to-face meetings  Virtual meetings  Combination  Virtual teams in EU projects
  16. 16. Virtual teams – Challenges  Time zones  Cultural differences  Engagement  Team dynamics  Not knowing each other  Performance measurement  Know-how transfer  … Communication
  17. 17. Exercise II  Communication
  18. 18. Verbal vs. nonverbal communication What you can find on the Internet … Albert Mehrabian’s communication research Source: ivanteh-runningman.blogspot.com Source: www.glogster.com
  19. 19. Communication  Oral, written, printed, analog electronic, digital electronic  One-way, two-way  1:M, 1:F, 1:1, F:F, M:M
  20. 20. Social systems  Minimum two members interacting  Boundaries: inside – outside  Identity  Purpose
  21. 21. Complex systems  Simple systems  Complicated systems  Complex systems
  22. 22. Exercise III  Virtual team development stages  Challenges faced by cross-cultural virtual teams during stages of team development
  23. 23. Virtual meetings and technology
  24. 24. Phases of virtual meeting  Planning  Start of the meeting  The meeting  Follow-up
  25. 25. Planning of virtual meeting  Objective(s)  Schedule  Attendees  Medium / technology / IT staff  Documents  Security
  26. 26. Start of virtual meeting  Signalize “in meeting” for people in your office  F2F meeting first  Introduction of participants  Rules  Record keeping and regular summing up
  27. 27. The meeting  Everyone should be active  Easy identification of participants  React to each comment, idea, etc.
  28. 28. Follow-up  Minutes  Tasks  Reminders  Information about progress
  29. 29. Technology  How does it help  Communication tool  When does it not help  Decision making  Personal ownership  Context sharing  Trust building …  Solution?  Team culture  Leadership
  30. 30. Communication tools for virtual teams  Email  IM (AOL, Google Hangouts, Skype, …)  Discussion boards (online PM software, project websites, Facebook Groups, Basecamp, …)  Voice and video chat (Google Hangouts, Skype, ..)  Screen sharing (Skype, GoToMeeting, Webex, MeetMeNow…)  File sharing (Google Drive, DropBox, …)  Task tracking (online PM software, Trello, Google Calendar, Basecamp, Central Desktop, TeamWorkLive, …)
  31. 31. Exercise IV  Technology used by virtual teams  Tool  +  –  When would you use it?
  32. 32. “Work smart not hard” Based on Chapter 8 Working Smart of Lipnack, J. & Stamps, J.: Virtual Teams. Reaching Across Space, Time, and Organizations with Technology. John Wiley & Sons, Inc. 1997
  33. 33. TEPA – Training of European Partnership Animators Czech Republic, Hungary, Poland, Slovakia, Slovenia, Sweden
  34. 34. The Basics Phase I  Virtual team identity  Virtual team goals  Key people  Connections  Team type
  35. 35. Virtual team identity Team concepts: People, Purpose, Links  Virtual team name  Statement of purpose  Overall results  Delivery dates  Location
  36. 36. TEPA Virtual team identity  Virtual team name: TEPA – Training of European Partnership Animators  Statement of purpose: Urgent need for local animators of development working across sectors and with EU funds.  Overall results: Develop curriculum for trainers of local animators.  Delivery dates: 10/2006 – 01/2009  Location: SK, CZ, HU (2), PL(3), SLO, SWE
  37. 37. Virtual team goals  Handful or two key goals that cover the purpose and overall result  Plan goal-oriented sub-teams
  38. 38. TEPA Key goals  Develop and publish a manual and didactic material in EN, CZ, HU, PL, SK, and SLO  Publish DVD with video case studies from countries: CZ, HU, PL, SK, and SLO with subtitles in national languages  Foster networking of experts in the region
  39. 39. TEPA Goal-oriented sub-teams  S1: Sub-team for text development with international teams of experts on topics:  S1-1: From local participation to cross-sector partnership  S1-2: Rural resource management  S1-3: Strategic planning  S2: Sub-team for DVD production (PL)  International sub-teams for pilot training implementation:  S3: HU & SLO  S4: CZ, PL & SK  S5: Slovak sub-team for international conference organisation
  40. 40. Key people  List of key people  Team size and bands of involvement
  41. 41. TEPA List of key people Name Organisation Location JT VIPA Banská Bystrica, SK MB VIPA Banská Bystrica, SK AL VIPA Šamorín, SK GS SRDN Piran, SLO LB CELODIN Budapest, HU HC CpKP Ostrava, CZ …
  42. 42. TEPA Bands of involvement & team size “Inner circle”= Core team Extended team External Partners 9 17 70
  43. 43. TEPA List of key people Name Organisation Location Subgroup Band of Involvement JT VIPA Banská Bystrica, SK S1(L), S1-3, S5 Core team MB VIPA Banská Bystrica, SK External partner AL VIPA Šamorín, SK S5(L) Core team GS SRDN Piran, SLO S1-2, S3 Core team LB CELODIN Budapest, HU S1-1(L), S3 Core team HC CpKP Ostrava, CZ S1-1, S4 Extended team …
  44. 44. Connections  Contact information
  45. 45. TEPA Contact information Name Medium Address Andrea Lelovics Snail mail Email Mobile Skype Kapitulská, Banská Bystrica, SK lelovics@... +421 90… and… …
  46. 46. Team type Space & Time Organisation Same Different Same Collocated Collocated cross-organisational Different Distributed Distributed cross-organisational TEPA
  47. 47. Planning for Action Phase II  Purpose  Process elements  Responsibility and leadership  Media plan  Virtual team handbook
  48. 48. Purpose flow Vision Mission Goal Goal Goal Goal Task Task Task Task Task Task Task Result Result Result
  49. 49. Process elements  Process elements by goal  Task timing
  50. 50. TEPA Process elements Goal Tasks Results Develop and publish a manual and didactic material in EN, CZ, HU, PL, SK, and SLO 1. Plan topics 2. Write texts 3. Coordinate chapters 4. Finalise draft for pilot trainings 5. Finalize and edit texts 6. Translate 7. Publish manual as book 8. Publish didactic notes as PDF on websites of project and partners Manual and didactic material containing best knowledge and experience from the region, published in 6 languages Publish DVD with video case studies from countries: CZ, HU, PL, SK, and SLO with subtitles in national languages 9. Plan DVD structure 10. Choose national cases 11. Prepare sripts 12. Record material 13. Cut films 14. Add titles 15. Finalise DVD DVD with 5 films as case studies in national languages and subtitles in EN, CZ, HU, PL, SK, and SLO Foster networking of experts in the region 16. Pilot trainings 17. International conference International network of experts and local partnership animators
  51. 51. TEPA Task timing Task Start Finish 1. Plan topics 11/2006 03/2006 …
  52. 52. Responsibility and leadership  Responsibility and leadership matrix
  53. 53. TEPA Responsibility & leadership matrix JT LB HC …* 1. Plan topics L R 2. Write texts L (1-1) R 3. Coordinate chapters L R … *Core team + Extended team
  54. 54. Media plan  Members/media matrix  Media plan
  55. 55. TEPA Media plan Media Type Interaction Frequency Location Record Kick-off meeting oral 2-way, F:F 1, 11/2006 Banska Bystrica, SK Meeting minutes Email digital electronic 2-way, 1:1 whenever needed Internet Email saved Skype oral 2-way, 1:1 and F:F monthly Internet Chat log, summary of results …
  56. 56. TEPA Members / media matrix AL UBS … Kick-off meeting ✔ ✔ Skype ✔ x …
  57. 57. Virtual team handbook  Purpose and plan  Team directory (incl. media information)  Calendar and communications (deadlines, milestones, events, holidays, other significant dates)
  58. 58. Recommendations for virtual teams of EU projects  Focus on people & interactions  Plan face-to-face meetings once a year at least  Take into account “soft skills” when setting up teams and sub-teams  Clarify tasks and processes, not just goals and roles  Build trust  Foster commitment  Agree on common language  Use technology as a tool, not as a goal  Foster shared leadership  Create a virtual “coffee machine”
  59. 59. Thank you! lelovics@dci.sk

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