Checklist for successful Virtual Teamwork

How to get the project done when the team is not all in one place is not a new theme. It is however becoming more and more normal, so it is worth re-visiting. A brainstorm of project managers came up with the following ideas, which are grouped into several themes. As with all checklists, these ideas are suggestions which you can use either directly or to stimulate other ideas.

Although these ideas are not new and which ones to use use depends on your situation, I hope you will find something useful here and add your comments to this post.

Establish & Maintain the Team

  • Start with face to face meeting.
  • Maintain regular formal and informal interaction.
  • Supplement face to face meetings with interaction, eg with video conferences, skype etc.
  • Support ongoing face to face interaction with business trips, eg of project manager to maintain relationship.

Define Working Processes

  • Hold regular meetings.
  • Clarify agenda and document the meeting minutes.
  • Ensure meeting hygiene: no typing in background, on time participation etc.
  • Establish standard terminology.
  • Speak often.
  • Set rules.
  • Use preferred communications hierarchy, eg phone rather than mail.
  • Ensure clear roles and responsiblilities.
  • Understand culture.
  • Agree which languages to use.

Teambuilding Styles

  • Add time to meetings for chat.
  • Hold virtual coffee breaks.
  • Organise off site meetings.

Information Sharing Tools

  • Internet groups
  • Forums
  • Blogs
  • Discussion groups
  • Wikis
  • Chat rooms

Communications Tools

  • e-mail
  • Video conferences
  • Telephone conference calls
  • Web meetings, Webex etc
  • Instant messengers
  • Skype
  • Sharepoint
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