What is Virtual Team? A Comprehensive Guide

Gradually, the world is heading toward a virtual existence. Because of the many advantages that a virtual office model offers, many businesses have begun using it. In a virtual team, the members may be located in different parts of the world, but they can communicate with each other over the internet. 

While there are many benefits to working with a virtual team, some challenges also need to be managed. This comprehensive guide will discuss everything you need to know about virtual teams!

What is a Virtual Team?

A virtual team is a group of people who work together from different locations using communication technology. This type of team arrangement is becoming increasingly popular as technology advances, and more businesses adopt flexible working arrangements.

Virtual teams can be composed of employees from the same company or members from different organizations.

There are several benefits of working in a virtual team. For example:

• Members of virtual teams often have more flexibility and autonomy than traditional units.

• Virtual teams can be composed of members from different geographical locations, leading to greater diversity and a broader range of perspectives.

• Virtual teams can often be less expensive to manage than traditional teams.

What Are Types of Virtual Teams?

· Functional team

A functional team is a group of individuals who work together to complete a task or assigned tasks. The members of an available team typically have the same skillset and work together regularly.

The main challenge with managing a functional team is ensuring that all members can complete their assigned tasks promptly.

· Networked Teams

Networked teams are groups of people connected by technology but may not necessarily interact regularly. These teams allow for greater flexibility and creativity, as members can contribute from anywhere in the world.

However, they can also be more challenging to manage, as it can be difficult to build trust and rapport when members are not physically present.

· Product Development Team

A product development team is a cross-functional team responsible for bringing a new product to market. The group typically includes engineering, marketing, sales, and design representatives. The primary goal of the product development team is to ensure that the new product meets the customer’s needs.

· Parallel Teams

Parallel teams are a type of team structure where members are grouped according to their skillsets and expertise. It allows each group to focus on their task while remaining cohesive with the rest of the team.

One of the benefits of parallel teams is that it can lead to increased efficiency as members are not wasting time trying to learn new skills or tasks. Furthermore, this team structure can promote creativity as members can share ideas and knowledge more efficiently.

· Matrix team

Matrix virtual teams are teams that span multiple organizations and geographic locations. They are typically formed to solve complex problems or take advantage of opportunities that require expertise and knowledge from various disciplines.

A virtual matrix team member typically comes from different organizations, with each organization contributing unique skills and perspectives.

Advantages and Disadvantages of Virtual Team?

Advantages:

Following are the different pros of virtual teams:

· Cost-effectiveness:

Companies can save on office expenses and other related costs by having virtual teams.

· Increased productivity and flexibility:

Working from home or a remote location can help employees be more productive as they are not distracted by colleagues or office politics. And, since they can work from anywhere, they have more flexibility regarding when and where they work.

· Access to global talent:

By having virtual teams, companies have access to talent from all over the world.

· Increased creativity and innovation:

With people from different cultures and backgrounds working together, there is potential for increased creativity and innovation.

· Improved communication and collaboration:

Virtual team members can communicate and collaborate more effectively than if they were in the exact physical location. They can access instant messaging, video conferencing, and other online tools to facilitate communication.

Disadvantages:

· Lack of Personal Interaction:

One of the main disadvantages of virtual teams is the lack of personal interaction. It can lead to miscommunication and misunderstandings, as team members cannot see each other’s nonverbal cues.

· Time Zone Differences:

Another disadvantage of virtual teams is time zone differences. It can make it difficult to coordinate meetings and deadlines, as team members may be in different parts of the world.

· Limited Communication:

Virtual teams also have limited communication, as team members cannot meet in person. Moreover, building relationships and trust among team members can be challenging.

· Lack of accountability:

Virtual teams can also be less accountable than traditional teams. It is because it can be more challenging to monitor and track the progress of team members who are not in the exact location.

· Difficulty with collaboration:

Virtual teams can also have difficulty with collaboration. It is because team members may not be able to work together as quickly when they are not in the exact location.

What Are Challenges for Virtual Teams?

Virtual teams in organizations comprise members from different locations who communicate and collaborate predominantly through electronic means. Although virtual teams offer organizations several advantages, they also come with unique challenges.

The following are some of the challenges faced by virtual teams:

· Lack of Motivation:

Working virtually can present challenges unique to an organization’s remote workers. These employees may feel isolated and detached from their teams. Moreover, they’re not privy to regular office banter, day-to-day happenings, or social interaction with team members.

As a result, working virtually often presents a challenge regarding motivation. Keeping motivation high is essential if you want your virtual team members (in particular) to be productive.

· Challenges with Coworkers:

Face-to-face communication is crucial to smooth collaboration and progress. When you’re working remotely, it’s essential to make an effort to schedule regular meetings with coworkers. Aside from official engagements, try chatting with them daily to catch up on project updates or ask questions.

· Information Overload

Finally, virtual teams may also suffer from information overload. With team members located in different parts of the world, there is a risk that team members may receive too much information irrelevant to their work. Therefore, it can lead to confusion and frustration and make it difficult for the team.

How to Manage a Virtual Team? (Tips for a Successful Virtual Team)

When it comes to managing a virtual team, there are some key things you need to keep in mind to ensure success. Here are a few tips:

1. Clearly Define Roles and Responsibilities

One of the most important things you can do when managing a virtual team is to clearly define roles and responsibilities from the outset. It will help ensure that everyone is on the same page and knows exactly what is expected of them.

2. Communicate, Communicate, Communicate

Effective communication is essential when managing a virtual team. Make sure to over-communicate rather than under-communicate, and use various communication methods.

3. Schedule Regular Team Meetings

Regular team meetings (e.g., weekly or bi-weekly) are a great way to stay connected and ensure everyone is on track.

4. Encourage and Facilitate Interaction and Collaboration

When managing a virtual team, it’s crucial to encourage and facilitate interaction and collaboration among team members. It can be done in many ways, such as through regular team meetings, informal networking, and socializing.

5. Keep an Open Mind

It’s essential to keep an open mind and be willing to try new things. It is necessary to stay flexible and adaptable, both critical qualities in successful virtual team management.

5 Best Virtual Team Collaboration Tools

Virtual groups can be tricky to manage and keep organized. However, virtual groups can be as influential as any in-person team with the right tools.

Here are the five best virtual team collaboration tools to help your team stay on track and communicate effectively.

1. Monday.com:

This tool helps teams track their progress and manage their workflow. Moreover, it also includes features such as task dependencies and team chat.

Related Reading: Asana vs Monday: What is My Thought After Using Them?

2. ClickUp:

This tool is excellent for managing tasks and projects. It includes Kanban boards, Gantt charts, and real-time collaboration.

Related Reading: ClickUp VS Notion: What Are Their Differences and Similarities?

3. ProofHub:

This tool helps virtual teams manage their projects and keep track of their progress. Moreover, it includes Gantt charts, project templates, and file sharing.

4. NTask:

Ntask is a great virtual team collaboration tool that helps groups stay organized and on track. It offers tasks management, calendars, file sharing, and more. Moreover, with Ntask, you can keep your virtual team organized and efficient.

5. Asana

Asana is a virtual team collaboration tool that helps groups manage projects and tasks. It offers a variety of features to help teams stay organized and on track, including task lists, calendars, file sharing, and more. Asana is free for up to 15 users, and paid plans start at $10 per month per user.

Related Reading: 6 Best Free And Paid Asana Competitors You Can Choose

Final Thoughts:

As you can see, virtual teams have a lot of pros that companies are taking advantage of. Using the tips in this article and the software we covered, you can create your virtual team and start reaping the benefits.