Technology tools that virtual teams can use to be successful.

1. TECHNOLOGY: VIRTUAL
TEAMS
STELLA BRIDGES
SHANICE HILL
BROOKE ROUSE

2. INTRODUCTION
Virtual teams are a group of people that work together, to
accomplish a common goal, from different locations. These
teams function successfully through the use of a variety of
communication technologies and tools. The technology allows
the team members to communicate with other members who
may be located anywhere from the same building to across the
globe. Teams who utilize these programs and tools effectively
can successfully complete their tasks and save their organization
time and money.

3. TECHNOLOGY NEEDS IN ORDER TO RUN A
SUCCESSFUL VIRTUAL TEAM
The technology needed for virtual teams to
successfully complete tasks depends upon
what is asked of them. Some methods are
more useful than others, such as video
conferencing, and there may be times that
relaying information may take only a simple
email. It is best to employ multiple
communication methods for your virtual team
to ensure there is always a means to contact
members in case of an emergency or to
accommodate those members in other parts
of the globe who may prefer certain methods
over others. Team members will fill more at

4. COLLABORATION TOOLS
Collaboration tools are tools that help virtual teams work together through a central
hub for sharing information. Several tools that virtual teams could utilize to help them
successfully fulfill their task are:
• Redbooth- Redbooth is a good tool for virtual teams to use because it can be used
as a single place for sharing tasks, discussions, file sharing, group chat, and HD
video conferencing. It is easy to use, keeps project tasks organized, and keeps track
of who is working on what within a project.
• Goplan- Goplan is a collaboration tool that offers task management by organizing
projects into tasks and milestones. With Goplan you can create tickets for project
defects so they can be addressed as they come up. A calendar is available so
members can keep track of deadlines and any scheduled meetings. There is also a
place to upload files and documents directly to the software to keep them safely
stored and provide access as needed.
• Scadaplan- With Scadaplan you can create, assign, and name your task in seconds.
Tasks have a built-in timer to log work time and plan goals. Scadaplan offers a
calendar so that you can see daily tasks, future tasks, and can analyze past projects
that may provide some guidance for current tasks. There is also a function with
Scadaplan that allows you to subscribe to the task you are working on and be

5. DOCUMENT STORAGE/FILE SHARING TOOLS
Document storage/file sharing tools are tools that virtual teams can use to store and share
files among the team.
• Dropbox- Dropbox is a good tool to utilize. It allows you to save files on your computer
and access them from a phone. Dropbox automatically syncs files to all your devices.
This program allows for sending files to anyone, even if they don’t have the software
themselves. You can backup files on Dropbox so you have access to them when needed.
Dropbox also allows you to work with your teammates on projects without having to
email back and forth. Once files have been edited in a shared folder, Dropbox sends out
a notification.
• Google Drive- Google Drive allows teams to create and collaborate with each other by
sharing documents and files. This program enables you to create spreadsheets and make
presentations with the docs, sheets, and slides apps. You can access your saved
documents from any computer or phone. It also allows you to work together with your
team in real-time and commenting on the file brings your conversation into context so
you don’t have to waste time emailing back and forth. Updates are available that show
what changes were made to a file, by who, and when.
• Onehub- Onehub offers the same functions as most tools, such as the ability to
collaborate, share files, and store but it also gives added benefits for it’s users. With
Onehub you can allow permissions by inviting members to access files you want only
them to see. It gives you the ability to assign roles to team members that utilizes their

6. VIDEO/AUDIO CONFERENCING TOOLS
Video and audio conferencing tools are tools that let you meet with your virtual team through
video and audio.
• Skype- Skype is an awesome tool. It is one that many people are familiar with so the need for
training may be less time consuming. It can be used to hold video and conference meetings.
Skype Meetings also allows you to collaborate when developing PowerPoints and allows screen
sharing. When using Skype to hold a meeting you can create a personalized URL to send to
team members for them to join in. Skype gives you unlimited meetings with up to ten
members at once which should be suitable for a virtual team. Whiteboard is also an option
within Skype. Using it, the team is able to draw, draft, and edit.
• Join Me- Join Me is another conferencing app that gives you video and audio capabilities to
have team meeting with members wherever they are located. If needed, you can mute
participants and share screens. Join Me gives access from your phone and iPad as well. Like
Skype, Join Me let’s you create a personal link to send to team members so they can join
meetings. You can schedule meetings In Outlook or Google Calendar and send notifications to
the team. Whiteboard is also available in Join Me allowing the sharing of ideas in real-time
with your team.
• BlueJeans- BlueJeans is similar to other conferencing tools. Their services include pre-meeting
planning in order to review timing and hosting options to fit the need of the video conference

7. TRAINING
It is wise for virtual teams to utilize a variety of communication tools
which makes it important to ensure all members knows how to access
and utilize each of them. All locations supporting team members
should have training seminars available to team members for learning
the skills needed to successfully collaborate using these programs so
that everyone is on the same page and no one is confused. Learning
the different cultures represented and their preferred communication
methods will allow accommodation of all members. Video conference
programs such as BlueJeans and Skype are two that offer service
globally. Organizations need to collaborate on best practices when
addressing issues such as language barriers on virtual teams teams.

8. CONCLUSION
There is a variety of technologies available to ensure the success
of virtual teams. Organizations who utilize teams save time and
money and increase productivity. The important thing to
remember when creating a virtual team is to have multiple
methods of communication available. It is beneficial to make
sure constant communication is always available in case of
emergencies and to use methods that fit the information being
relayed. With the appropriate training and tools, virtual teams
will bring many benefits to the organizations that utilize them.

9. WORKS CITED
• Osman, Hassan. (June 2016). The Ultimate List of Virtual Team Technology Tools. [Blog
post] Retrieved from: http://www.thecouchmanager.com/the-ultimate-list-of-virtual-
team-technology-tools/
• Skype. (n.d.). Skype Meetings. Retrieved from: https://www.skype.com/en/meetings/
• Redbooth. (n.d.). About Redbooth. Retrieved from: https://redbooth.com/about
• GoPlan. (n.d.). Features. Retrieved from: http://goplanapp.com/home/features
• Scadaplan. Retrieved from: http://www.scadaplan.com/
• Dropbox. Retrieved from: https://www.dropbox.com/
• Google Drive. (n.d.). Using Drive. Retrieved from: https://www.google.com/drive/using-
drive/
• One Hub. (n.d.). Features. Retrieved from: https://www.onehub.com/features
• Join Me. (n.d.). Features. Retrieved from: https://www.join.me/features
• BlueJeans. (n.d.). About BlueJeans. Retrieved from:
https://www.bluejeans.com/whybluejeans
• Sherman, Aliza. (2011, Feb 23). 10 Tools for Training Your New Virtual Worker. Retrieved