In our last post, part one of this series, we talked about team conflict, specifically what it is and how it arises.
You can read the post, team conflict in a virtual world here.
Today I want to share some time-tested strategies I have been teaching leaders so that they can manage their virtual teams.
Start With The End in Mind
I am sure many of you will agree with the phrase that prevention is better than cure.
A team vision and ‘this is the way we work’ guidance and regular review meetings are a must. You can’t expect someone to follow the company map if they haven’t been given one or aren’t reminded what it is and how it works.
At Zestfor, we are often asked to deliver team training when conflict arises. One of the first things we check is that the team has a team or department charter and guidance on behaviours aligned with performance objectives.
Though many do have these in place, they are hidden in a drawer and used once or twice a year at performance reviews and rarely used regularly.
No wonder conflict starts to simmer when our work expectations aren’t clear or reinforced.
If this is ringing bells for you, maybe it’s time to develop a communication strategy so everyone is clear on acceptable and unacceptable behaviours.
By clarifying your culture, communication, and collaboration, you can often stop conflict from occurring in the first place or have a performance process you can implement if conflict does start to occur. I wrote a comprehensive post on 6 Strategies To Managing Performance In Virtual Teams that will help.
This leads me to connection and communication.
Connection and Communication
There are many upsides to virtual working; work-life balance, focus and concentration, and productivity.
However, our ability to power through projects can mean we forget to connect and communicate with each other, especially with our team members.
As managers, I understand that you have multiple projects to complete and super busy days. However, your team is critical to your overall performance and needs your time.
In the virtual workspace, over-communication is a good thing. Team members should send regular updates on their progress and ask for clarification when they need it.
Frequent communication can and does help reduce conflict in virtual teams.
This could be structured Microsoft Teams calls or ad-hoc call catch-ups to check in. Either is fine; make sure they happen with you and individual team members and a group.
Remember, when you are working in an office, the mere physical presence of other human beings works as a stabiliser.
You also get the opportunity for the classic water cooler moments, office ‘banter’ or catch-ups in the car park or at lunch, all of which cement and bond teams in an unconscious way. This leads me to a useful strategy when a physical connection isn’t possible; I call it team temperature checks. Let me explain.
Always Check The Team Temperature and Handle it Fast
Virtual leaders need to be super aware and vigilant of their team temperature.
A well-known leadership and training supposition is that we can not communicate.
In other words, our energy, words, deeds, body language and action give away that something isn’t quite right in our world.
Many of us know when our significant other or best friend has ‘something’ going on. Their communication becomes either short or sporadic; they seem distant, on another planet or about to explode; and the list goes on.
The good news is that you can also pick up these signs in a virtual team.
In a virtual team, common indicators that something isn’t right include.
- Lateness to team calls
- Lack of participation
- Poor eye contact and especially related to certain team members
- Dress codes and appearance slipping
- Quietness and less participation in team threads
- Short or curt emails and messages when that isn’t their normal style
- Lack of ideas or engagement and interaction
Have you noticed this happening in your team, perhaps?
Once you experience a different reaction, you can start handling what is going on and resolve a developing situation before it explodes.
If you observe that Louise isn’t herself or hasn’t spoken to James in a few weeks, it is time to chat.
Here is a top tip; act on your observations fast. Please do not ignore it when you notice issues or get a report. Perceptively understand where people are clashing and how you can help. Conflict situations can escalate fast in a virtual world, and you do not want to have to resolve a conflict situation that could have been prevented.
Move into coaching mode as a priority to understand the situation rather than moving into performance management when it might not be appropriate.
If you need to brush up on your coaching, read our posts on coaching here and here. If coaching is a focus in your company this year, get in contact here as we have several programmes that will help. Alternatively, call me on 0845 548 0833.
Until next time,
Julia Carter
How Can We Help Improve Your Leadership Skills?
Our range of leadership development programmes focuses on supporting you to improve your leadership capability.
Managers and their teams will improve vital communication, collaboration and influencing skills over six months – developing all participants into high performing virtual team members. Click here for a full programme description or call one of our team on 0845 548 0833.
About Zestfor
Zestfor specialises in developing leadership Training programmes and resources scientifically tailored for technical markets – including Pharmaceutical, IT, and Life Sciences.
Our blend of in-classroom, online, and virtual live-stream delivery methods will engage and assure even the most introverted team members from the first meeting – whether face-to-face or virtually. So, to have a brief chat, call us on 0845 548 0833.
