Above presentation is our final presentation using project management techniques to solve the issue of Challenges during project planning when working with virtual teams.

1. Challenges during project planning when
working with virtual teams
Authors : J.S. Gallego, I. Ortiz-Marcos, J. Romero Ruiz
Journal reference : www.elsevier.com/locate/techfore

2. Abstract
This study emphasizes the necessity of comprehensive planning for
human resources, risk, and communication management when
incorporating virtual teams into project teams. It highlights the
importance for project managers to consider the influence of virtual
teams on integration and scope planning, rather than solely focusing on
resources, communication, and cost planning. The study also states
that the utilization of fuzzy set Qualitative Comparative Analysis
(fsQCA) as a valuable methodological contribution and unknown
impacts of virtual teams in crucial project planning processes.

3. Goals
The goal is to identify the gaps in project planning phase where VTs are
a key part of the project team. An important outcome of this study is
the influence of the VT leader's responsibility, which must be
assumed to be self-responsibility in the geographical or virtual
areas of the project
Overcome the challenges like large-complex projects, lack of
face-to-face communication, time zone differences and many
more by using fsQCA methodologies in project planning.

4. Objectives
The objective is to identify the project planning process where virtual
teams(VT’s) influence the project management plan(integration
planning process) by asking following questions.
• What is the impact of VTs in each knowledge area while the project
plan is being created?
• Which project planning processes have to be improved to fully
consider the impact of VTs in a project plan?

5. fsQCA Methodology
Follow the stages to capture the
experience of project managers
and project team members in
relation to the influence of VTs in
each project planning process.

6. fsQCA Process

7. fsQCA 1 – Knowledge Areas

8. fsQCA 2 – Scope Management planning process

9. Analysis Results
The analysis of the results was performed in two fsQCA steps
regarding ̴Integration Management as an outcome.
fsQCA 1 – VTs are properly considered during project planning in connection with
Risk, Communications, and Resources Management, indicating that not
considering VTs in risk, communications and resources management can lead to
a bad integration management plan. These results are also aligned with the
efforts of the project managers, indicated in the literature review, in terms of
communication problems affected by cultural differences or remote locations.
fsQCA 2 – Failure to consider VTs during scope definition is compensated for by an extra
effort in the collection of requirements processes and it is also affected by a lack of
work packages in the WBS therefore, an improvement in the collection of requirements
involving VTs and the right effort allocation in the corresponding work packages will
enhance scope management planning and processes affecting integration management

10. Impact on the PM field
Below are the impacts on project management field when we not
consider VT’s in risk management planning processes and in the
associated collection of requirements.
• The lack of VT consideration in integration management is
mainly affected by scope management planning processes
• Failure to consider VTs during scope definition is compensated
for by an extra effort in the collection of requirements processes
and it is also affected by a lack of work packages in the WBS.

11. Lessons learned
The processes for defining scope need enhancement to effectively incorporate VTs.
This involves establishing new techniques for data collection and acceptance criteria,
specifically for remote or evolving scope based on location. Additionally, innovative
methods should be developed to define project scope in the presence of VTs.
Cultural differences within VTs and different locations are properly considered during
project planning.
In the post-COVID-19 era, as service and engineering companies increasingly
incorporate Global Virtual Teams into their project teams, there is a need to develop a
flexible and hybrid project management methodology. This methodology should be
applicable to companies of all sizes and accommodate both collocated and virtual
teams, aiming to establish a unified framework or standard. By doing so, it can address
the current divergence in project management practices and support ongoing research
efforts.

12. Discussion Question
After knowing the importance of VT’s in project planning phase one
need to consider the importance of VT in following phases
How VT’s influenced PMO and virtual PMO’s ?
What is the role of VTs in exploratory projects by using agile or hybrid
techniques?