Last updated on Mar 16, 2024

You’re leading a virtual team. What are some common ways to avoid failure?

Leading a virtual team can be challenging, especially when things go wrong. How can you prevent failure and keep your team motivated, productive, and engaged? Here are some common ways to avoid failure when leading a virtual team.

1 Define clear goals and expectations

One of the main reasons why virtual teams fail is lack of clarity. Without face-to-face communication, it can be hard to align your team on the vision, objectives, and deliverables of the project. To avoid confusion and frustration, you need to define clear goals and expectations for your team and communicate them regularly. Use SMART (specific, measurable, achievable, relevant, and time-bound) criteria to set realistic and meaningful goals. Make sure everyone knows their roles, responsibilities, and deadlines. Provide feedback and recognition to keep your team on track and motivated.

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2 Build trust and rapport

Another common challenge for virtual teams is building trust and rapport. Without physical proximity, it can be difficult to establish and maintain relationships, trust, and collaboration among team members. To avoid isolation and conflict, you need to build trust and rapport with your team and foster a positive team culture. Use various communication channels, such as video calls, chats, and emails, to communicate frequently and openly with your team. Share personal and professional information, such as hobbies, interests, and achievements, to get to know each other better. Encourage team bonding activities, such as virtual coffee breaks, games, or quizzes, to have fun and socialize.

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Sixten Sandström

Ecosystem & Account Manager @ Business Finland | Ecosystem Lead
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In my opinion the structure or maturity of your team is the starting point for deciding how virtual or self guiding the team actually can be. Of course the task at hand plays a crucial role as well. In a team with seasoned members I find it often best to lead the team by goals or targets. "How" they are achieved is up to the team members. It's imperative that the leaders presence and support is always felt even though at a different stance from the actual doing. A virtual team has to be lubricated with a great amount of trust and freedom to act.

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3 Manage communication and collaboration

A third common pitfall for virtual teams is managing communication and collaboration. Without effective communication and collaboration, your team can suffer from misunderstandings, delays, and errors. To avoid communication and collaboration issues, you need to establish and follow communication and collaboration protocols and tools. Choose the appropriate communication channel, frequency, and tone for different situations and messages. Use a shared platform, such as Google Drive, Trello, or Slack, to store and access documents, tasks, and updates. Use collaborative tools, such as Google Docs, Zoom, or Miro, to work together on documents, presentations, or brainstorming sessions.

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Robyn Bartie

Product Prioritization Planning Manager at Clickatell
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I think that we will always have stakeholders who are virtual, we have moved past having everyone in the office in the same space and in person. I do think that having regular check-in's is really important as well as ensuring that everyone puts on their camera for the check-in's also adds a human element to it. You can then see the people in your team and how they interact with each other. Have a clear agenda for your Team check-in's and share as a team what is being worked on, progress on items, discuss any pain points and as a team collaborate to see how to achieve the overall goal that has been set for the near or long term. Let each person provide their update, this way your stakeholders are engaging in the meeting.

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4 Support flexibility and autonomy

A fourth common way to avoid failure when leading a virtual team is to support flexibility and autonomy. One of the benefits of working remotely is having more control over your schedule, environment, and work style. However, this also means that your team may face different challenges, such as time zone differences, distractions, or personal issues. To avoid micromanaging and demotivating your team, you need to support flexibility and autonomy for your team members. Respect their preferences and boundaries, and allow them to work at their own pace and style. Provide them with the resources, guidance, and support they need, but trust them to complete their tasks without constant supervision.

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5 Address problems and conflicts

A fifth common way to avoid failure when leading a virtual team is to address problems and conflicts. Even with the best practices and intentions, your team may encounter problems and conflicts along the way, such as technical glitches, missed deadlines, or disagreements. To avoid escalation and resentment, you need to address problems and conflicts as soon as they arise. Listen to your team members' concerns and perspectives, and acknowledge their feelings and emotions. Use a constructive and respectful approach to resolve issues and find solutions. Learn from your mistakes and failures, and use them as opportunities to improve and grow.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Virtual Teams

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You’re leading a virtual team. What are some common ways to avoid failure?

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5

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1 Define clear goals and expectations

2 Build trust and rapport

3 Manage communication and collaboration

4 Support flexibility and autonomy

5 Address problems and conflicts

6 Here’s what else to consider

Virtual Teams

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You’re leading a virtual team. What are some common ways to avoid failure?

1

2

3

4

5

6

1 Define clear goals and expectations

2 Build trust and rapport

3 Manage communication and collaboration

4 Support flexibility and autonomy

5 Address problems and conflicts

6 Here’s what else to consider

Virtual Teams

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