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International Virtual
   Teamworking


       Mark Childs



    M16BE – Cont Issues & Res Methodology
Effective Interpersonal Communication

 Specific time and medium should be identified for
  regular communication
 Use multiple communication media
 Expectations of the speed and quality (open, honest
  and realistic)
 Understanding the recipient’s intrapersonal
  interpretation and perspective (e.g. personal beliefs
  and culture)




                   M16BE – Cont Issues & Res Methodology
Issues in virtual teamworking
•   Timing of activities
•   Technologies
•   Training and testing
•   Trust
•   Techniques




                M16BE – Cont Issues & Res Methodology
Timing of activities
• Remember that the other members of the
  group will have different demands on their
  time.
• When establishing deadlines for work take
  this into consideration
• Be open to negotiating deadlines, but
  ensure you can still meet submission
  dates at both ends

              M16BE – Cont Issues & Res Methodology
Technologies
• Identify the technologies you’re all used to using.
  Technologies need to be able to:
   – Transfer a lot of information from one person
     to the others.  conveyance
   – Be able to bring separate ideas together 
     convergence
   – Form a collaborative working space 
     “coherence”
   – Make you accessible to each other (but not
     too accessible)  continuous presence
                 M16BE – Cont Issues & Res Methodology
Conveyance
• Email is OK.
  – difficult to archive and search
  – Can get overloaded
  – Make sure everyone has everyone’s address
  – Never hit “Reply All” without reading who’s in
    the recipient list.
• Dropbox is better
  – BUT is very poor at version control

                 M16BE – Cont Issues & Res Methodology
Convergence
• Has to be synchronous
  – Chat (MSN, FB, Skype)
  – Videoconferencing (Skype, HP Virtual rooms)
  – Anything else?
  – Downside of audio/visual over text ... Keeping
    track of what is said  so write minutes




                M16BE – Cont Issues & Res Methodology
Meetings
Good Practice
• Agree an agenda and circulate in advance.
• Use meetings for discussion and not for
  conveying information.
• Establish and agree a schedule of meetings.
• Circulate minutes and agreed actions as soon
  as possible after the meeting.
• Maintain list of tasks, assigned person and
  deadlines as shared document.
Coherence
• Collaboratively creating documents
  – GoogleDocs
  – Wikis
• Need to just “go for it” with revising each
  other’s stuff
• Need cut-off points
• Need someone to take responsibility for
  final tidying and formatting
               M16BE – Cont Issues & Res Methodology
Continuous presence
• “Always on” technologies
  – Eg Skype
  – Can be a huge timesink
  – Useful when nearing end of project
  – Don’t rely on constant presence alone, also
    schedule meetings




               M16BE – Cont Issues & Res Methodology
Training and testing
• Don’t assume everyone can use the
  technology in your group.
• Do trial runs before your meeting – there’s
  nothing more irritating than waiting for the
  one person who doesn’t know what to do
  before you start your meeting.
• USE HEADPHONES or you will get echo
  and annoy people (internal mic usually
  better than external)
               M16BE – Cont Issues & Res Methodology
Group questions
• Which technologies do you think you might
  use?
• What issues do you think there might be
  with using them?
• Do you have any solutions to overcome
  these problems?
• What help do you think you will need?


              M16BE – Cont Issues & Res Methodology
Trust
• Way to form trust
  – Repeatedly fulfilling tasks
• More difficult to build, easier to lose in
  teamwork
  – Share all vital information in one place
  – Include other end in all decision-making
  – Create lists of who does what AND BY
    WHEN, updated regularly in shared space
  – Self-disclosure  introductory postings
                M16BE – Cont Issues & Res Methodology
Techniques to build rapport
• Chat
  – Stand in for facial / body language
  – Emoticons. Standardised in west.
• Videoconferencing:
  – keep to one person per machine if possible,
    avoids side discussions.
  – If laggy, pause to give time for response
  – Give everyone chance to talk before moving
    on
                M16BE – Cont Issues & Res Methodology
Group questions
• What are your experiences of working in teams,
  good and bad?
• How could these have been sorted?
• What breakdowns can occur when
  communicating at a distance?
• How could these be avoided?
Communication strategy
• Agree and commit to a communication strategy
  within your group
• Don’t drift, don’t use too many platforms
• Establish your technologies and stick to them
  OR if you change tell everyone clearly what the
  new ones are
• If side-discussions happen don’t make decisions
  in them, bring them back to group
• Biggest undermining of trust is caused by
  leaving people out of decision-making
                M16BE – Cont Issues & Res Methodology
Final task
• Plan which technologies you will consider
  using and for which purpose.
• Identify where resources and skills may
  need to be addressed.
• Work out a timeline for when decisions will
  need to be made, and when meetings will
  occur.


              M16BE – Cont Issues & Res Methodology
Acknowledgments
Developed from research conducted in:
• “Managing Research Projects”
  – Funder: ESRC.
  – PI: Marie Garnett, University of Warwick
• “Learning to create a better built
  environment”
  – Funder: HP Catalyst
  – PI: Robby Soetanto, Coventry University

               M16BE – Cont Issues & Res Methodology

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Int virtual teamworking

  • 1. International Virtual Teamworking Mark Childs M16BE – Cont Issues & Res Methodology
  • 2. Effective Interpersonal Communication  Specific time and medium should be identified for regular communication  Use multiple communication media  Expectations of the speed and quality (open, honest and realistic)  Understanding the recipient’s intrapersonal interpretation and perspective (e.g. personal beliefs and culture) M16BE – Cont Issues & Res Methodology
  • 3. Issues in virtual teamworking • Timing of activities • Technologies • Training and testing • Trust • Techniques M16BE – Cont Issues & Res Methodology
  • 4. Timing of activities • Remember that the other members of the group will have different demands on their time. • When establishing deadlines for work take this into consideration • Be open to negotiating deadlines, but ensure you can still meet submission dates at both ends M16BE – Cont Issues & Res Methodology
  • 5. Technologies • Identify the technologies you’re all used to using. Technologies need to be able to: – Transfer a lot of information from one person to the others.  conveyance – Be able to bring separate ideas together  convergence – Form a collaborative working space  “coherence” – Make you accessible to each other (but not too accessible)  continuous presence M16BE – Cont Issues & Res Methodology
  • 6. Conveyance • Email is OK. – difficult to archive and search – Can get overloaded – Make sure everyone has everyone’s address – Never hit “Reply All” without reading who’s in the recipient list. • Dropbox is better – BUT is very poor at version control M16BE – Cont Issues & Res Methodology
  • 7. Convergence • Has to be synchronous – Chat (MSN, FB, Skype) – Videoconferencing (Skype, HP Virtual rooms) – Anything else? – Downside of audio/visual over text ... Keeping track of what is said  so write minutes M16BE – Cont Issues & Res Methodology
  • 8. Meetings Good Practice • Agree an agenda and circulate in advance. • Use meetings for discussion and not for conveying information. • Establish and agree a schedule of meetings. • Circulate minutes and agreed actions as soon as possible after the meeting. • Maintain list of tasks, assigned person and deadlines as shared document.
  • 9. Coherence • Collaboratively creating documents – GoogleDocs – Wikis • Need to just “go for it” with revising each other’s stuff • Need cut-off points • Need someone to take responsibility for final tidying and formatting M16BE – Cont Issues & Res Methodology
  • 10. Continuous presence • “Always on” technologies – Eg Skype – Can be a huge timesink – Useful when nearing end of project – Don’t rely on constant presence alone, also schedule meetings M16BE – Cont Issues & Res Methodology
  • 11. Training and testing • Don’t assume everyone can use the technology in your group. • Do trial runs before your meeting – there’s nothing more irritating than waiting for the one person who doesn’t know what to do before you start your meeting. • USE HEADPHONES or you will get echo and annoy people (internal mic usually better than external) M16BE – Cont Issues & Res Methodology
  • 12. Group questions • Which technologies do you think you might use? • What issues do you think there might be with using them? • Do you have any solutions to overcome these problems? • What help do you think you will need? M16BE – Cont Issues & Res Methodology
  • 13. Trust • Way to form trust – Repeatedly fulfilling tasks • More difficult to build, easier to lose in teamwork – Share all vital information in one place – Include other end in all decision-making – Create lists of who does what AND BY WHEN, updated regularly in shared space – Self-disclosure  introductory postings M16BE – Cont Issues & Res Methodology
  • 14. Techniques to build rapport • Chat – Stand in for facial / body language – Emoticons. Standardised in west. • Videoconferencing: – keep to one person per machine if possible, avoids side discussions. – If laggy, pause to give time for response – Give everyone chance to talk before moving on M16BE – Cont Issues & Res Methodology
  • 15. Group questions • What are your experiences of working in teams, good and bad? • How could these have been sorted? • What breakdowns can occur when communicating at a distance? • How could these be avoided?
  • 16. Communication strategy • Agree and commit to a communication strategy within your group • Don’t drift, don’t use too many platforms • Establish your technologies and stick to them OR if you change tell everyone clearly what the new ones are • If side-discussions happen don’t make decisions in them, bring them back to group • Biggest undermining of trust is caused by leaving people out of decision-making M16BE – Cont Issues & Res Methodology
  • 17. Final task • Plan which technologies you will consider using and for which purpose. • Identify where resources and skills may need to be addressed. • Work out a timeline for when decisions will need to be made, and when meetings will occur. M16BE – Cont Issues & Res Methodology
  • 18. Acknowledgments Developed from research conducted in: • “Managing Research Projects” – Funder: ESRC. – PI: Marie Garnett, University of Warwick • “Learning to create a better built environment” – Funder: HP Catalyst – PI: Robby Soetanto, Coventry University M16BE – Cont Issues & Res Methodology