This document outlines the roles and responsibilities of a virtual marketing team consisting of Senior Marketing Leaders (SMLs) located in Europe, Asia, and North America. The SML in Europe will serve as the Visionary to communicate objectives. The SML in Asia will be the Executive Sponsor to oversee projects and develop strategies. The SML in North America will be the Decision Maker to make critical business decisions. Executive Assistants will ensure meetings are scheduled according to SML availability across time zones. The team will use SharePoint and ReadyTalk for weekly conference calls and collaborate virtually. Meeting schedules will utilize Outlook Calendar to coordinate daily, weekly, and monthly meetings between SMLs and assistants.

1. Identify Team Roles and Leadership
Who:
Senior Marketing Leaders in Europe, Asia, and North America (SML)
Executive Assistant for each Senior Marketing Leader – to ensure all meetings are scheduled according
to the Senior Marketing Leader’s availability and according to the different time zones they are located in.
What:
“Coordinating and communicating with other team members to ensure that all are aware of who is
performing what activities and that all have access to important documents and other information.”
(Duarte and Snyder, 2006, p. 126)
SML Europe – has been assigned as the Visionary for the team. This team member explains the primary
objective the team is striving to attain. Clear and concise communication is provided by this leader to the
team members including tasks being assigned and a timeframe for when the task assigned is due
SML Asia – has been assigned as the Executive Sponsor. While this leader does not perform any tasks
or functions, they are solely responsible for overseeing the project, then take the completed information
and develop strategies from it.
SML North America - has been assigned as the Decision Maker for the team. A decision-maker makes
the strong business decisions for the project, relieving the pressure off other team members. When there
is no time for extensive clarifications or training, a decision-maker takes critical action and requests the
rest of the team to do so also.
When:
Because the SML are located at various parts of the world our team has selected SharePoint and
ReadyTalk to manage weekly conference calls to ensure we meet the needs of our client.
SharePoint and Ready Talk: Allows our team to virtually connect and collaborate with the Senior
Marketing Leaders and the Executive Assistants regardless of their locations.
“Successful virtual team members understand the importance of balancing and coordination with
autonomy.” (Duarte and Snyder, 2006, p. 125)
Why:
The characteristics of team members impact the effectiveness of the team. Each team participant will
tend to play a role within the team, reliant upon characteristics of their persona. As long as each team
members understand their individual role, it can lead to a grander understanding of the team’s expertise
and team development.
“Virtual team members should be involved in collaborative communications that assures their individual
and shared clarity of how the successful performance of their team will be defined and how their individual
efforts contribute to that end.” (Nobel)

2. Maintaining Timelines and schedules
Who:
Senior Marketing Leaders in Europe, Asia, and North America (SML)
Executive Assistant for each Senior Marketing Leader – to ensure all meetings are scheduled according
to the Senior Marketing Leader’s availability and to the different time zones they are located in.
What:
Our team will collaborate with the SML to identify when the project must be completed, then calculate how
much time we have to complete the project.
When:
Daily, Weekly, and Monthly meetings have been scheduled via Microsoft Outlook Calendar. The team will
incorporate Outlook and ReadyTalk to manage the meetings required to discuss and review the details of
the project with all SML and the Executive Assistants.
“Virtual teams usually have a weekly phone or video conference to review a project's status and review
tasks and assignments. Just like teams that work in the same space, virtual teams should also have
regular one-on-one meetings with their managers, usually monthly.” (Lory Manrique-Hyland, 1999-2013)
Why
In order to maintain the meetings, we suggested including the SML Executive Assistants because they
manage the schedules of the SML. We have suggested audio conference calls as needed on a daily
basis to discuss certain details of the project. Video conferencing to incorporate the face-to faceinteraction will also be utilized.
“Effective communication in a virtual environment combines a mixture of online tools, including Webinar
software, email and calendar software, cellular phone applications and social media services. For best
results, companies hold training sessions, covering the use of virtual communication tools.” (Chambers,
1999-2013)
How
Our team has selected Microsoft Outlook to schedule daily, weekly, and monthly meetings.
“Outlook is mostly used for storing, receiving and sending emails, it is called a personal information
management tool because it also includes calendar, tasks, contacts and notes as well as a journal.
Outlook is used on a server for example an exchange server so that the software can enable multiple
users. With additional software, Outlook can also be integrated with mobile devices such as Blackberry
phones.

3. The Calendar element of outlook can be used to keep appointments and plan meetings and can
synchronize with other Outlook user’s calendar. The calendar can be useful for tracking events and
important dates, particularly when used with sound alerts and alarms.
Tasks are also useful for remembering things you need to do with the ability to set an audible alarm. The
Contacts element of Outlook can store address, email and contact details. (Digital Unite, n.d.)
References
Chambers, K. (1999-2013). Effective Communication in a Virtual Environment. Retrieved from eHow:
http://www.ehow.com/facts_7669041_effective-communication-virtual-environment.html
Digital Unite. (n.d.). What is Microsoft Outlook? Retrieved from Digital Unite Web siter:
http://digitalunite.com/guides/creating-documents/microsoft-programs/what-microsoftoutlook
Lory Manrique-Hyland. (1999-2013). Effective Communication in a Team-Based Scenario. Retrieved from
Demand Media Inc.: http://www.ehow.com/info_8626076_effective-communicationteambased-scenario.html
Nobel, S. (n.d.). Starting up a Virtual Team. Retrieved from Team Builders Plus:
http://teambuildersplus.com/articles/starting-up-virtual-team
Snyder, D. L. (2006). Mastering Virtual Teams - Third Edition. In D. L. Snyder, Mastering Virtual Teams Third Edition (p. 1). San Francisco: Jossey-Bass.