Technology companies depend on distributed teams more and more. Managers can take advantage of this new trend by following best practices that will help ensure the success of their projects.

1. Best Practices for
Managing Effective Virtual Teams
Carmen Proctor, PMP
Client Services, ShareRounds
http://www.linkedin.com/in/cproctor

2. Virtual Teams require careful structuring, support and attention to
processes
• Work from anywhere at
any time
• Recruit for competencies
and not physical location
• Reduce expenses
associated with travel
• Reduce commute time
• Difficult to have
discussions and decision-
making in real-time
• Lack of trust that the
work will get done
• Perception that
interactions need to be
face-to-face to be
effective
Use of virtual teams has been growing and will
continue to increase in international organizations
Benefits Challenges

3. The success of a virtual team depends in
part on the team’s characteristics
Leadership
Communicate
VisibleOpen
Empower
AccountableResponsibleAssertive

4. Working with virtual teams requires following
clearly defined rules
Team Processes
How and when
to arrange
meetings
How to get in
touch with
colleagues
How to escalate
time-sensitive
issues
Clear and
frequent
communication
of feedback
Clearly defined
work objectives
for all team
members

5. Team communications are the key to
building and maintaining solid relationships
Meetings
set in
advance
Agendas
defined
Set
objectives
Defined
discussion
times

6. Virtual teams have access to relevant
technology to facilitate collaboration
Instant Messaging Videoconferencing
Desktop Sharing Document Sharing
Conference
bridges

7. Follow proper etiquette to run great virtual
meetings
Prepare
• Select
meeting
medium
• Send links or
conference
information
• Ensure
meeting
location is
ready
• Send out
meeting
agenda
Meet
• Check visuals
and
technology
• Start on time
• Eliminate
distractions
• Don’t
multitask
• Engage the
participants
• Keep slides
simple
• Avoid side
conversations
Post-Meeting
• Distribute
meeting
minutes
• Follow up on
actions
• Get feedback

8. In Conclusion
Following best practices for managing virtual teams will:
• Improve the effectiveness of projects and deliverables
• Reap the benefits of staffing a team with the best
possible resource, regardless of location
• Reduce managerial concerns related to a distributed
team