Managing a Virtual Team

So, you’ve done it! You’ve achieved every entrepreneur’s fantasy and hit a major success goal. And, while it’s an amazing accomplishment, the flip side of drawing in a lot of clients is that you suddenly become very busy…and find that you now need a team to help take some of the tasks off your plate, so you can work on maintaining your growth and keeping up with demand. Why not consider a virtual team?

Whether you can make do with the help of one VA and a writer, or have extensive projects that require many specific skillsets, a virtual team requires as much management as a traditional team does. The following lists break down some of the aspects of running a virtual office and some tips on making it work for you.

Setting Up Your Team for Success:

• "Introduce" everybody – Basically, this means giving each VA some degree of access to the rest of the team. This can be done via email, Skype or even a live web meeting. Ensure everyone knows the role and skillset of the entire team, so they are acquainted enough to feel comfortable with contacting each other and working together, even if you’re not available.
• Lay out the game plan – Be clear about the projects you’re working on, so everybody is in the loop. No matter the type of virtual team you use, knowing what the end goal is, who will be doing what and important details, such as deadlines at each stage, are crucial to a smooth process throughout each project. Communication that is consistent and clear is the key to maintaining the structure of your plan.

Working Together:

• Encourage constructive criticism and suggestions for improvement – Not everybody has all the answers but just about everyone experiences an occasional less-than-productive day. This is probably the number one reason teams are so important. Allowing your VAs to offer constructive criticism and make suggestions promotes the idea that everybody has an ownership stake in the success of the project and care about putting the work in to achieve it.
• Foster an environment of tolerance for cultural differences – When working with a virtual team, it’s quite normal for the group to be a mash-up of cultures. Tolerance between team members should be encouraged because it allows each person to bring their best, recognize each other’s unique strengths and fosters a smoother flow in the progress of your projects.

Solid Management:

• You may need to reconsider your management style – This is important, due to the differences in working remotely vs. in a physical office. The online environment, by its very nature, requires clear instructions and doesn’t leave a lot of room for ambiguity. For example, something said in jest may be taken much differently when read in an email than it would in person, where your body language and tone of voice would be taken into account. Also, if you manage by generalizing tasks in the confidence that your team is on it, consider re-thinking your communication style (but not your confidence!).
• Ensure the right technology for the job – If your team needs to collaborate regularly, consider using software that facilitates meetings, such as Skype or GoToMeeting. Likewise, if your project requires the use of a particular program or cloud tech (i.e. Adobe, calendars, Salesforce or Dropbox), ensure each team member has access to it. Otherwise, it could slow down your progress by causing more ‘back-and-forth’ updating or even incompatibilities that need addressed before moving forward.
• Divide tasks accordingly and thoughtfully – It goes without saying that your virtual team members should get the tasks they are most qualified for. However, you can’t simply dole out all your work to your best workers…it should be evenly divided, so everybody has an equal stake in the project and nobody feels overworked. Also, be sure to divvy up tasks that your team can handle. For example, set up ‘checkpoints’ for long-term tasks or break down extensive projects into smaller bites, so that each deadline can be met with confidence and efficiency.
• Recognize the team’s achievements – This can be as simple as a ‘thank you’ for a job well done, or as complex as a reward system, complete with bonuses or other compensation. The point is to acknowledge your team’s accomplishments openly and as often as possible, so they know their efforts are appreciated. It’s the other side of the constructive criticism/constructive praise coin.

Managing an online team is all about using technology to connect, collaborate and build relationships that help grow your business. However, it is not without its challenges – it requires consistent communication, clear expectations and enough time to oversee each responsibility you outsource. But you don’t have to go it alone! Red Apple Virtual Assistant Services is experienced in various aspects of outsourcing and are here to help.

Contact us today to discuss your unique business needs and how our services can best meet those needs to take the weight off your shoulders, so you can focus on the big picture.

Internet marketing isn’t rocket science but it does require a balance of technical know-how, customer psychology and finesse. Putting together a solid plan of action gives you the right start, providing the structure you need to build your marketing