A virtual team is a team like any other. It has real people doing real work in real places. However, the members of the team are not all in the same place at the same time. The different participants may be spread all over the globe. This lesson looks at some of the features of a virtual team and focuses on communications within the team.
A day in your office
Think about your workplace (if you are not part of a virtual team) and make a list of all the different interactions you have with different people in the office. Make a note of who, where, why, when/how often. These can be face-to-face interactions or phone, mail etc interactions.




Look at the list you have made and decide which of these interactions would not be possible in a virtual team.
e.g. Chatting with colleagues from different departments in my coffee break at the canteen.
How could each of the following communication options help with the difficulties associated with virtual teams listed below?

e-mail                project website       video conferencing   phone conference     online forum

Communicating across time zones

Impossible to meet face to face

Isolation of team members

Lack of community feeling

e.g. E-mail is obviously great for communicating across time zones, although if you want some thing more immediate you might need to call a video conference to get everyone to meet at the same time in virtually the same place.....

 

 

 

 

 
Read the problems that the co-ordinator of a virtual team has been facing. Match the problems with the advice given by a colleague.

Problems

 

[3.01] I seem to be getting very different responses from team members in different countries about the work schedules. Some seem perfectly fine but others seem quite unhappy even a little angry.

Advice B

[3.02] The team members don’t really seem to know each other very well. They don’t have much information about each other apart from job titles and things like that

 

[3.03] I’ve got one guy who started off well but is missing deadlines all the time. What can I do?

 

[3.04] I really need to see everyone to discuss an important development but its impossible to fly everyone over here for a meeting.

 

[3.05] I keep getting the same work from two different people. I don’t understand why?

 

[3.06] I have to create a virtual team for a new project. Any tips on how to get started?

 

Advice

 

[A] It’s even more important with a virtual team than with a face-to-face team to define the goals and the vision of the project. Make sure everyone is totally clear about what is expected from the beginning. It’s more difficult for a virtual team to keep on track if it’s not clear from the start what the vision is.

[B] You have to remember that working patterns and expectations are different in different countries. It’s important to do some background research on the different cultures represented on the team so you can try to avoid any major misunderstandings.

[C] Each team member needs to know from the start of the project what their individual roles are. You need to clarify the tasks you want each person to perform and what your expectations of each team member are. You need to make sure that your team communicates with each other as well as with you.

[D] Videoconferencing is a great way to bring teams together. You have the opportunity to actually see each other as well as hear what you all have to say. If you have the technology in place, use it. If not, consider scheduling a face to face meeting for the whole team at a suitable location. It may be expensive, but it is extremely important to get together occasionally.

[E] You need to find out as soon as possible why he’s missing deadlines repeatedly. Don’t let it continue. It may be something very simple and you will be able to solve it quickly and easily together. Talk to him, if you leave it , the problem may get worse. Look at the work schedule, look at the deadlines, are the aims clear?

[F] It is very important to create a virtual community so that the team members feel they really are part of a team and don’t feel too isolated. They can’t go for lunch together if they’re working in different countries or even continents, but they can share news (work and social) if you create a project website with a forum or message board. Encourage team members to use this as a way of getting to know each other better.

Read the tips for leaving voice mail messages and complete each piece of advice with the words and expressions in the box.

leave out        keep a copy   recorded        natural                       contact details            slowly and clearly     unnecessary        identify yourself         saves

Voice mail message checklist

A

Be concise – stick to the point and don’t add lots of 4.01unnecessary information. If necessary, write a script before you call to help you.

B

You are leaving a message not having a conversation. Keep it simple and clear but don’t 4.02_______________ any important details.

C

Don’t forget to leave your phone number. It 4.03_______________ time and effort for the receiver – and they may not have it anyway!

D

Speak 4.04_______________ especially when you have to give important details such as statistics or phone numbers. Spell names if necessary.

E

Try to be as 4.05_______________ as possible. Don’t hesitate or leave long pauses.

F

Make sure you leave 4.06_______________  if you expect to be called back. This should include time/day, place (e.g. home/office) as well as the number.

G

4.07_______________ of any important phone messages you receive just as you would with important e-mails.

H

Don’t say any more than you need to. Remember your message is being 4.08_______________!

I

Always 4.09_____________. Seems obvious but don’t forget to say who you are on your message. The receiver needs to know and may not recognise your voice.
Read the transcripts of some voice mail messages below and decide which of the tips in the previous activity the speaker did not follow.

4.10

{...by the way did you hear about John at XYZ Computers? He’s been sacked.} Anyway, back to business, could you send me the report by next Tuesday?

A – unnecessary information

4.11

Hi, Susan here. Could you give Tom Kaczynski, the Sales Manager at Abbot Recordings, a phone on 981 3456? Thanks.

 

4.12

Erm...well.........Ok, right, John here, erm, ...................... Could you....I mean when you get back....could you phone me at home on erm..............567 4321?

 

4.13

Hi Kalpana, since we haven’t met yet would you like to meet next week to discuss the new training programme? Call me on 874 9992. Thanks.

 

4.14

Marco, it’s Janice here. Please call me.

 
Now re-word each example to make it more appropriate.

4.15

 

4.16

 

4.17

 

4.18

 

4.19

 
Read the statements about writing effective e-mails and decide if they are true or false.
 
T/F
5.01 Use abbreviations to save time and space. [False. Only use abbreviations if you are 100% sure they will be understood by the receiver]
F
5.02 Don’t leave the subject line (Re: ) blank.
5.03 CAPITAL letters and exclamation marks are good for highlighting important details.
5.04 Always reply to an e-mail instantly.
5.05 Don’t write long e-mails; use attachments for lengthy explanations, statistics or graphs.
5.06 Don’t underline words; it looks like a hyperlink.
5.07 Check the address; don’t send it to the wrong person.
5.08 Keep the most important content for the end.
5.09 Keep it simple and clear; your reader shouldn’t have to guess the details.
Look at these two emails. Which do you think is more effective? Why?

5.10

 

 

 

A

 

B

 

To...

sandy@britcouncil.org

To...

sandy@britcouncil.org

Cc...

 

Cc...

 

Subject:

Re: project website forum – login details

Subject:

Re: at last the forum is up and running

Dear Sandy

Thanks for your message.

The project website forum is now up and running. Sorry for the delay in activating it.

You can login using these details:

username:       sandy
password:        eltprof1

Hope you find it useful.

Regards

June

Dear Sandy

Thank you so much for your message and I am most terribly sorry for the delay in getting the new project website forum up and running as we did in fact experience some rather problematic technical difficulties at our end and were, therefore, not able to activate the system as early as we had originally intended to do so.

I do hope that you find the system satisfactory now that you are able to access it . Use your first name to login with and of course you’ll need a password which I believe is eltprof1.

Regards

June
Read the following e-mail.
5.11There are several mistakes in it. Can you identify the mistakes and then rewrite the email correctly?

To...

sandy@britcouncil.org

To...

 

Cc...

 

Cc...

 

Subject:

Re:

Subject:

Re:

Dear Andrew

The CSS visit is coming up and there are quite a few things I want you to do before the VVIPs arrive.

This is VERY IMPORTANT!!

BTW funding has been cut and your team’s contract will not be renewed next month!!! Don’t tell anybody yet.

Regds

Bob

 

 
In this lesson you have:
looked at how a virtual team is different to a team based in one location
looked at the advantages and disadvantages of virtual teams
considered different ways of communicating among members of a virtual team – email, video conferencing, phone, project website, forums.
focused on effective email correspondence
worked on ways to improve voice mail messaging
In this study block – Work: Team Development – you have looked at several important interpersonal skills that can have a great impact on efficiency in the workplace. An awareness of leadership and teambuilding skills can lead to a more productive working environment and at the same time create a positive atmosphere where colleagues feel at ease and can work well. As more and more people work in geographically dispersed teams it’s crucial to consider factors that can improve the efficiency of this new way of working.
The next LearnEnglish Professionals e-m@il lessons study block focuses on how to give effective presentations.