A virtual team is usually a group of multi-functional professionals, geographically dispersed, working with a common goal. They typically have some kind of limitation of space, time or organization, and are related through information technologies and communication. Its management is to some extent different from that of a traditional team, and many experts have studied its advantages and disadvantages.
Obstacles to overcome
Mostly among professionals, the idea that predominates is that the dispersion of the work team members brings more problems than advantages. Actually, many of the problems are focused on the relationship between those forming the team.
The main difficulty is achieving the motivation of the worker, making them feel that they are a part of the group. The members of a virtual team lack all the data that non-verbal communication transmits in a “face to face” team. It is harder to generate trust between the professionals. It is common that when one of the workers doesn’t receive an answer the moment they ask a question, doubts arise: Why nobody answers? Haven’t they received my e-mail? Have they even read it?
If we succeed in establishing proper communication channels, these obstacles can be easily overcome and we may even get an advantage from the virtual space. What is the process?
How to establish a virtual team
Identity and mission: The team needs right from the start its identity and its common mission. A clear and concise document with these premises must be established from the beginning, and it will help to create a feeling of unity. The mission must be checked frequently, and it should be adapted according to the course of the project; all the members of the team must feel free to express their opinion.
Calendar: As in traditional teams, a task calendar must be established for the different parts of the project.
Roles and goals: Set each individual’s role always avoiding the duplication of work. There is a risk that everyone may want to do everything; this is a not very productive misconception. Each worker must have specific functions and be oriented to particular results.
Communication: The more communication channels available, the better. But the most important thing is having meetings (face-to-face as well as virtual) where every worker and contact takes part through e-mails, fax, and telephone. Principally we must take advantage of those facilities that are provided by digital media such as chat rooms, intranets, databases, video conferencing, etc.
These new ways of communication are the ones that offer the advantage of virtual teams.
Possibilities
A virtual team can interact frequently whether formally or casually. Working in a network allows the data to be recorded, letting all the team access in a regular and simple way. This can be useful in virtual meetings. Developing a project can be a 24 hour process in which there will always be somebody working somewhere.