Best Practicies around developing and fostering a strong culture of virtual/remote staff (e.g. Using Microsoft Teams for communication)..

1. Working in
Virtual Teams
February 2019
Sev Derghazarian | align365. ca | sev@align365.ca | LinkedIn

2. Agenda
• Define a virtual team
• Identify challenges for remote teams
• Share methods to overcome challenges using Microsoft Teams

3. What is a Virtual Team?
Virtual Teams are geographically dispersed and
collaborate remotely using different technology

4. Challenge - Non verbal communication
• A majority of communication is non-verbal*
• Body language, hand gestures, and facial expressions are not audible
and not communicated with words, tone, pitch, and speed alone
*Quantifying the percentage is debatable – but PMI considers 55% as the approximate value for non-verbal communication.
https://www.pmi.org/learning/library/effective-communication-better-project-management-6480

5. Minimize impact of Remote Communication
• Use video conferencing where possible and as often as possible
• Remote people do not have in-person interactions, video-conferencing is the
only opportunity to add some of that context
• Visuals help humanize us and communicate far more effectively
• Everyone enabling video on your MS Teams call also increases
engagement and helps people keep focus

6. • Remote workers are concerned about out of sight, out of mind as
they don’t have the same opportunities to relationship build and
network
• Colleagues in the office have informal yet valuable discussions
throughout the day
• Virtual team members do not have the same presence and voice as
members in the office
Challenge: Office Relationships

7. Activities to Build Strong Virtual Teams
• Ensure you take time to connect with people – for example a weekly
one-on-one lunch with someone over video conference to catch up
and talk – as you would in the office
• Have a weekly 15 minute team coffee break together (the focus is
not work)
• Engage virtual members by mentioning them - their recent
accomplishments or specifically their input during team meetings

8. Activities to Build Strong Virtual Teams
• If physically present for a meet meeting:
• prompt virtual attendees from time to time to ensure they have an
opportunity to speak in the room
• Avoid using tools that disables strong collaboration with virtual attendees.
For example using sticky notes on a wall will remove their ability to
participate effectively*
*especially when you can use MS Planner instead

9. Activities to Build Strong Virtual Teams
• Respond to communications promptly – Remote users rely on
technology for communicate and have no ability to physically connect
with people
• Out of sight is out of mind – communicate status, risks, updates
regularly, too much communication is better than too little
• Build trust and manage expectations by keeping calendars and out-
of-office status up to date to let people know when you’re available,
and when you’re not

10. Activities to Build Strong Virtual Teams
Maintain and expect the same level of etiquette and professionalism as you
would in the office.
• Show up on time (virtual or not)
• Pay attention, be present, and participate
• Turn your video on for better communication and engagement
• Dress and maintain your home office as you would if you were physically
present

11. Conclusion
Most challenges around productivity and engagement in virtuals team are
tied to communication.
1. Communicate often for work and to help manage relationships
2. Be aware of limitations of virtual attendees and minimize them
3. Be professional and don’t reduce standards because you aren’t
physically present.
Sev Derghazarian | align365. ca | sev@align365.ca | LinkedIn