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Managing People You Can't See Handouts


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Handouts for the presentation given by Kyra Cavanaugh, President of Life Meets Work, at the Indiana SHRM State Conference on August 18, 2010

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Managing People You Can't See Handouts

  1. 1. Managing People You Can’t See Indiana State HR Conference Handouts August 18, 2010
  2. 2. 5 Keys to Managing People You Can’t See <ul><li>Embrace and utilize technology </li></ul><ul><li>Agree upon and document team values </li></ul><ul><li>Set goals and track performance </li></ul><ul><li>Communicate deliberately </li></ul><ul><li>Create a sense of place </li></ul>
  3. 3. 1. Utilize technology Instant Messaging: Yahoo, MSN,AOL Group chat: Campfire Microblogging: Twitter, Yammer Group meetings: GotoMeeting, DimDim Enterprise Social Networking: Socialtext, Lumoflow Project tracking/Collaboration: Flowr, Nozbe, Basecamp File sharing: Google docs, Dropbox Teleconferencing: VOIP, Virtual whiteboard: Scriblink WIKI’s: Email
  4. 4. 2. Agree upon and document team values <ul><li>A Virtual Teams Agreement outlines the “rules of engagement” and includes things like: </li></ul><ul><li>How quickly team members are expected to reply to voice mails/emails </li></ul><ul><li>The agreement is reciprocal-”we flex you, you flex us back” </li></ul><ul><li>How often team members should report their activities, progress toward goals </li></ul><ul><li>How often team members should input information into project tracking systems, customer updates, shared calendars, etc. </li></ul><ul><li>Core hours </li></ul><ul><li>Days/times everyone should be in the office </li></ul><ul><li>Frequency of regularly scheduled team meetings, 1:1 meetings, etc. </li></ul><ul><li>Whether new employees have to work in the office for 3 mos/6 mos. first </li></ul><ul><li>Attendance at retreats </li></ul><ul><li>How decisions will be made and documented </li></ul><ul><li>Conflict-resolution procedures </li></ul>
  5. 5. 3. Set goals and track performance <ul><li>Clearly communicate expectations </li></ul><ul><li>Use technology to track </li></ul><ul><li>Project Plans </li></ul><ul><li>Flash Reports </li></ul>
  6. 6. 4. Communicate deliberately <ul><li>Set guidelines for how and when to communicate. </li></ul><ul><li>Be open and honest. </li></ul><ul><li>Greet every team member every day via IM, email, or phone. </li></ul><ul><li>Schedule a regular 1:1 meeting and stick to it. Don’t reschedule. </li></ul><ul><li>Cultivate diversity of opinion. </li></ul><ul><li>Record meetings for team members who miss. </li></ul><ul><li>Publish all team members’ contact info in an easily retrievable place. </li></ul><ul><li>Consider personality profiles and preferred communication styles of each team member. Customize your communication style to fit each employee. </li></ul><ul><li>Pay close attention to written communication. Look for emoticons, changes in tone or length of communication. </li></ul><ul><li>Ask about how team members are feeling. You don’t have the benefit of non-verbal cues, so you have to ask. </li></ul><ul><li>Ask more questions of virtual team members to be sure you know where they stand. </li></ul>
  7. 7. 5. Create a new sense of place <ul><li>Meet every morning on group IM chat to say good morning, socialize and talk about any pressing issues for the day. </li></ul><ul><li>Conduct virtual coffees/happy hours/birthday parties where no work discussion is allowed. </li></ul><ul><li>Encourage team members to post their photo, photo of their home office, pets, and info about their likes/dislikes/hobbies/etc. </li></ul><ul><li>Plan quarterly retreats devoted to team-building and getting to know each other. </li></ul><ul><li>Welcome new members in group conference calls. </li></ul><ul><li>Assign an onsite “buddy” to each virtual team member to keep them up on the latest gossip, happenings, etc. </li></ul><ul><li>Celebrate successes, recognize great work, communicate with all team members electronically so remote workers aren’t left out of the loop. </li></ul><ul><li>Take 15 minute water cooler breaks during the day. </li></ul>
  8. 8. Speaker information If you have questions or need additional information, please contact me: Kyra Cavanaugh President Life Meets Work [email_address] 888-462-5691