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How to manage your virtual team for better productivity

27 April, 2023 · 5 min read·Business
How to manage your virtual team for better productivity
Learn how to lead a productive virtual team by implementing effective strategies for communication, collaboration, and project management. Increase efficiency and achieve success with these valuable tips!

Virtual teams are becoming increasingly popular in today's globalized business world. Companies are now hiring remote employees from different geographic locations and time zones to work together on projects. Virtual team management is fast becoming a vital skill set for managers. Nevertheless, managing a virtual team comes with its own unique challenges compared to managing employees who work in the same office.

This blog post will explore the essential components of effective virtual team leadership. We will explore various techniques managers can use to overcome these challenges and build a highly productive virtual team.

Understanding virtual teams

Virtual teams have become more popular with the widespread adoption of remote work. Virtual teams are composed of remote team members from different locations or time zones who work together to achieve a common goal. They may use online communication tools and platforms to collaborate and coordinate their work.

As a result of the COVID-19 pandemic, many businesses were pushed to adopt virtual teams to keep their operations running. While virtual teams offer various advantages and benefits, they also pose unique challenges to managers. Virtual team management must equip leaders with the knowledge and skills to manage their teams effectively.

Understanding virtual teams requires understanding the unique factors that distinguish them from traditional teams. Successful virtual team management depends on various elements, including building trust, promoting effective collaboration, and communication strategies. An effective virtual team manager must create an environment conducive to productivity, maintain constant communication with team members, and ensure everyone is aligned toward the same goals.

Key challenges of virtual team management


When operating a virtual team, a key challenge is communication. It’s important to consider the diverse cultural, linguistic, and technological barriers that sometimes hinder effective communication. For instance, language barriers and poor audio quality during virtual meetings can make effective communication difficult. Moreover, virtual teams lack the informal banter that usually characterizes in-person communication, putting more emphasis on clear and concise communication channels between team members.


Another key challenge that comes with virtual team management is building trust. Different locations, backgrounds, and cultures often lead to unspoken and unique biases; which can hinder cooperative relationships between team members. Building trust is essential to establish effective collaboration within the virtual team. Trust-building activities, frequent open communications, and virtual team-building exercises can help build team cohesion and foster team spirit and trust.

Same objectives

Another challenge is ensuring everyone aligns with the mission and working towards the same objectives. With virtual teams dispersed across different locations, one of the primary challenges in virtual team management is ensuring that all team members are on the same page. This means, ensuring that the team has agreed on specific goals to achieve and they are all clear on what is expected of them. It also involves ensuring that each member has been assigned specific tasks and has the right resources to accomplish their deliverables promptly.

Building trust and communication among virtual teams

Due to the lack of physical presence and interpersonal interactions, building trust and communication among virtual teams can be challenging. However, establishing trust is essential in creating an effective virtual team. Trust can be built by understanding each team member's strengths and weaknesses and acknowledging their contributions to the team's success. This also includes building rapport through non-work-related conversations and actively listening to team members' ideas and suggestions.

Active communication is another key factor in maintaining effective virtual teams. Regular meetings and check-ins help keep communication channels open and facilitate team collaboration. Video conferencing tools can also help establish a more personal connection between team members, which can be invaluable in building trust and engagement.

Creating a shared language and ensuring everyone is on the same page is also important in establishing effective virtual team communication. This can be achieved through documenting team goals, expectations, and outcomes. Group chat tools like Slack or Microsoft Teams can also help share teams' ideas and progress.

Creating an environment that encourages collaboration and fosters communication among virtual team members is essential. Emphasizing the collective success and benefits of teamwork can go a long way in creating a strong virtual team culture. This can help keep team members engaged, motivated, and invested in the group's success, ultimately increasing productivity and achieving better outcomes.

Effective virtual team collaboration and productivity tools

Virtual team collaboration can be challenging due to members' lack of face-to-face interaction. Fortunately, technology has bridged this gap by providing communication and collaboration tools. These tools include video conferencing tools like Zoom, Google Meet, and Skype, as well as instant messaging applications such as Slack and Microsoft Teams. These tools allow team members to communicate effectively and collaborate on projects in real time, despite being in different locations worldwide.

In addition to collaboration tools, virtual teams also require productivity tools to help them manage their tasks and deadlines. Trello, Asana, and Jira are project management tools that help virtual teams organize tasks, assign responsibilities, and track progress. These tools foster accountability and transparency among virtual team members, preventing tasks from falling through the cracks due to poor communication or lack of clarity.

Virtual teams also need tools to share files and documents easily. Google Drive, Dropbox, and OneDrive are cloud storage solutions allowing team members to share and collaborate on documents in real time. These tools allow virtual team members to access data from a single source, ensuring everyone has the most up-to-date information.

Moreover, virtual teams need tools to measure their productivity and track progress toward their goals. Tools such as RescueTime and Toggl are time-tracking applications that help virtual teams manage their time effectively, stay focused on their tasks, and avoid distractions. By tracking their time, virtual team members can identify areas of improvement and adjust their workflows accordingly.

Strategies for managing virtual teams for better productivity

Virtual teams have become an essential part of today's business world. They offer many benefits, including flexibility, access to global talent, and cost savings. However, managing virtual teams can be challenging and requires special skills and strategies. This section will discuss the key strategies for managing virtual teams to achieve better productivity.

Set expectations

The first strategy is to set clear expectations and establish well-defined goals. It is crucial to communicate effectively about project milestones, deadlines, and the responsibilities of each team member. When virtual team members clearly understand their roles and responsibilities, they are more likely to stay on track and accomplish their tasks on time.

Establish good collaboration and communication tools

Another strategy is to establish a regular and reliable communication system. Virtual team members typically rely on technology to communicate and collaborate with each other. Therefore, using digital communication tools effectively, such as video conferencing, instant messaging, and project management software, is essential. Regularly scheduled meetings, check-ins, and progress updates allow virtual team members to stay in the loop and collaborate seamlessly.

Give feedback

Providing regular feedback is also critical for managing virtual teams effectively. Feedback helps virtual team members understand how they are performing and where they need to improve. When feedback is often provided, it can help build a sense of trust and accountability, leading to better productivity and overall team performance.

Build relationships

Finally, to achieve better productivity, it's also essential to encourage virtual team members in the same organization to build relationships and bond with each other. Although virtual teams don't work in the same physical space, team members must get to know each other. Encouraging team-building activities, social events, and workshops can help virtual team members build stronger relationships, trust, and collaboration. Virtual team members can achieve more significant results in less time when they work together seamlessly.

Best practices for effective virtual team management

Virtual teamwork management has become a crucial aspect of modern-day work practices. Companies today are increasingly looking to recruit top talent worldwide, creating a need to manage and optimize virtual teams to ensure maximum productivity adequately. The best practices for effective virtual team management require a clear understanding of working with remote teams' unique challenges and opportunities.

One of the core strategies for managing virtual teams for better productivity is to ensure that team members actively participate in regular communication and goal setting. This can be achieved through collaboration tools such as video conferencing software and messaging platforms. By setting clear goals and milestones, virtual teams can remain focused, motivated, and aligned toward achieving the desired outcomes.

Another critical aspect of effective virtual team management is building trust among team members. Trust can be fostered by clearly communicating expectations, ensuring transparency in decision-making, celebrating team successes, and encouraging feedback. By creating a culture of trust and openness, virtual teams can collaborate more effectively and be more productive.

You should also recognize that effective virtual team management often requires a shift in organizational culture and practices. This can be challenging as it involves rethinking traditional work environments and processes. Therefore, companies must be willing to invest time and resources to train managers and employees on best practices for virtual team management and even consider adapting their HR policies to support distributed teams. By doing so, companies can create a more welcoming and supportive environment for virtual team members, leading to better collaboration and productivity.

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