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Teleconference Program

Doris Reeves-Lipscomb Virtual Teams 101 An Introduction to Virtual Teams— What, Why, When, Who, and How. Teleconference Program. What we will do Self-assessments Learning about virtual teams: What they are and how they work Strategic use of virtual team tools

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Teleconference Program

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  1. Doris Reeves-LipscombVirtual Teams 101An Introduction to Virtual Teams—What, Why, When, Who, and How

  2. Teleconference Program • What we will do • Self-assessments • Learning about virtual teams: • What they are and how they work • Strategic use of virtual team tools • Tips on telephone conferencing, email, and NetMeeting demo

  3. Teleconference Process • How we will do it • Presentation and discussion • Interaction with downlink sites • Demonstration and examples • Mid-session break

  4. Self-Assessment • Please take a moment to assess your skills, knowledge and needs. • You can complete this form at anytime during session and use it to plan your learning future.

  5. Downlink Site Census Reports • Number of participants • Total # of years using computers • Total # of years of experience on teams • Total # of teams currently underway

  6. Question 1 What is a virtual team and how does it work?

  7. Definition of team • A group of people who come together to achieve or satisfy a common purpose. • May be short- (hours or days) or long-term (weeks, months or years!) • May be large (200+) or small (2)

  8. Examples of Teams • Problem-solving • Innovation • Process management • Crisis intervention • Community of practice

  9. Definition of virtual team A virtual team is a group of people that relies primarily or exclusively on electronic forms of communication to work together in accomplishing its goals.

  10. Similar terms for virtual Other terms used instead of virtual are: • Cyberspace • Dispersed • Long-distance • Distributed • Online

  11. Traditional Team Terminology • Face-to-Face (f2f) • Offline

  12. Collaborative Technologies Terminology • Groupware • Shareware

  13. Time Terminology • Synchronous—Same time • Asynchronous—Different time • Rolling present

  14. Virtual Teamwork Tip! • Terminology can be scary—do not be intimidated. • Ask for clarification. • Reach agreements about working vocabulary.

  15.  Team members communicate asynchronously using technology Traditional face-to-face meeting environment with or without technology  Team members communicate asynchronously using technology  Participants join scheduled synchronous meetings with help of technology Modes of Working with Groups Same TimeDifferent Time Same Place Different Place Source: Boundaryless Facilitation: Leveraging the Strengths of Face-to Face and Groupware Tools to Maximize Group Process, Metasystems Design Group and Catalyst Consulting Team.

  16. Bulletin board • Web pages • Shared folders • Memos • Displays • Blackboard • Flip charts • Overheads • PPT slides • Electronic whiteboard • Telephone conferences • Video conferences • Online chat • Instant message • Fax • E-bulletin boards • Voice mail • Email • Web pages • Listserve • Pagers • Fax Sample Communications TechnologiesSame TimeDifferent Time Same Place Different Place

  17. Forced to focus and summarize • Documented history • Control pace & work schedule •  Miss nonverbal •  Miss 1st reaction & socializing • Harder to establish & maintain momentum •  Harder to make decisions Multifaceted Deal quickly with issues All present to address issues Read body language  Personality conflicts  Agenda can get off-track  May not take it seriously Real-time action Save $/time Favors computer-literate workers  Personality conflicts  Agenda can get off-track  Technical obstacles  Limits on # of participants  Difficult to facilitate Strengths and Drawbacks Same TimeDifferent Time Same Place Different Place Control own pace and work schedule Can virtually work from any location Favors independent and computer- literate workers  No voice inflection  Lack of emotion  Not good for making decisions  Reliance on text-based communication  Discoverable—too public Source: Adapted from an NTL workshop product, Virtual Teams, March, 2000.

  18. A virtual team is. . . Individuals. . . Interacting. . . INTERDEPENDENTLY. Adapted from: Jessica Lipnack and Jeffrey Stamps, Virtual Teams: Reaching Across Space, Time, and Organizations with Technology. John Wiley & Sons, Inc.: New York, 1997.

  19. Another view of virtual teams (Sibbet) • Clear purpose • Goals • Trust • Premium on early face-to-face • Solid groupware platform • Meta language

  20. Virtual Teamwork Tip Teamwork is NOT just about getting the work done. It’s about the PEOPLE doing the work.

  21. Virtual Teamwork Formula • 10 percent technology And • 90 percent people = 100 % success

  22. Request for Personal Experience from Sites What are some of the challenges and successes you have experienced in starting, managing, or participating in virtual teams?

  23. TRANSFORMATION INPUT OUTCOMES Open Systems Model

  24. INPUT Virtual Team Inputs • Mission/goals • Resources • Calendar for action • Team directory

  25. INPUT Virtual Teams Inputs con’t • Virtual team charter • Process leadership • Workflow plan

  26. TRANSFORMATION Virtual Team Transformation • What and when work gets done • How work gets done • Adjustments in-process

  27. OUTCOMES Virtual Team Outputs Purpose/results achieved • New product/service • Process improvement Process learnings • Successful team • Personal growth & team-player spirit

  28. TRANSFORMATION INPUT OUTCOMES Open Systems FEEDBACK

  29. Virtual Team

  30. Q/A Announcement Participants are encouraged to continue to call in their questions. Responses to pending questions will occur immediately following the break.

  31. INTERMISSION 5 MINUTES

  32. ? ? ? ? ? Q/A Discussion

  33. Question 2 What are the virtual team tools?

  34. Face-to-face sessions • Preferred means for teams to build trust and relationships with each other. • Set up systems for teamwork • Make decisions

  35. Audio Conference Calls • Telephone—mah-h-velous! for people to get to know each other • Share information • Brainstorm • Make decisions

  36. Email • It is the communication tool you love to hate but cannot live without these days. • Cost-effective • Easy to use • One to many

  37. Intranet and Desktop Computer Tools • Intranet websites • Windows • Collaborative calendars

  38. Collaborative Software • Lotus Notes—scheduling, electronic messaging, document and data sharing • Easy to use • Asynchronous/synchronous

  39. Web-based Collaboration Applications • Egroups-Yahoo • Can set up directory of team member contact/profile information • Can set up multiple topics or threads for discussion • Great for organizing and retrieving past work • MyPlace

  40. Web-based Commercial Applications • Placeware • WebCrossing • Caucus • Communispace • GroupMind Express

  41. Choosing Media • Personal preferences • Diversity • Other key considerations

  42. Other Considerations • Real time or rolling present • Right media for right message • Historical record • Size of group • Two-way/one way

  43. Virtual Team Tip • Each team needs to customize its own communications strategy.

  44. Telephone Conferencing Tips • Realistic agenda • Before-call preparations • Start-of-call review • Roll call on key points • End-of-call protocol

  45. Telephone Conferencing Tips • Workable number of participants • Seating template • Reasonable length of time • Stretch breaks

  46. Email Tips • Subject title • Spelling and grammar • Personalized format--font, color,arrangement of text, and signature • Length

  47. Email Tips • To forward or not to forward? • Only put in the email what you are willing to see in the newspaper • Direct reply

  48. More Email Tips • Meta-language • LOL, ROTFL, BTW, IMHO, , ;-), <g>, *emphasis*, SHOUTING

  49. NetMeeting Demonstration • Chat • Sharing programs/documents • File transfer • Whiteboarding • Audio • Video

  50. You might be wondering… What is the benefit of using audio?

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