How to Successfully Manage a Virtual Team

Virtual teams are more prevalent now in business setups than ever before. Not just for forced reasons due to a worldwide pandemic; business owners everywhere are now more aware of the benefits a virtual team has for productivity and growth.

In order to serve our clients internationally, our team is made up of people from all over the world; beyond our immediate team here in Australia, we have team members in Europe, Asia and America.

While we utilise the best skill sets from and talent from all over the globe and serve clients in different time zones, other businesses have realised the needs and challenges of virtual work, especially considering recent situations like the worldwide pandemic.

There are many benefits to virtual teams, along with some challenges that can be mitigated with a few essential tips.

The importance of an SOP

You will find significant value in having a Standard of Procedures (SOP) in place which documents various processes in written documents or videos so answers to questions can be found when you are offline.

This not only saves time for you and the staff seeking answers, but it keeps a uniformed approach to your output, ensuring quality is consistent across all business offerings.

There are many benefits to virtual teams, along with some challenges that can be mitigated with a few essential tips.

Have multiple communication tools

There are a few reasons why a virtual team can benefit from numerous communication tools

  1. Your team can communicate to the right people immediately.

  2. They can unify processes for conference calls, screen recordings, and more.

If you schedule regular meetings, you create a routine that provides your team with familiarity. This not only helps to reduce stress, it enables you to ensure everyone is on track with tasks and projects.

Video calls are the best option for efficiency, while also encouraging an office-like feel for people working from home. Utilise project management software and team document sharing tools. These are absolutely critical; we use software such as Freedcamp, Dropbox, and Skype.

It is also vital to have a communication system that allows your account management team to call clients from different parts of the world.

Have clear and detailed deliverables

You need to find a good balance between a weak brief and micromanaging.

Provide detailed descriptions of tasks with examples of what the final result should be while giving your team members the freedom to execute it their way. You hired them for a reason, after all; so allow them the space to do what they do best.

Have a Standard of Procedures (SOP) in place which documents various processes in writing or video.

Make sure work hours overlap

Finally, mitigate the difference in time zones for various team members by ensuring that you are online at the same time at least three hours a day. This can be helpful, even if some of the team members are unlikely to need each other when unexpected problem-solving situations arise.

Every now and then it is also a good idea to organise team-building trips for special occasions so the team can meet, undergo some training and have a little fun together.

You Can Do It

There are many benefits to remote working and virtual teams, including employee morale, due to the freedom to control their own schedules. By following some of the tips above, you can get the very best out of the situation and ensure your business will thrive.

Good luck.

Author Bio: Huyen Truong is one of the top digital marketing lead generators in the world for cosmetic and plastic surgeons. She has a particular interest in the aesthetic industry and a deep passion for helping cosmetic and plastic surgeons from around the world to thrive and achieve great success in their practices.

She leads an international team at Online Marketing for Doctors who serve clients in Australia and around the world.

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