8 top tips on how to manage virtual teams

The world of work has changed dramatically over the past few years, with working from home becoming normalised. This shift has totally transformed how a lot of businesses operate. Because of this, the way organisations manage virtual teams has become an essential part of everyday working life. While virtual teams present unique challenges, with effective management strategies and leadership approaches they can be, and should be, as cohesive and productive as in-person teams.

In this latest article from Careerminds, we’ll dive into 8 top tips and leadership practices on how to manage virtual teams.

Put simply, a virtual team is a group of people working together towards a common objective, but are physically in different parts of the UK – or even the world. Instead of literally being in the same office or workspace, virtual teams collaborate remotely using technology and digital tools to share information, communicate with each other, and manage tasks and projects. 

Fully remote – where all team members work remotely, with no physical office space at all, probably because they live far apart from each other. These teams depend on virtual communication and collaboration tools all the time.

Hybrid – this is where some team members are based in the office, while others in their team work from home. These types of teams combine virtual interactions with in-person collaboration.

Global virtual – as it says on the tin, these teams are composed of members who are distributed across the globe, often in different time zones, and are usually part of multinational organisations or globally distributed start-ups.

Project-based virtual – here we have teams that have been assembled for a specific project, and are then disbanded once the project is finished. Teams such as these normally include experts from different locations or departments, who come together virtually to achieve the same goal.

Virtual teams can come with a number of challenges, including:

Barriers to communication – us humans don’t just communicate with words; body language makes up a lot of our understanding of each other. Only seeing your fellow team members online can lead to miscommunication. Without those person-to-person interactions, important nuances can be lost, which can lead to misunderstandings. Differences in time zones can interrupt synchronous communication.

Feelings of disconnect – do you really know someone if you’ve never met them? That’s why virtual teams might struggle with feeling disconnected from one another. Without the camaraderie of a shared physical space, it can be hard to build rapport which, in turn, could affect productivity and team morale.

Accountability issues – who’s accountable for what? Within a virtual team setting, it can be problematic for team leaders to monitor progress accurately and ensure accountability. Without hands-on oversight, some members might find it hard to stay focused or motivated.

Cultural differences – with virtual team members scattered across the world, cultural differences can cause friction due to differing work practices, communication styles, or expectations. It is essential to remain sensitive to diverse perspectives in order to maintain a cohesive team.

Technical problems – while technology has made our lives easier in many ways, it can be frustrating when your internet goes down as you’re about to log onto a meeting. Any technical problem can disrupt workflow and really annoy remote employees. 

The article “Managing Virtual Teams”, by HR professional Yendor Felgate, focuses on adaptive leadership, with the emphasis on the importance of tailoring management strategies to fit the specific requirements of each team. Felgate states that managers should remain flexible, switching between different leadership methods, while constantly being aware of keeping the wellbeing of the team front and centre. By understanding the challenges of each member of the team, Felgate believes that leaders can create a really effective environment for virtual teams.

Below are the reasons why adaptive leadership is most likely to be the best leadership style when needing to manage virtual teams:

• Adjust to shifting requirements

Being an adaptive leader is all about flexibility, and adjusting the leadership style depending on the unique set of circumstances required by the team. When you’re leading a virtual team, situations can change at the drop of a hat – whether that’s shifting team dynamics, adapting to new technologies, or facing issues such as time zone conflicts. An adaptive leader will be swift to assess the situation and make the necessary adjustments, so the team can keep moving forward despite any obstacles put in their way.

• Customise to individual needs

Virtual teams are often composed of diverse individuals, with different communication styles, alternative work preferences, and conflicting time zones. The importance here, as an adaptive leader, is to tailor your approach to each individual member. For instance, some employees prefer autonomy, while others might crave more guidance and support. Using adaptive leadership as a method means that everyone gets the support they need to perform to their full potential.

• Resolve problems in unpredictable circumstances

Another attribute of adaptive leadership is flourishing when situations are uncertain or complex. It’s a mainstay of virtual teams, facing unpredictability from communication breakdowns to technological issues, so adaptive leaders need to be on top of this. They excel during these challenges, helping their team to seek out the best solutions. This way of solving problems ensures that setbacks don’t scupper the progress of the virtual team.

• Encourage learning and development

Learning and development for teams is crucial in order to progress. Adaptive leaders know this, recognising that virtual environments constantly evolve, and encouraging teams to remain open to new skills, tools, and practices. With members developing the know-how to navigate remote work challenges, resilience and agility is embedded even deeper into the team’s psyche.

• Build on independence and trust

Trusting any team is vital, but has even more of an emphasis with virtual teams because leaders can’t physically monitor or engage with team members as often they can in the office. Empowering members to take ownership of their own work is a gift that adaptive leaders can give to their colleagues. Being empowered helps virtual teams to function more autonomously, which lessens the need to be micromanaged.

• Promote transparent communication

It’s probably one of the biggest complaints about working virtually – the breakdown in communication that occurs due to different time zones, long distances, and a distinct lack of face-to-face interaction. Open and honest communication can be fostered through constructive feedback, active listening, and addressing any communication issues promptly. This helps virtual teams to stay connected, even when working far apart from each other.

• Embrace cultural and geographical diversity

Being spread across the globe is going to mean that virtual teams usually consist of people from diverse backgrounds. Adaptive leaders recognise and celebrate this diversity, tailoring their leadership approach in order to accommodate different communication preferences and cultural expectations. A sensitivity towards cultural differences will enhance team collaboration and cohesion. 

• Balance long-term with short-term goals

Balancing immediate needs with long-term targets is all about responding to daily challenges while keeping the team focused on its overall goal. Using adaptive leadership means being able to pivot at a moment’s notice, while ensuring the team remains on track to achieve future objectives. 

• Support work-life balance

Working remotely can lead to a blurring of the lines between your work life and your personal life. If not taken seriously, this can lead to employee burnout. An adaptive leader understands how important it is to support the work-life balance of each member in a virtual team, by allowing flexibility into schedules and encouraging team members to disconnect frequently. This helps to maintain team morale.

We’ve gone through the biggest challenges of virtual teams, and what the best leadership approach is, so now let’s expand on that with 8 practical tips to manage virtual teams. 

1. Set out clear communication guidelines

Clear communication is essential when it comes to managing virtual teams. Choosing Zoom, Slack, or Microsoft Teams for real-time collaboration is the way to go, with the use of email for less urgent matters. Set expectations for when you expect members to respond. Within this virtual space, there’s no such thing as over-communicating as it ensures clarity and prevents misunderstandings.

2. Keep on top of 1-2-1s and check-ins

As with having clear communication guidelines, it’s worth scheduling regular check-ins in order to stay on track with virtual teams. A weekly or bi-weekly meeting can keep everyone up to speed on progress while addressing any arising challenges. As well as that,  holding regular 1-2-1s will mean you will better understand individual challenges and can subsequently offer personalised support. Video calls create a more personal connection, with face-to-face interaction strengthening relationships and promoting clearer communication.

3. Cultivate accountability and autonomy

Trusting your virtual team is key. Instead of micro-managing, allow members the autonomy and space to manage themselves and their work, with your focus being on outcomes rather than their time. Assign members specific projects or tasks, which encourages ownership, giving them the freedom to manage their workflow sensibly. Recognising any achievements that come out of this will go a long way to building morale and fostering a positive work environment.

4. Promote a cohesive team culture

Strengthen team bonds by galvanising virtual teams into joining in online activities such as trivia games or chats over a coffee. These can be used as informal get togethers where team members can come together in a way that’s unrelated to work. Fostering an inclusive environment means being aware of cultural differences, so everyone’s perspective is fully valued.

5. Set out clear objectives and milestones

To ensure that virtual teams stay focused and on track, it’s vital to set clear goals so that members understand what is expected of them. Project management tools, such as Trello, Monday.com, and Asana can keep everyone on the same page, ensuring that tasks are completed on time. It’s a good idea to track progress regularly against set milestones, offering support if progress is falling behind the deadlines.

6. Be flexible

This is especially true when setting meeting times, as virtual team members could live in different time zones. You could rotate meeting times to accommodate everyone on a rolling plan, rather than always setting meetings that suit UK workers. Offering flexible working hours allows team members to work when they are at their most productive, as long as they meet deadlines.

7. Support employee well-being

As mentioned earlier, staff well-being is of the utmost importance. Encouraging members to set clear boundaries between work and personal life is one way, making sure they log off at the end of the working day. You could consider providing access to mental health support, such as meditation apps and wellness programmes, helping team members to deal effectively with stress. Keep reminding your team to take regular breaks throughout the day to maintain productivity and avoid screen fatigue.

8. Remain proactive with technical issues

One of the real headaches for virtual teams are technical issues, so it’s vital to nip them in the bud if you can. Make sure members have a productive workspace, good access to the internet, and appropriate software. Set up alternative communication channels, such as mobile phones or a chat forum, as a back-up plan in case video conferencing fails.

Managing virtual teams effectively needs a combination of trust, clear communication, and adaptability. While virtual teams offer flexibility and access to a diverse talent pool, they do come with their unique challenges, such as barriers to communication, isolation, and accountability issues. Adopting adaptive leadership methods, as discussed, means you can navigate these challenges seamlessly.

If you remain flexible, understand the needs of each team member, and foster a robust sense of trust and cohesion, you can’t go far wrong.

Here’s a summary of how to manage virtual teams:

• Clear communication and the correct virtual tools and software are essential for success.
• Personalised 1-2-1s and regular check-ins address any challenges while keeping teams on track.
• Clear milestones and goals provide structure and direction.
• Accommodating time zones will help virtual teams flourish, as will flexible working hours.
• Prevent burnout by supporting well-being and promoting a good work-life balance.
• Proactively manage technical issues to ensure a smooth virtual operation. 

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