Managing virtual teams offers business owners the opportunity to tap into a wider pool of talent beyond their geographic location; however, it requires a shift in management style to ensure the team works together cohesively and efficiently.
A recent report from OSF (Center for Open Science) says that a whopping 64% of companies have embraced remote work in the last few years. Remote work been essential in allowing companies to operate. It’s also proven to be a very effective way to conduct business, increase productivity and reduce costs. But remote work can only be advantageous if a company has the resources and know-how to manage virtual teams.
At Wing, we understand the importance of hiring the right virtual person to oversee your team. We provide business owners with qualified, dedicated virtual assistants to support their daily operations and help streamline their business workflows. With the right virtual manager in place, you can focus on the high-level tasks of growing your business while we take care of the day-to-day things.
But before you hire a remote team, it's essential to understand the best practices for managing virtual teams. In this article, we'll explore some tips, tools, and techniques to help you manage your virtual team effectively.
Tips for Managing Virtual Teams
When it comes to managing virtual teams, communication and trust is key. Without face-to-face interaction, it's crucial to establish clear communication channels and expectations. Here are some tips for effective virtual team management:
Communication
Clear and frequent communication is essential to keep your virtual team on track. When you can’t simply walk over to someone's desk and ask them for a project update or hold in-person team meetings, it can become more difficult to keep everyone on the same page.
Use video conferencing and collaboration tools such as Zoom, Google Meet, or Skype to hold regular meetings, brainstorming sessions, and team-building activities. Set expectations for how often team members should check in, respond to emails, or update your chosen project management tool.
One of the most significant benefits of virtual teams is the flexibility of being able to work from anywhere. However, this can sometimes cause communication challenges, especially when team members are in different time zones.
One way to overcome this challenge is by using a shared calendar that shows when each team member is available for meetings or quick chats. You can also create a protocol for handling urgent issues outside of regular business hours. The more effectively you establish communication guidelines, the more efficiently your virtual team can operate.
Trust and Accountability
Building trust among team members is essential for remote teams, and this all begins by hiring qualified and committed candidates for the job. Trust is built through consistent communication, meeting deadlines, and following through on commitments.
Establish clear roles and responsibilities for each team member, and hold everyone accountable for their deliverables. Use project management tools such as Trello or Asana to keep track of tasks and deadlines.
It's also essential to foster a sense of team camaraderie and collaboration, despite the team members being physically apart. One way to do this is by setting up a chat room or communication channel where team members can connect and share ideas informally. This can help build trust among team members and create a more positive work culture.
Goal Setting and Tracking
Setting clear goals and expectations from the get-go is crucial for managing virtual teams. Project management tools can help you break down large projects into smaller, manageable tasks. It also lets you set deadlines for each task to keep your team on track.
Don’t leave anything up to interpretation, and don’t leave any lines blurred. Use the software to track progress and get everyone on the same page to ensure ultimate team efficiency.
Goal setting helps team members feel more engaged and motivated to do their work. It also creates a sense of accountability that is harder to stick to when working remotely without an on-site manager.
When team members understand how their work fits into the larger picture, they feel a greater sense of purpose and ownership over their work. This can help improve productivity and overall team satisfaction.
Challenges of Managing Virtual Teams
Managing virtual teams effectively directly impacts the success of your business, but it also presents its own set of challenges. Here are some of the most common challenges that businesses face when managing virtual teams:
Communication Barriers
One of the biggest challenges of managing virtual teams is barriers to communication. If team members spread across different time zones and locations, it can be challenging to find schedules that work for everyone. Your virtual team may also face language barriers that can make communication difficult, such as having different accents.
To overcome these challenges, it’s important to establish clear protocols and use collaboration tools that facilitate and encourage communication. Everyone on the team should also be comfortable with the tools you use. Each teammate must be able to interact and engage through the tools.
Lack of Face-to-Face Interaction
Lack of face-to-face interaction can also provide a challenge when managing virtual teams. Building relationships with remote team members can be more challenging than building relationships with in-person team members.
A huge portion of communication uses non-verbal cues. Without being able to physically see someone, a lot of context and understanding can be lost. The lack of face-to-face interaction can also lead to feelings of isolation and disconnection. These feelings can impact team morale and productivity.
To overcome this challenge, it is important to schedule regular video meetings and team-building activities that facilitate team bonding. Studies show that up to 98% of virtual employees believe that video conferencing helps build relationships. Using video can foster a culture of collaboration and encourage team members to share their ideas.
Managing Cultural Differences
Managing cultural differences can be a significant challenge when managing virtual teams. With team members from different countries and cultures, it’s important to understand and respect cultural differences and find ways to address cultural conflicts that may arise.
To overcome this challenge, be clear about communication protocols and encourage asking questions. Cultural awareness training helps teams better understand and appreciate cultural differences, enabling them to work together like a well-oiled machine.
Tools and Techniques for Managing Virtual Teams
There are many software tools available that are there to support the management of virtual teams. Having the right tools and techniques in place will enable you to effectively manage your team, no matter where they are located or what tasks you need to be completed. Here are some of the most popular tools and techniques for managing virtual teams.
Project Management Software
The number 1 tool for keeping virtual teams organized is project management software. It’s vital for a distributed team to have a central location for task management, allowing them to set goals, assign tasks, track progress, manage projects, and communicate with each other. Some of our favorite project management software include Trello, ClickUp, Asana, and Monday.com.
Communication Tools
Establishing clear communication channels online is a must for virtual teams. Since remote teammates can’t rely on nonverbal cues to interpret messages, they need to be adept at using tools that facilitate online discourse.
Software such as Slack, Microsoft Teams, and Zoom can help businesses overcome communication barriers and facilitate collaboration among virtual teams.
These tools allow businesses to communicate in real time, both via messaging and video conferencing. You can also share and manage files and collaborate on projects, making it easier to work together remotely.
Time Tracking and Productivity Tools
Time management and productivity tools such as TimeDoctor, Toggl, and Clockify can help businesses monitor the productivity of virtual team members and ensure that they are working efficiently.
These tools can track time spent on tasks, monitor website and application usage, and provide detailed reports on productivity and efficiency. We also love productivity tools, such as Pomodoro timer apps and notification blockers like Freedom app to keep team members on track during designated work hours.
Benefits of Using a Virtual Project Manager
Outsourcing your project management tasks to a virtual project manager is incredibly beneficial for the growth and success of your business. Here are some of the benefits of using a virtual project manager:
Expertise in Managing Remote Teams
Virtual project managers already have the experience, skills, and knowledge needed to manage remote teams effectively. They understand the unique challenges of managing virtual teams and have developed strategies and techniques needed to overcome them that they can implement in your business.
While you may be the mastermind behind the innovation and ideas of your business, leveraging the expertise of a virtual project manager will be an incredible asset as you continue to expand and grow.
Cost-Effectiveness Compared to a Full-Time Project Manager
Hiring a full-time project manager on a salary can be expensive, especially for small businesses and startups.
Virtual project managers are a cost-effective alternative that can provide businesses with the project management expertise they need without breaking the bank. You only need to pay for the hours needed and don’t need to concern yourself with additional costs like insurance, benefits, retirement plans, etc.
Flexibility and Scalability of Virtual Services
One of the most significant benefits of using a virtual project manager is the flexibility and scalability of virtual services. With a virtual project manager, businesses can scale their workforce up or down depending on their current needs.
This flexibility allows businesses to be more nimble and adapt to changes in the market without worrying about the costs associated with hiring or firing employees.
Virtual project managers can also work outside of standard office hours, providing a level of flexibility that is not always possible with an in-house team. This means that businesses can have around-the-clock coverage for urgent projects or tasks that need to be completed quickly.
Virtual project managers can also provide businesses with access to a wide range of expertise and skills that you’ll struggle to find with a single, in-house employee. By outsourcing project management tasks to a virtual assistant company like Wing, businesses can tap into a diverse talent pool of qualified professionals with different backgrounds, skillsets, and experiences.
Hire Dedicated Virtual Project Managers from Wing
Managing virtual teams can be challenging, but with the right tools, techniques, and mindset, it can also directly support the success of your business and your bottom line. By implementing all these strategies, you can successfully manage remote teams and achieve your project management goals.
At Wing, we specialize in providing businesses with qualified virtual assistants and dedicated virtual project managers who are experts in managing remote teams. Whether you need help with digital marketing, administrative tasks, or customer service, we have a solution that can help.
Our virtual project managers are experienced professionals who can handle all aspects of project management, from setting goals and tracking progress to communicating with team members and managing resources. Get started with Wing today to learn more about how we can help you manage your virtual team.
Kandice is a content writer & strategist with over 5 years of experience in digital marketing. She specializes in SEO-optimized content for the SaaS and tech industry. She’s a digital nomad, currently based in Mexico, and is passionate about helping other business owners and freelancers increase their productivity when working remotely. When she’s not behind her computer you’ll find her at the beach snorkeling, playing volleyball, doing yoga, or cooking up a delicious vegan meal.
