Best Practices For Managing Virtual Teams

The shift to remote and virtual work has transformed how many businesses operate. As a result, the ability to effectively manage virtual teams has become essential for organizations. Virtual teams present unique challenges, but with the right management strategies and leadership styles, they can be as productive and cohesive as in-person teams. In this article, we’ll dive into the best tips and leadership practices for managing virtual teams.

A virtual team is a group of individuals who work together toward a common goal but are physically separated, often across different locations, cities, or even countries. Instead of working in the same office or workspace, virtual teams collaborate remotely using digital tools and technology to communicate, share information, and manage projects.

• Fully remote teams: All members of the team work remotely and do not have a shared physical office space. These teams rely exclusively on virtual communication and collaboration tools.
• Hybrid teams: Some members of the team work in an office, while others work remotely. Hybrid teams combine in-person collaboration with virtual interactions.
• Global virtual teams: These teams consist of members from different countries, often working in different time zones. They can be part of multinational organizations or globally distributed startups.
• Project-based virtual teams: Teams that are assembled for a specific project and disbanded after the project is completed. These teams often include experts from various departments or locations who come together virtually to achieve a common goal.

While virtual teams offer flexibility and a global talent pool, they can also come with a number of challenges such as:

• Communication barriers: Miscommunication or lack of communication is common in virtual workplace settings. Without face-to-face interaction, important nuances may be lost, leading to misunderstandings. Time zone differences can also complicate synchronous communication.
• Lack of personal connection: Virtual teams may struggle with feeling disconnected from one another. Without the camaraderie of shared physical spaces, it can be harder to build rapport, which may affect morale and productivity.
• Accountability issues: In a virtual team, it can be more difficult for managers to monitor progress and ensure accountability. Some team members may struggle with staying motivated or focused without direct oversight.
• Cultural differences: In global virtual teams, cultural differences can create friction in communication styles, work practices, or expectations. Sensitivity to diverse perspectives is essential for maintaining a cohesive team environment.
• Technical issues: Internet outages, platform glitches, or other technical problems can disrupt workflows and frustrate remote employees.

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In his article “Managing Virtual Teams” by Yendor Felgate, his approach centers on the idea of adaptive leadership. He emphasizes the importance of customizing management strategies to fit the unique needs of each team and individual. According to Felgate, managers should be flexible in their methods, switching between leadership models as the situation demands, while always keeping the team’s well-being at the forefront. Through understanding the individual challenges of each team member, Felgate believes leaders can create a more harmonious and effective virtual team environment.

Here are the reasons why adaptive leadership stands out as the best leadership style for managing virtual teams:

Adaptive leaders are flexible and can adjust their leadership style based on the unique needs and challenges of their team. In a virtual team, situations can change rapidly—whether it’s adapting to new technologies, shifting team dynamics, or unexpected issues like time zone conflicts. Adaptive leaders are quick to assess the situation and make adjustments, allowing them to keep the team moving forward despite obstacles.

Virtual teams are often composed of diverse individuals who may have different work preferences, communication styles, and time zones. Adaptive leaders understand the importance of tailoring their approach to each team member. For example, some employees may need more guidance and regular check-ins, while others may prefer more autonomy. Adaptive leadership ensures that everyone gets the support they need to succeed.

One of the main tenets of adaptive leadership is thriving in uncertain or complex situations. Virtual teams often face unpredictability, from technological issues to communication breakdowns. Adaptive leaders excel in identifying these challenges and helping their teams find innovative solutions. This problem-solving ability helps ensure that setbacks don’t derail the team’s progress.

Adaptive leaders focus on learning and development, both for themselves and their teams. They recognize that virtual environments are constantly evolving, and they encourage their teams to stay open to new tools, skills, and practices. This approach fosters resilience and agility within the team, as members are constantly learning how to navigate the challenges of remote work.

In virtual teams, trust is critical because leaders can’t physically monitor or engage with team members as often as in traditional office settings. Adaptive leaders build trust by empowering their team members to take ownership of their work and make decisions. This empowerment helps virtual teams function more autonomously, reducing the need for micromanagement.

Virtual teams can experience breakdowns in communication due to distance, different time zones, and lack of face-to-face interaction. Adaptive leaders foster open, transparent communication by encouraging feedback, listening actively, and addressing communication issues promptly. This approach helps virtual teams stay connected and aligned, even when working apart.

Virtual teams are often spread across different regions and composed of individuals from diverse cultural backgrounds. Adaptive leaders are adept at recognizing and embracing this diversity, tailoring their leadership style to accommodate different cultural expectations and communication preferences. This cultural sensitivity enhances team cohesion and collaboration.

Adaptive leaders excel at balancing immediate needs with long-term objectives. In virtual teams, leaders must be able to respond to day-to-day challenges while keeping the team focused on its overall mission and goals. Adaptive leadership allows managers to pivot when necessary, but also ensures that the team remains on track to achieve strategic objectives.

Remote work often blurs the lines between personal and professional life, leading to burnout if not managed properly. Adaptive leaders understand the importance of supporting work-life balance in virtual teams, allowing for flexibility in schedules and encouraging team members to disconnect when needed. This helps maintain team morale and prevent burnout.

Now that you understand the biggest challenges of virtual teams, and the best leadership approach, let’s expand on that with some practical tips for effectively managing them. The following is good advice for managing virtual teams:

Clear communication is necessary for virtual teams. It’s important to choose the right tools for real-time collaboration, such as Slack, Zoom, or Microsoft Teams, and reserve email for less urgent matters. Establish expectations for response times, letting team members know when they should be available or whether you’re working in an asynchronous environment. In a virtual setting, over-communicating is often necessary to ensure clarity. Repeating key points and confirming understanding, both in meetings and through written communication, can prevent misunderstandings.

Consistent communication through regular check-ins is key to staying on track with virtual teams. Schedule weekly or biweekly team meetings to provide progress updates and address any challenges. In addition, hold frequent one-on-one meetings to better understand individual challenges and offer personalized support. Use video calls whenever possible to create a more personal connection, as face-to-face interaction strengthens relationships and promotes clearer communication.

Trust is a cornerstone of managing virtual teams. Instead of micromanaging, allow team members the autonomy to manage their own work, focusing on the outcomes rather than their time. Encourage a sense of ownership by assigning team members specific tasks or projects, allowing them the freedom to manage their workflow within clear deadlines. Then recognizing these achievements, both big and small, helps to build morale and foster a positive team environment.

Organize virtual team-building activities like trivia games, coffee chats, or happy hours to strengthen bonds. Encourage informal communication by creating spaces for non-work-related conversations, such as a Slack channel dedicated to hobbies. Be mindful of cultural differences, especially when working with global teams, and foster an inclusive environment where everyone’s perspective is valued.

Setting clear goals is critical to ensuring that virtual teams stay on track. Use the SMART framework (Specific, Measurable, Achievable, Relevant, Time-bound) to define goals so that team members understand exactly what is expected. Project management tools like Asana, Trello, or Monday.com can help keep everyone aligned and ensure tasks are completed on time. Make sure to regularly track progress against these milestones and offer support when progress is lagging to help keep the team moving forward.

Flexibility is important in managing virtual teams, particularly when team members are working in different time zones. Be mindful of these time zone differences when scheduling meetings, and consider rotating meeting times to accommodate everyone. Offering flexible working hours allows team members to work during their most productive times, as long as they meet their deadlines and deliverables.

Promoting well-being is crucial for virtual teams to avoid burnout. Encourage team members to set clear boundaries between work and personal life, ensuring they log off after working hours. Providing access to mental health support, such as wellness programs or meditation apps, can help team members manage stress. Additionally, remind team members to take regular breaks throughout the day to avoid screen fatigue and maintain productivity.

Technical issues are a common challenge in virtual teams, so it’s important to be proactive. Ensure that team members have reliable access to the internet, appropriate software, and a productive workspace. Have backup plans in place for potential disruptions, such as alternative communication channels like phone or chat in case video conferencing fails.

Effectively managing virtual teams requires a combination of strong communication, trust, and adaptability. Virtual teams offer flexibility and access to a diverse talent pool, but they also come with unique challenges, such as communication barriers, accountability issues, and the potential for isolation. By adopting adaptive leadership principles, as advocated by Yendor Felgate, virtual managers can navigate these challenges with ease. The key is to remain flexible, understand the needs of individual team members, and foster a strong sense of cohesion and trust. When these strategies are applied, virtual teams can perform just as well, if not better, than traditional in-person teams.

Here are the key takeaways for virtual team management:

• Clear communication and the right virtual tools and software are essential for virtual team success.
• Regular check-ins and personalized one-on-one meetings help address challenges and keep teams on track.
• Clear goals and milestones provide direction and structure for virtual teams.
• Flexibility in work hours and accommodating time zones helps virtual teams thrive.
• Supporting team well-being and promoting work-life balance prevents burnout.
• Proactive management of technical issues ensures smooth virtual operations.
• Adaptive leadership is the best approach for the complexities of managing virtual teams, providing the flexibility needed to support team members effectively.

Unlock your organization’s full potential and embark on a journey of growth and transformation with virtual coaching and leadership development from Careerminds. To learn more about how virtual coaching can benefit you or your organization, click below to connect with one of our experts today.

Cynthia Orduña

Cynthia Orduña is a Career and Business Coach with a background in recruiting, human resources, and diversity, equity, and inclusion. She has helped 50+ companies around the world hire and retain talent in cities like LA, SF, NY, Berlin, Tokyo, Sydney, and London. She has also coached over 300 people, from entry to senior levels, in developing their one-of-a-kind career paths, Her work has been featured in publications such as Business Insider, The Balance Careers, The Zoe Report, and more. To learn more you can connect with Cynthia on LinkedIn.