Virtual work centers and virtual teams are on the rise. Why would companies not want to utilize virtual teams? In most circumstances, it’s a win-win for both the employee and the employer. Employees save time and money on travel and companies save money on real estate costs. Also, productivity can be increased in many cases. Although there are many benefits to virtual teams, there are also many challenges to virtual teams.
There are many challenges of virtual teams that can be unique to their special circumstances. Many of these challenges are something normal teams don’t face or are exaggerated in the virtual environment.
Listed below are some of the challenges that your team may face with its special remote circumstances. Continue reading to learn how to overcome these challenges and manage a highly successful virtual team.
Challenges of Virtual Teams
Virtual Team Challenge 1
Communication between virtual team members can be difficult. Between technological difficulties and people working various hours, there can be challenges. Not to mention how long it takes some people to answer emails.
Good communication is vital to the success of any team and virtual teams rarely or never have that face to face communication. Overall communication is less frequent than co-located teams. Without good communication, there will be lots of work being duplicated causing a lot of inefficiencies or work just being missed.
Just because teams aren’t located together, doesn’t mean they can’t have some fun together. Virtual icebreakers and team-building games can be a great way to bring your team together. Helping them function in a more cohesive manner.
There are many tools out there that can help teams with not only communication but also enhance productivity with features like task management and calendar syncing. Many of these tools are useful for both teams in the same physical location and virtual teams.
Slack is a great communication tool for teams. Team members can have various message boards for different projects or tasks.
Virtual Team Challenge 2
Lack of Professionalism
Being out of the office can lead to a relaxed work style. Since virtual teams are not in an office they can many times work in whatever attire they please. Clothing may not be the only issue, pets, kids, and other distractions may interfere with the employee’s professionalism. They wouldn’t bring these things to the office but when their office is their house, they can’t help it. Also, employees might not be on a set work schedule so it can be hard to know when they are working. These are not only some of the benefits of working virtually but can also be a problem when professionalism is needed.
It’s important to set ground rules for virtual teams. Allow members of the team to enjoy the benefits of working virtually to the maximum extent possible but communicate and enforce professionalism when needed. If you want employees to wear professional attire when on video calls let them know. When you expect them to be on during a certain time, tell them they need to be on. Just like working at physical locations, your employees need to know your expectations.
Telework policies and training can be very helpful in this and many other areas. The right kind of policies and training can help eliminate a lot of hurdles and challenges of virtual teams. Many companies already offer great training but if yours does not you may want to get with your HR department to see if it’s something they can develop.
Virtual Team Challenge 3
Poor or Failing Technology
Technology is what makes virtual teams possible but it can also be a huge setback when it fails. Computers fail, the internet goes down, and servers go offline. Many companies also require VPNs to log into company systems which can add another layer of potential failure. All these potential issues can put a damper on a virtual team’s productivity.
You can’t stop technology from failing but you can plan for it. For example, if an employee’s computer goes out what is the plan. Is there an IT person readily available to get the employee back up and running? Do you have spare laptops for the employees to pick up? Try to plan out how you are going to handle each potential problem before they occur so they can be remedied as quickly as possible.
Virtual Team Challenge 4
Slow Response Times
With people working on different schedules and possibly even working in different time zones around the world, response times can be delayed on things. This can affect deadlines and may cause other team members to wait on other people before they can get to their portion of the job. If this is allowed to become an issue not only will productivity fail but it can also hurt team cohesion.
To fix or avoid this problem altogether requires good scheduling and task management. Trello is a great app for helping your team schedule tasks and collaborate to get more done. Tools like these can be used to keep your team on the same page and avoid delays.
To avoid slow response times on things like emails, once again planning is vital. You may not mind people working different times, but when people rely on each other to move forward with their job it’s probably best to have them all on shift at the same time or at least on call. Plan these shifts to give your employees as much freedom as possible without sacrificing productivity.
Virtual Team Challenge 5
Focus and Productivity Issues
The home can have many distractions. From family to pets to television, there are plenty of distractions that don’t normally affect people in a physical work center. These distractions can make it hard for employees to focus and therefore productivity could suffer.
So how do you eliminate these distractions without forcing the employee to go to a physical work site? The truth is you can’t but you can give employees tips and advice on how to work around the distractions. For example, to have the best chance for limiting distractions, employees should be encouraged to have a work area separated from the common areas. Like having an office area in a spare bedroom if feasible.
Employees should also be encouraged to keep as much of a schedule as possible and let other members of the household know when they are going to be working to limit interruptions. Tips like these can help produce productivity increases even compared to employees working in an office environment.
Virtual Team Challenge 6
Lack of Trust
This can be an issue in any workplace but it’s even more so in a virtual environment. People in this virtual team environment don’t typically have the same opportunities to get to know each other on a personal level as they do in an office. Trust is vital to the success of just about any team. Without it, team members will be duplicating each other’s work and productivity and quality will suffer.
Trust can be a little difficult to build in a virtual environment but it can be done. It starts with putting the right people into the right roles on the team. Having the right people fill the right roles on the team and communicating those roles to the team will help show how and why each member is needed. Early on after the team is formed, you may have to facilitate team member trust by giving teammates opportunities to work together.
Another way to build trust between members is by allowing them to get to know each other a little before during or after meetings. They don’t need to know everything about each other but knowing a little bit, especially their professional past can help build trust.
Virtual Team Challenge 7
Hard to Manage and Maintain Accountability of Employees
Managing virtual teams presents some unique challenges. Many of them have already been mentioned but you can’t just walk over and check up on an employee like you can in an office setting. Not to mention you don’t always know when your employees are working. Are they putting in the hours you expect or are they only putting in a few hours a day? It’s hard to account for employees without micromanaging them.
When it comes to managing your virtual team, it boils down to setting expectations and trusting your employees to follow through with them. If you have any problems with employees, address them quickly with the employee.
As for hours of work, you need to ask yourself if the hours worked are important or if the output is more crucial. If an employee completes everything you need of them in three hours as opposed to eight hours does it matter? If it does there are many apps and software out there for employee accountability but I only recommend using these if employees must be on the clock for a certain amount of time. If not trust your employees to get the work done on time until they give you a reason not to.
Virtual Team Challenge 8
Lack of Ownership and Commitment
When employees work from home they may not build that ownership and commitment that you get showing up to work every day. It may feel a little less real when team members can’t celebrate successes and experience setbacks together in the same place.
As a leader, it’s up to you to instill ownership and commitment within your team members. Explain to them the importance of what they are doing and always go into the why you guys are doing it. You can’t force members to have the ownership and commitment in what you are trying to achieve but sharing your goals and explaining why you have those goals will help build that ownership within them.
A great way to help your team see your goals is by crafting a vision statement with your team. This is a short statement that provides guidance and vision to inspire and motivate your team. Once created it’s important to continue to express it to your team as much as possible. For example, you can add it to the end of every email and add it to any presentations you have for meetings with your team.
Wrapping It Up
Although there are many challenges for virtual teams, with the right people and the right management they are very useful and productive for companies. They benefit both companies and workers when used correctly.
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