The world has moved to a whole new kind of office and you all fondly call it “home”. It’s time you get your organization’s virtual team in place – if you haven’t done that already. 

Organizations today have no choice but to make their workforce forget their office cubicles and work remotely from home. Instead of huddling around projectors in conference rooms, people are sharing screens in Zoom and Hangouts. From scribbling in real whiteboards to using in-app writing tools, communication on video has never been smoother.

The transition might not be as easy as it seems though. Companies are still struggling with threats of data protection, privacy, and asset misuse. More challenges of inadequate availability of unique work-based resources are hampering the quality of job getting done. Massive salary cuts and fear of job loss is adding to the stress levels of employees who are already reeling under the pain of COVID-19

Whatever the reasons, the pandemic has left little choice for organizations. If they wish to survive, they need to adapt to the new normal, i.e, get their organization’s virtual team in place.

ALSO READ: Build Strong and High-Performing Teams Virtually or Otherwise

Set up Your Organization’s Virtual Team in 4 Steps

We chose to not say, “easy steps” because we definitely consider them not.

Prep up your team mentally first

When meeting virtually, your workforce needs to be comfortable, honest, and as frank with each other as they were during a one-on-one. It is difficult to establish rapport with your fellow colleagues when you don’t see them face-to-face. This is a major challenge in communication and you need to address it before everything else. 

Bring your HR into the discussion and streamline the process for everyone. Share tips and rules with the workforce on how they can assist in making video calls effective and efficient. 

If there is a global team, sharing articles on cross-cultural communication skills can avoid unintended mistakes. 

 

Leverage the right communication tool

It is easy to underestimate the importance of communication, but meet virtually and you will never do that again. Even the smallest of issues can create massive disruptions when working with a dispersed team. This might eventually affect overall team productivity. 

A great communication tool puts an end to such complexities and allows a smooth functioning within the organization. Zoom, Google Meet, Hangouts, Skype, and Microsoft Teams, are some of the most trending video conferencing tools right now. 

However, the desire to see everyone on the same system fast must not force you into taking wrong decisions. The “latest” or “feature-laden” technology will be of no use if the team has to make an effort every time. Leverage the best technology that supports the whole endeavor – and is not bank-breaking at the same time. 

 

Set up the rhythm

Once an application is in place and your workforce is ready for virtual teaming, you must bring a roadmap in place.

This roadmap will first cover “team norms and guidelines” that will ensure a safe work environment. An effective standard of communication ensures a great degree of transparency and coordination among the members working remotely. Create a communication strategy where members share information that is timely, relevant, factual, comprehensible, and goes to the intended personnel.

Next, it’s time to rope in the leadership and set up some business goals. 

Once your organization’s virtual team is ready, pursuing the relevant business commitments come next. For business continuity, the workforce must lose no time and dedicate their valuable time in achieving organizational goals.

 

Build Relationships

The key to an engaged, proactive, and productive workforce is appreciation. One would brush this element under the carpet during these unprecedented times. On the contrary, it must be given utter significance. 

Remote workers are more likely to feel disconnected and unappreciated. Keep in mind that they are already missing the 9-to-5 connection. Any misinterpretation will shut down their creativity completely, leaving them less interested in future endeavors. Showing empathy brings down a day’s frustration in seconds.

To create great bondings, acknowledge them more than they deserve, appreciate for pushing working hours, reward for delivering.

Encouraging a dispersed team will keep them true to their commitments and further build great relationships

 

Endnotes

These may be desperate times, but we all need to sail through. Organizations around the world have understood the fact and are working hard to ensure that the world doesn’t stop continuing. For your organization’s virtual team to stay in par with others, you need a harmonious work environment. Coping in a pandemic and making it through the end might leave you even more formidable than before. 

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