Virtual Teams For Dummies

A 20-year talent development professional,Tara Powers is an international best-selling author, award-winning leadership expert, and sought-after keynote speaker. She's worked with more than 200 companies and 15,000 leaders worldwide, building and launching talent initiatives that deliver high touch and high impact for her clients.

• Introduction 1About This Book 1Foolish Assumptions 3Icons Used in This Book 4Where to Go from Here 4Part 1: Getting Started with Virtual Teams 5Chapter 1: The Big Picture of Virtual Teams 7Embracing the New Virtual Team Reality 8Why virtual teams are rapidly growing 8Globalization effect 9Generational worker shift 11Sorting Out Virtual Team Concepts 11Understanding the Benefits and Challenges 12Noting virtual benefits 13Considering virtual drawbacks 14Jumping into the Virtual Workforce 16Having the right environment 16Maintaining balance and focus 16Building community 16Connecting using collaborative technology 17Appreciating team culture 18Practicing emotional intelligence 18Assembling a Virtual Team 18Managing a Virtual Team 19Chapter 2: Envisioning Virtual Teams in Your Business 23Contemplating Using Virtual Teams 24Thinking about these key factors 25Embracing the challenges: The five flaws of virtual teams 27Deciding Whether Virtual Teams Make Good Business Sense 29Finding a place for virtual teams 30Counting the real ROI savings 31Winning the recruitment and retention war 32Impacting the environment 33Deciding on Your Plan 34Defining purpose and goals 34Figuring out the roles to fill 35Communicating about virtual team adoption 37Setting Up Your Virtual Team for Success 38Having the right resources in place 38Arranging your remote office 39Establishing communication expectations 39Paying Attention to What You Need 40Size matters: small versus large teams 40Choosing the right technology 41Creating Connection and Community 41Connecting your virtual team to the larger organization 42Connecting virtual team members to each other 42Fighting isolationism on your virtual team 43Chapter 3: Preparing for Your Career as a Virtual Team Member 45Deciding If Working Virtually Is Right for You 46Eyeing why virtual work is so attractive 46Recognizing the personal impacts of working virtually 48Predicting whether you’ll excel as a virtual team member 50Assessing your skills for virtual freelance work 52Proposing Virtual Work to Your Boss and Teammates 52Preparing your proposal 52Focusing on the benefits 56Addressing key concerns 58Determining Whether You Have a Workspace That Works 60Working from home 61Considering hoteling 62Becoming a globe-trotter 65Creating Your Remote Worker Brand 66Reworking your resume 66Building your portfolio 67Establishing your online presence 68Keeping current on the latest communication and collaboration tools 69Shopping for virtual worker–friendly clientele 70Focusing on healthy work-life balance 71Part 2: Building a Strong Virtual Team 73Chapter 4: Planning Ahead for Your Team’s Success 75Defining Your Team Purpose 76Aligning with company vision and values 76Communicating why your team exists 78Having clarity around team priorities 80Considering what you want your team to be known for 81Choosing a Team Framework 82Using a framework that builds trust and mutual respect 82Letting your team decide 85Establishing Team Goals: What Does Success Look Like? 85Aligning virtual team goals with company goals 86Setting goals that are motivating, inspiring, and purposeful 87Understanding what resources are needed to achieve team goals 88Determining Team Member Roles 89Ensuring team members understand their roles and why they’re important 90Incorporating systems thinking to support how your team works together 91Chapter 5: Finding and Hiring the Right People 93Attracting Your Virtual Team Talent 94Making your business attractive to teleworkers 95Composing virtual worker–friendly job ads 95Recruiting 0nline 96Hiring Based on Skill, Behavior, and Fit 97Hiring for skill 98Hiring for behavioral competencies and interests 98Hiring for cultural fit 100Seeking Out the Right Qualities in Virtual Team Members 101Determine whether they’re self-directed 102Be on the lookout for strong communication skills 102Specify the importance of engagement 103Holding the Candidate Interview 105Preparing for the interview 105Knowing what and what not to ask 105Discussing your expectations and theirs up front 107Evaluating responses 108Checking Out the Past 109Reviewing work samples 109Contacting references 109Making an Offer 110Chapter 6: Contracting with Contract Workers 113Deciding Whether You Need a Contract 114Differentiating between an employee and independent contractor 114Figuring out a worker’s status if you still aren’t sure 116Choosing to Work with an IC: What You Need to Do 116Checking credentials 117Keeping records 117Knowing what to include in a contract 118Specifying compensation 119Understanding insurance requirements for ICs 120Clarifying contractor status 120Requiring a Nondisclosure Agreement (NDA) or Not 121Navigating the Legalities of Noncompete Agreements 122Chapter 7: Structuring and Assembling Your Team 123Organizing Your Team the Smart Way 124How teams are structured 124The importance of frameworks 125Focusing on the Onboarding Process 125Creating an onboarding process that works for your team 126Using the buddy system 128Focusing on the first 90 days 130Establishing Team Values as Your Bumper Rails 132Defining your team values 132Living your team values 135Identifying Team Traits That Build Cohesiveness 137Having clear expectations for success 137Getting real with feedback and accountability 138Rotating leadership 140Part 3: Creating and Nurturing a Productive Team Culture 143Chapter 8: Making Work Culture Considerations 145Grasping Why Company Culture Is Key 146Recognizing toxic cultures and the mess they create 147Identifying a healthy culture and how to build one that thrives 149Taking Note of Your Existing Organizational Culture 150Commanding culture 151Energizing culture 152Supportive culture 152Analytical culture 152Deciding What You Want Your Culture to Be 153Building and Maintaining the Culture You Want 155Establishing principles to guide mindset and behavior 155Putting the right HR policies in place 156Pinpointing culture champions 157Noting the Benefits and Challenges of a Cross-Cultural Team 158Benefits of a cross-cultural team 159Challenges of a cross-cultural team 160Chapter 9: Managing Differences in Gender, Generation, and Culture 161Managing Gender Differences 162Recognizing gender benefits 162Eradicating gender bias 163Connecting with the Generations on Your Team 165Working with all generations 165Tapping the power of baby boomers 166Redirecting Generation X 166Tuning in to the high-tech Millennial 167Meeting the new kids on the block: Generation Z 168Building Your Cultural Intelligence 168Getting to know your team members 169Sharing culture norms 170Practicing cultural sensitivity 171Offering cross-cultural training 173Chapter 10: Transitioning from Old-School Manager to Virtual Team Leader 175Recognizing Which Leadership Style Works Best 176Examining what makes virtual team leaders succeed 176Determining if you’re a micromanager, coach, or hands-off manager 179Comparing control-based and trust-based leadership 181Playing in Your Sandbox 183Pushing the boundaries of culture and C-level expectations 183Knowing when to manage up 184Recognizing Common Virtual Team Issues 185Poor communication 186Lack of clarity, direction, and priorities 186Loss of team spirit and morale 187Lack of trust 187Lack of social interaction 187Tech issues 188Cultural clashes 188Part 4: Getting Your Team Rolling 189Chapter 11: Establishing Best Practices of Engagement 191Addressing Personal Disengagement 192Having a Meaningful Team Purpose 193Clarifying the why and how team members contribute 194Identifying values on your virtual team 195Recognizing virtual values 196Using Clear Goals and Expectations to Build Engagement 197Building Your Road Map Together with Team Agreements 198Understanding the top areas to cover in your team agreements 198Building your agreement virtually 199Conducting Virtual Meetings That Have an Impact 201Ensuring full participation and engagement 202Managing tech issues 203Practicing Virtual Meeting Etiquette 205Chapter 12: Building Trust and Rapport 207Getting Started: What You Can Do to Build (or Repair) Trust 208Tallying the Leadership Trust Scorecard 210Setting the stage for trust to exist 211Practicing behaviors that build cohesiveness 212Leveraging Team Member Strengths 215Discover your own strengths first 216Recognize the strengths of team members 216Create opportunity for people to work on a project together 216Making Respect a Nonnegotiable 217Act as if you’re all virtual 217Gain understanding from each other 217Discourage cliques 217Address mistakes together 218Practicing Cultural Appreciation on Global Teams 218Giving Team Members Face Time 219Recognizing the importance of “in real life” (IRL) meetings 220Getting up to speed on IRL best practices 221Creating a Connection Culture That Transforms Trust 223Chapter 13: Adopting Best Practices in Communication 225Identifying Four Components to Transform Your Communications 226Looking Closer at Text-Only Communication 228Examining the pros 228Considering the cons 229Using text-only communication effectively 230Providing Consistent and Frequent Feedback 231Establishing clear expectations 231Recognizing the importance of two-way feedback and performance discussions 232Giving feedback: The how-to 233Shifting focus from individual accountability to team accountability 234Establishing Best Practices with Communication Agreements 235Choosing appropriate communication methods 235Agreeing on expected response times 235Setting the rules for handling conflicts 238Choosing a problem-solving model 238Agreeing on a process for communicating outside the team 239Putting together your plan 240Establishing standards for meeting participation 241Utilizing the DISC Assessment Tool 242Chapter 14: Measuring Virtual Team and Team Member Success 245Tracking Virtual Team Success 246Knowing what to track 247Recognizing the importance of tools when tracking 247Using data to coach your team members 248Measuring Data That Matters 249Looking at the results from an executive point of view 249Interpreting performance from a virtual team leader perspective 249Evaluating performance as a virtual team member 250Recognizing the Engagement Levels of Your Team Members 251Chapter 15: Training Your Virtual Team 253Training during the First 90 Days 254Assigning a mentor to instill culture 255Utilizing communication tools for training 255Sharing information about your company 256Being organized and following up 256Keeping Your Team Members on Top of Their Game with Ongoing Training 257Using online training 258Paying attention to trends and practicing innovation: VR and AR 259Using teach-backs to build cohesion and advance understanding and mastery 260Evaluating training effectiveness 260Supporting team members who are struggling 262Tackling technology issues 263Training Your Veteran Team Members 263Chapter 16: Checking All Things Technology: What You Need to Know 265Assessing the Right Fit for Your Team 266Focus on the problem, not the technology 266Avoid jumping on the latest trendy tool 267Make a checklist of features 268Go with tools that your team loves 269Include your IT department or tech guru in your decision 269Choosing Only the Essential Tools Your Team Needs 271Collaboration suites 272Project management tracking 272Workflow management and time tracking 273Shared calendars 273Meeting tools 274Flash polling 274Brainstorming 274Social media 275File sharing 275Cloud collaboration 275Mobile options 276Videoconferencing 276Chat and instant messaging 276Training Team Members for Success 276Using mentoring to help virtual team members get up to speed 277Introducing tools strategically 277Chapter 17: Rolling with the Changes 281Adjusting to Shifts in Team Membership 281Boosting emotional resilience 282Using consistent communication to get on track quickly 283Regrouping around team goals, values, and priorities 284Building Relationships as a New Leader 284Onboarding strategies for a new leader 285Sharing cultural norms and styles 285Getting on Board with a New Team Goal 286Discussing the why 286Acknowledging successes and letting go 287Grounding Your Team after a Reorganization 287Recognizing the stages of change 288Practicing empathy and understanding 288Part 5: Best Practices in Managing Your Virtual Team 293Chapter 18: Leading by Example 295Building a Connection Culture 295Being a leader your team wants to follow 296Getting to know your team members 296Reaching out and building rapport 298Focusing On a Healthy Lifestyle 300Staying healthy when working virtually 300Starting your team wellness 301Maintaining boundaries 302Discovering Your Legacy 303Figuring out your legacy 303Leading authentically: The how-to 304Chapter 19: Understanding What Drives Motivation 305Differentiating between Engaged and Passionate Team Members 306Creating a Passionate Team 307The need to be respected 307The need to learn and grow 308The need to be an insider 309The need to do meaningful work 310The need to be on a winning team 310Using Positive Psychology to Create a Motivational Team Environment 312Understanding what really motivates people 312Using recognition as a powerful motivational technique 314Chapter 20: Managing Workflow and Execution 319Starting Off on the Right Foot 319Clarifying How Work Flows through the Team 320Deciding on meeting formats to stay up-to-date 321Establishing communication guidelines 322Choosing the right collaborative tracking tools for your team 322Delegating Effectively to Your Virtual Team 322Eyeing the benefits to letting go 323Understanding why delegation fails: Leaders don’t let go 323Trusting in the process 324Holding team members accountable for deliverables 325Knowing How to Communicate ExternallyRegarding Team Progress 325Part 6: The Part of Tens 327Chapter 21: Ten Predictors of Virtual Team Success 329Having the Right Technology 329Hiring the Right Team Leader 330Hiring the Right Team Members 330Establishing Clear Team Vision and Values 331Aligning Team Goals with Company Goals 331Having a Solid Team Agreement in Place 332Using a Communication Strategy 332Agreeing on a Process for Team Workflow 333Using an Onboarding Strategy for New Team Members 333Actively Managing Executive Perceptions 333Chapter 22: Ten Signs Your Organization Is Ready for Virtual Teams 335Having Champions on the Executive Team 336Having Empowered Leaders 336Leveraging a Supportive Culture 336Willing to Invest in Technology 337Addressing Issues Early 337Being Prepared for the Logistical Set Up 337Keeping the Team Focused 338Using an Onboarding Process 338Training Virtual Team Leaders 338Having a Clear Idea of Roles and Responsibilities 339Index 341