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Managing Virtual Teams in the Workplace of the Future

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Virtual teams are the wave of the future with a predicted 2 in 5 workers in U.S. expected to work remotely by 2020. Find out how to successfully manage your team with these tips from Michelle and Alex Schenker, co-founders of Cover Story Media, Inc. This presentation was originally presented at ConvergeSouth in October 2014.

Published in: Business

Managing Virtual Teams in the Workplace of the Future

  1. 1. Managing Virtual Teams in the Workplace of the Future Michelle Schenker @CSM_Michelle Alex Schenker @SwissAlex © Cover Story Media, Inc. 2014! October 17, 2014!
  2. 2. What is a Virtual Team? © Cover Story Media, Inc. 2014! Photo Credit: ningin.com
  3. 3. © Cover Story Media, Inc. 2014!
  4. 4. A virtual team – whether across the street or across the world – is a team whose members simultaneously work together to a common purpose, while physically apart.! - Yael Zofi! “ ” © Cover Story Media, Inc. 2014!
  5. 5. So What’s the Story? • Remote work started in the 1990’s as a way to retain female employees. ! • Late 90’s/early 2000’s, technology evolved, enabling more remote working to save on real estate and travel time.! • Today, wifi, cloud computing, smartphones and online collaboration tools make it more plausible than ever.! • Social media has also changed personal communication. This means easier and faster remote relationship building.! Source: McKinsey Quarterly, “Preparing for a New Era of Work”. November 2012 © Cover Story Media, Inc. 2014!
  6. 6. Working Remotely Allows Me To… “ Work in my jammies, work flex hours (which can mean the hours I choose or 14 hours a day!), let my dogs out, get dinner started, run an errand or go to a doctor’s appointment without feeling guilty. ! - Nicole Naviglia, Marketing Goddess! ” © Cover Story Media, Inc. 2014!
  7. 7. Trend or Here to Stay? • Virtual working has increased 80% from 2005-2012. • In 2012, 1 out of 4 people are working from home. • By 2016, 63 million Americans will be working virtually. • By 2020, more than 40% of the American workforce will be freelancers, contractors and temp workers.! Source: Forrester Research’s U.S. Telecommuting Forecast; Intuit workforce trend study © Cover Story Media, Inc. 2014!
  8. 8. Who is the Remote Worker? • 3 of every 4 are men. • 50% do not have children. • 35+ years of age. Photo Credit: www.gght.org.uk Source: WorkLifeFit.com, ORC International, Dec 2013 © Cover Story Media, Inc. 2014!
  9. 9. Working Remotely Allows Me To… “ Be flexible with my schedule. When things come up like doctor appointments or there's a family emergency I can take off immediately and do my work on the go. It's the best way to work! ! ” - Kimberly Kurimski, Writer! © Cover Story Media, Inc. 2014!
  10. 10. Remote vs. Office Workers • 63% have a more positive attitude toward work. • 80% feel more connected to their colleagues. • 2/3 of employees would take another job for better commute (& 37% would take 10% less pay!) • Average commuter spends about 100 hours a year on the road. Home office workers use this time to: • Get more sleep (40%) • Get more exercise (32%) • Spend more time with loved one (33%) Photo Credit: TheSleepAdvisor.com © Cover Story Media, Inc. 2014! Source: FlexJobs.com/trends
  11. 11. Is Your Work Flexible? • 97% of companies offer flex-time. • BUT, only 46% of employees feel their employer is strongly committed to it. • Workers struggle with flexibility stress – not promoted, paid less, etc. Photo Credit: TheGuardian.com Source: WorkLifeFit.com, ORC International, Dec 2013 © Cover Story Media, Inc. 2014!
  12. 12. Yahoo Bans Remote? • In Spring 2013, Marissa Mayer banned Yahoo’s work from home policy. • To make work “more productive, efficient and fun.” • To increase collaboration & innovation. • The verdict is still out… © Cover Story Media, Inc. 2014!
  13. 13. Working Remotely Allows Me To… “ Focus, relax and be more creative.” ! - Susan Tregoning, Consultant! © Cover Story Media, Inc. 2014!
  14. 14. Which Virtual Jobs Are Hot? • Physicians, radiologists; median: $186k • Medical transcriptionists, registered nurses; $62k • IT – computer software engineers & scientists, programmers, sys admins; $86k • Public relations specialists; $51k • Graphic designers; $42k • Writers & authors; $55k • Post-secondary teachers; $59k • Financial managers; $99k • Tax-preparers; $31k • Market & survey researchers; $61k Photo Credit: 4photos.net © Cover Story Media, Inc. 2014!
  15. 15. • 81% of employees work remotely. • "Ergonomics for Professionals" provides employees with certified experts to ensure they have the best home-based office environment. Source: Remote by Jason Fried of 37 Signals © Cover Story Media, Inc. 2014!
  16. 16. • 85% of the examiners at the U.S. Patent & Trademark Office. • 57% of NASA. • 67% EPA. Source: Remote by Jason Fried of 37 Signals © Cover Story Media, Inc. 2014!
  17. 17. Nearly half of its 35,000 U.S. employees work from home. 86% work remote at least 20% of the time. © Cover Story Media, Inc. 2014! Source: Remote by Jason Fried of 37 Signals
  18. 18. Who Else? © Cover Story Media, Inc. 2014!
  19. 19. Eliminate a lot of wasted time (commuting, dressing up, going out to lunch, etc.) and have more flexibility to fit my life and work together. Overall I'm more productive.! ! - Amy Fong, Management Consultant! “ ” Working Remotely Allows Me To… © Cover Story Media, Inc. 2014!
  20. 20. Are They Successful? Cisco reports that the company has generated an estimated annual savings of $277 million in productivity by allowing employees to telecommute and telework. © Cover Story Media, Inc. 2014!
  21. 21. Virtual Saves IBM Money • Reduced office space by 78 million square ft since 1995. • 58 million square feet of which was sold at a gain of $1.9B. • An additional $1B in sublease income. • In the US, continuing annual savings for IBM amount to over $100M. Photo Credit: cujo359.blogspot.com © Cover Story Media, Inc. 2014! Source: Remote by Jason Fried of 37 Signals
  22. 22. Environment and Health • Remote working saved IBM 5 million gallons of fuel/year, preventing more than 450,000 tons of CO2 emissions. • 24% of employees say they’d take a pay cut of up to 10% to help environment. • Traffic jams rob the U.S. economy of $78 billion/yr in productivity. • Even half-time telework can save 1,600+ lives & prevent 99,000 injuries. Photo Credit: www.edmunds.com Source: Remote by Jason Fried of 37 Signals © Cover Story Media, Inc. 2014!
  23. 23. • It can save $11,000 per person per year in hard costs. • 95% of companies say remote work has a high impact on employee retention. • Losing an employee can cost $10-$30,000 • Nortel saves $100k/employee they don’t have to relocate. • 78% who call in sick, aren’t. • Absences cost $1,800/employee /year ($300 B/yr U.S. Co’s) • Telework reduced absence 63% • No more missing staplers! Source: GlobalWorkPlaceAnalytics.com But, Will it Save Me Money? © Cover Story Media, Inc. 2014!
  24. 24. Working Remotely Allows Me To… - Brent White, Realtor! “ ” Use my own bathroom! ! © Cover Story Media, Inc. 2014!
  25. 25. The business people we speak with tell us that trust and freedom play a key role in remote management, and once these are in place the benefits are clear for all to see: greater productivity, improved staff retention and lower operating costs. - Mark Dixon, Regus CEO Global Economic Indicator Study, September 2013 Studied 26,000+ business managers in 90 countries “ ” © Cover Story Media, Inc. 2014!
  26. 26. Where is Our Team? © Cover Story Media, Inc. 2014!
  27. 27. Pros for Employers • Access to talent across the globe & 24/7. • Inc. productivity (35-40%) (AT&T: 5+ hours; Amex 43%). • Businesses lose $600 B/year in distractions. • Fewer sick days taken. • Less turnover due to enhanced employee freedom. • No office politics means fewer HR concerns. • No expensive overhead costs for real estate, furniture, utilities, equipment, office fridge & coffee pot. • Lower overhead means lower, more competitive pricing. © Cover Story Media, Inc. 2014! Source: GlobalWorkPlaceAnalytics.com
  28. 28. Cons for Employers • You cannot walk in an office to get information anytime you want. • If there is an urgent matter, you have to schedule time that works for everyone. • Only works for businesses that don’t require in-person or hands-on work at a specific location. © Cover Story Media, Inc. 2014!
  29. 29. Bring some balance to my life by being there for my kids and still getting work done, AND saves money on the "career wardrobe" and lunches!! ! - Kristi Marion, PR Maven and "Local Mover & Shaker"! “ ” Working Remotely Allows Me To… © Cover Story Media, Inc. 2014!
  30. 30. Pros for Workers • More work-life flexibility. • Can work anytime, anywhere. • You can work in your PJ's. • Less interruptions. • No office politics. • Save money on lunches out, gas, parking, etc. (est. $2,000-7,000/year). • Optional commute (green - lower carbon footprint). • No need to move to a new town for the new job. • Say goodbye to stolen Lean Cuisines. © Cover Story Media, Inc. 2014!
  31. 31. Cons for Workers • It can get lonely. • You may miss team office events. • It’s hard to turn it off. • It’s hard to turn it on. • Fewer corporate perks. • Potential misunderstandings from non face-to-face communication. • Lack of structure. • Missing out on your colleagues new haircuts and fall fashions. © Cover Story Media, Inc. 2014!
  32. 32. Make every meal at home! Exercise daily! Take meditation breaks without feeling a little weird!! - Suzie Blackman, Yoga Instructor! “ ” Working Remotely Allows Me To… © Cover Story Media, Inc. 2014!
  33. 33. How to Successfully Home Office • Create a dedicated work space. • Work communication is key. But set boundaries. • Set a schedule/routine for work. • Leave your home regularly (lunches, walks, sports). • Continue to network locally and socially. • Monitor your snacking. • Showering is not necessary but suggested ;-) Photo Credit: Inc.com © Cover Story Media, Inc. 2014!
  34. 34. Top Tip for Remote Managing Photo Credit: Forbes.com © Cover Story Media, Inc. 2014!
  35. 35. How to be a Rock Star " Remote Manager • Hire accountable people. • Have difficult conversations over the phone or in person – not via email, chat, or text. • Celebrate victories together. • Provide tools necessary for communication & productivity. • Have regular meetings – via webcam and in person. © Cover Story Media, Inc. 2014!
  36. 36. Don’t Forget About Face-to-Face • For employees or high value contractors. • Establishes team rapport/bonding. • Time for fun/morale booster. • Good for brainstorming and strategy sessions. © Cover Story Media, Inc. 2014!
  37. 37. I gained 500 hours per year of productive time by not commuting. ! - Amy Adams, Advertising Exec! “ ” Working Remotely Allows Me To… © Cover Story Media, Inc. 2014!
  38. 38. Tools to Get the Job Done - Virtually © Cover Story Media, Inc. 2014!
  39. 39. Project Management • Our primary collaboration tool. • Very simple, straightforward interface. • Track projects and tasks via “to do” lists. • Have brainstorming discussions. • Embed media (images, videos) and files. • Access control (team members, clients, visitors). • Apps for Apple and Android devices. © Cover Story Media, Inc. 2014!
  40. 40. Project Management © Cover Story Media, Inc. 2014!
  41. 41. Virtual Office • Fun virtual office environment. • Hold meetings and discussions. • Chat rooms. • Video conferencing (similar to G chat). • Audio conferencing (outside lines). • Screen sharing. © Cover Story Media, Inc. 2014!
  42. 42. Virtual Office © Cover Story Media, Inc. 2014!
  43. 43. Document Collaboration • Word, Excel, and PowerPoint equivalents. • Free. • Real time collaboration (multiple users). • In document chat rooms. • Access control (by username and link). • Lots of storage. © Cover Story Media, Inc. 2014!
  44. 44. Document Storage • Secure document storage. • Team access and file management. • Syncs with desktop. • Business and personal accounts. • Good for company file storage/archiving. • Supports media files (images, videos). © Cover Story Media, Inc. 2014!
  45. 45. Other Tools You May Dig • Time Doctor – employee time tracking. • Facebook Break Room – private group for sharing fun links. • Google Hangout – video auto-switching/effects. • Fresh Books – cloud accounting, send invoices, track time, capture expenses. • Addvocate – encourages team to share content. • Skype – video conferencing/chat/get your own # (good for travel). • Join.me – super simple screen sharing. • Jing – screen capture anything (presentations/podcasts) & sharing. • Vox – voice texting/walkie talkie. © Cover Story Media, Inc. 2014!
  46. 46. Sit in my pajamas and not brush my teeth or shower till 2pm working my butt off. Plus spend far more time with my son than I ever did working 60 hours a week, traveling 70% of the time and banging my head against the wall on the treadmill of the corporate world.! ! - Greg Leimone, Private Investigator! “ ” Working Remotely Allows Me To… © Cover Story Media, Inc. 2014!
  47. 47. BYOD = Secure Your Data • Data security & privacy. • Team members should adhere to company security protocols. • 2-factor/multifactor authentication. • Generating a secure password. • Travel tips (VPN’s, Public Wi-Fi). • More tips at www.ASecureLife.com. Photo Credit: BrooklynExposed.com © Cover Story Media, Inc. 2014!
  48. 48. How Do Spouses Work Together? © Cover Story Media, Inc. 2014! www.worktalkshow.com/alex-michelle-schenker-side-by-side
  49. 49. Thank You! “ BE BRAVE ” www.coverstorymedia.com/newsletter-signup Cover Story Media, Inc. Winston-Salem, NC www.CoverStoryMedia.com © Cover Story Media, Inc. 2014! Michelle Schenker @CSM_Michelle Alex Schenker @SwissAlex

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