NAME- SUNIT ARUN BHALSHANKAR

STUDENT ID- GH1020786

I am responsible for building a completely new team to implement the company's global
Digital Strategic Business Initiative. My team won't be able to collaborate efficiently because
of the wide variety of experiences and places among its members (e.g., IT, customer
support, marketing, sales). I'll be using specialised resources to build my digital workforce.
Still, managing a distributed workforce is not without its challenges. In addition, I will
describe in depth my plans for handling concerns such as coordinating team output,
scheduling meetings, and encouraging open lines of communication within the group. At
long last, I'll be able to put my leadership principles to the test in my new role as manager of
that distant team.

OVERALL SELECTION PROCESS FOR MY VIRTUAL TEAM:

WHAT IS VIRTUAL TEAM?

The term "virtual team" refers to a group of employees who collaborate and share
information via the Internet tools. Virtual teams are generally geographically dispersed, yet
they may share a physical space. Distant workers are those who perform their duties from
afar, whether it another city, state, or even nation. Once integrated into the fabric of a
business, virtual teams improve the flow of information among departments. Incentivize
superior skill-building among staff and lay the groundwork for more efficient groups inside a
company or other institution (Sarker, 2003).

PERSONALITY TRAIT:

My personality type is ENFP (Extroversion, Intuition, Feeling and Perceiving).

As an ENFP, I am a driven, insightful, original, and flexible thinker who is always on the
lookout for fresh opportunities. When I'm working on a team, I never allow disagreements
to arise and always push for everyone to have their say.
Because of my personality, I get energised by interacting with others and effecting positive
change in the world (E). I am more interested in the long-term prospects than the
immediate ones, and I rely on my intuition (N) to make decisions. Most of my decisions are
based on how they make me feel (V) and what I value (G). Since I have the ability to adapt to
new situations and perceive details others miss, I am always curious to expand my
knowledge.

I am an extroverted, curious, and gregarious person who does best in virtual work
environments because I am better able to make the connections that help me avoid feelings
of isolation and work well with others.

I have the ability to think in new and different ways. When I speak, people listen because I
am sociable, active, and creative. As an ENFP, I have a deep understanding of how people
and teams work. To put it another way, this aids me in assembling a competent remote
workforce.

WHAT KIND OF TOOLS I WILL BE USING FOR CREATING MY

VIRTUAL TEAM?

As a result of the efficient HR management tactics utilised by my company, I will be delving

deeply into the tools that will prove to be the most beneficial to me as I work to establish
my virtual staff.

• Virtual Teams vs. Traditional Teams

• Managing Complexity and Uncertainty in Teams
• Diversity in the team ( Both gender and cultural)
• VUCA solution for uncertainty
• Competence to Use Information and Communication Technology
 1) VIRTUAL VS TRADITIONAL TEAMS:

The most frequent team structure in the commercial world is the traditional team.
Traditional teams paved the way for new types of teams. In contrast, the idea of a virtual
team is somewhat recent, and it has developed alongside the spread of the Internet and
other forms of electronic communication. Also, in both sorts of teams, members share
goals, targets, duties, and deadlines for completing their tasks.

Scheduling meetings can be challenging for global virtual teams due to time zone
differences. For this reason, it sometimes takes longer for virtual teams to resolve issues
and come to agreements than for "conventional" teams, where members can simply hold a
meeting whenever they're in the office.

As I am now in a position to hire a virtual team, I must pay close attention to the unique
obstacles that come with it, particularly in the areas of communication, collaboration, and
cultural sensitivity. Companies that want to take advantage of the benefits of virtual teams
should adopt a management strategy that emphasises fostering a sense of trust and unity
among remote workers (Webster, 2006).

2) MANAGING COMPLEXITY AND UNCERTAINTY IN TEAM:

The two primary categories of variables that make virtual teams more complex are:

• They go beyond traditional constraints of space, time, and hierarchy.

• They use electronic means of communication and collaboration in order to exchange
and consolidate knowledge and work together to create an end result.
Time zone discrepancies become more noticeable when the team's geographical spread
widens. Since this is the case, it can be difficult to talk to each other and work together at
the same time. Differences in language, culture, and access to technology all create barriers
to successful communication and collaboration while working across international borders.

Collaboration and communication issues arise when members of a virtual team come from
various companies because of the inherent challenges of integrating work practices,
cultures, technologies, and objectives. A company's partners and suppliers may have
divergent values and work styles. This is true even if the team members all work for the
same company but in different departments. People in more technical fields, like
engineering and information systems, sometimes have a different set of procedures than
those in more functional fields, like marketing and human resources. Last but not least,
there is added complexity due to the various options for team communication.
Results improve with a healthy team. They foster synergy through open lines of
communication, effective conflict and expectation management, and the pursuit of shared
goals. I'll fill them in on clear job descriptions and how they relate to their skill sets. It's
difficult, but not impossible, to complete the task at hand. Teams thrive when led by leaders
who believe in them and rally around them (Zanotta, 2013).

3) DIVERSITY IN THE TEAM:

Individuals on a team may differ from one another in many ways, including their age,
country, religion, functional background or work skills, sexual orientation, political
preferences, and so on.

Every time I hear someone discuss creating a virtual team, the question of cultural diversity
comes up; therefore I intend to learn more about it as I have to build my next team.
Similarly to how you could take into account a candidate's cultural background when hiring
them for a team that meets in person, I want to do the same while organizing my online
team. We need to think about the firm's culture as a whole, the culture of each office within
the company, the culture of each team or department within each office and within the
company, and ultimately the cultural viewpoints of each individual.

4) VUCA SOLUTION FOR UNCERTAINTY:

VUCA stands for (volatility, uncertainty, complexity, and ambiguity).

Today, volatility, uncertainty, complexity, and ambiguity (VUCA) characterize our daily lives.
Inherently unstable, a VUCA setting can pose serious risks. Knowing how to deal with this
situation is crucial.

I will prioritize these considerations as I create a new virtual team to safeguard my

organization from VUCA.

1. Counter volatility with vision:

Let me inspire my team with a shared vision and set of core principles. Staff will
have a better idea of where they need to be focusing their efforts, allowing them
to respond more swiftly to new situations.
 2. Meet uncertainty with understanding:
Where do my rival businesses stand? Can you tell me about the latest
developments in the market? Knowing what's going on helps you avoid potential
dangers and make the most of emerging chances.
3. React to complexity with clarity:
I promise to always speak clearly, and to encourage open dialogue and
cooperation among colleagues. This will provide my team with focus and inspire
them to work together to find solutions to challenging situations.
4. Fight ambiguity with agility:
Continue to be flexible even when the world around you changes. Inspire your
staff to grow professionally, by providing opportunities for education, discussion,
and original thought.

5) COMPETENCE TO USE INFORMATION AND

COMMUNICATION TECHNOLOGY:

Collaborating effectively in a virtual setting is difficult without the aid of technology.

Numerous applications and programmes exist to facilitate various tasks, such as chatting,
sharing files, organising projects, and making designs. Technology has made it easier and
more convenient to communicate, which means your teams are more likely to work
together. When individuals have news or ideas to share with the group, they can simply
send an email. The same goes for the other members who can easily add their thoughts to
the post.

There is no one set of abilities that applies to every job description, although technological
proficiency is increasingly valued. These abilities will make you a more desirable job
prospect by increasing your marketability, efficiency, and self-assurance in the workplace.
Since a virtual team relies heavily on technology, I plan to prioritise hiring people who are
familiar with its capabilities and applications (Laitinen, 2018).

CHALLENGES OF VIRTUAL TEAM AND HOW TO SOLVE THEM:

Although every company is different, institutions with remote workers often face the same
difficulties. Because of the lack of human interaction inherent in remote employment,
problems may fester for longer. Team morale and productivity will suffer if these issues
aren't addressed.
Think about some of the typical difficulties faced by virtual business owners.

1. Communication among remote teams:

It's not always easy for distributed teams to keep in touch, but that shouldn't stop
you because of the geographically dispersed nature of many teams, face-to-face
interactions with team members are quite rare. There are many ways in which face-
to-face meetings can be annoying, but without them, communication in the
workplace would suffer significantly. Time zone variations, cultural differences, and a
lack of visual clues and gestures are the primary causes of ineffective communication
in remote teams. Even with these challenges, virtual teams must keep in touch using
tried and true means of communication. Therefore, the answer is shown below:

• Use online conferencing and document sharing tools to get things done and address
issues as a group.

• Define the typical programmed usage, such as when and how people should be
online (for example, instant messaging should be used for time-sensitive items
rather than email).

• Get your point out about what you want to accomplish and what is expected of you.

• Appoint meeting facilitators to promote open discourse and steer the team through
challenging situations, so creating an open and honest work atmosphere.

2. Remote project and task management:

When members of your team aren't physically there, it's harder to coordinate and keep tabs
on their work.
Thankfully, there is a plethora of project management solutions available to make this
process easy. Asana, Jira, Wrike, and many others are all examples of project management
software. This software is useful for managing projects and coordinating the efforts of
distributed teams.

3. Nurturing remote team relationships:

Collaborating with a distant team can be challenging. You aren't allowed to hang out at the
local watering hole after work or attend the office holiday party. So you'll need to think
beyond the box.

Your team's output will increase and their satisfaction with their work will soar if you make
an effort to create an open and honest atmosphere in the virtual office.

4. Lack of focus and productivity:

The ability to work from home certainly has its advantages. There is no need to get dressed
to go into the workplace when you work remotely; you can do it right from your bed! There
will be no more time lost on public transportation, social missteps at the coffee maker, or ill-
fitting work attire. I'm going to show my employees how to be productive on their own
time. Drive home work objectives and make sure everyone knows what's expected of them.
Despite the fact that you are no longer physically present in the workplace, the same
expectations apply. Noise-cancelling apps, timers, and website blockers are all fantastic
productivity tools that can help you concentrate and get things done. The remote work
playbook of your team can benefit greatly from the use of these technologies and the
establishment of standards for their use.

MANAGING PRODUCTIVITY OF TEAM:

As I am managing a virtual team, I will consider these five tips to improve remote team
productivity and communication.

1) Use a Collaboration Platform

Sharing a common area facilitates time management and teamwork. It may be sufficient to
rely on in-person meetings, phone calls, and email communications to keep everyone on the
same page and working efficiently. With a distributed workforce, though, you'll need more
methodical procedures for managing communication and projects.
You could choose to use a web-based platform for teamwork that can help everyone on
every project stay on the same page. Instead of having to go through multiple emails or
messages on different platforms, you can manage your teams' progress, connect with them,
establish deadlines, and get answers to issues all in one spot.
2) Productive Virtual Meetings
When your team is spread out across the country or world, virtual meetings are a terrific
way to keep in touch with everyone while still getting things done. In order to have a
successful online meeting:

• Use a waiting room:

This allows you to restrict access to your meeting rooms and reduces the likelihood
of uninvited guests showing up.
• Dress to impress:
Prepare for work by dressing formally. This can help you get in the mood for work
and get ready for any video calls you may have with clients or coworkers throughout
the day.
• Mute yourself if you aren’t talking:
Distracting noise levels might be a problem in a virtual meeting. Put yourself on
mute so others can have a conversation without having to compete with the sound
of your music, your dog barking, or your clothes drier.
• Record the meetings:
The meetings can be recorded so that participants can go back and review the
discussions to find answers to topics that arose during the meeting. Conferences can
be recorded and made available to people who were unable to attend, as well as
archived for later use.
• Be aware of your surroundings:
Make sure you choose to set up your computer in a neutral and non-distracting area
in your home. In front of a blank wall, in an organized office, or at the kitchen table
are good options.

3) Check In Without Being Overbearing

When your team is working remotely, you may find it more difficult to monitor their
productivity. It can be tempting to check in more frequently or give more specific directions
when working remotely. While it can be useful, you'll want to discover other techniques to
monitor your team's productivity to avoid wasting time. Regular meetings with your team
members allow you to keep tabs on their progress, establish clear objectives, and provide
constructive criticism as needed.
4) Be Flexible & Patient
Particularly for people who have become accustomed to working in a traditional office or
fixed on-site location, the transition to remote work may take some getting used to. It will
take some time to acclimate to virtual meetings, learn new technology, and find a good
work-life balance. Because of this, a company's leaders must exercise patience and
adaptability in order to maintain employee morale and boost output. Accept and
experiment with novel methods and approaches.
It may take some time for your team to find its rhythm. Share your insight with your
colleagues and show them that they are not alone in the excitement of this new work style.
Make sure your team has access to all the training they need to use any new remote
collaboration solutions.
5) Streamline & Restructure
It's possible that you'll need to spend some time tweaking established practices if this is the
first time your team has worked remotely. Though effective in the office, certain procedures
may not make sense when working from home. Seek input from your staff on how present
tasks might be simplified and reorganized to better suit the new way of working.
It may make more sense to reorganize the working day for your remote staff. Perhaps your
regular lunchtime meetings would run more smoothly if they were relocated to the
morning, or perhaps your client phone calls would be more productive in the afternoon. If
you're willing to make some adjustments, you can boost your efficiency and get more done
in less time.

HOW TO SCHEDULE MEETINGS AND COMMUNICATION WITHIN

A TEAM?

• Set a plan
It's crucial to create a game plan for every virtual meeting, so that participants
know what to anticipate and how to participate.

• Schedule ahead of Time

Time zone and travel complications might make it difficult to coordinate
schedules. When people are given ample notice about meetings in advance,
they are less likely to have to reschedule their busy schedules to attend. Last-
 minute meetings can be stressful, so before calling one, make sure everyone
involved is free.

• Keep participants engaged

Motivate the audience to feel like they're a part of the action by giving them a
chance to speak up. An example would be to allow attendees to submit
questions in advance of the virtual meeting's start time. A poll or call for further
questions during real-time chat sessions are also viable options.

LEADERSHIP PRINCIPLES:

A viewpoint, a set of guidelines, or a line of reasoning all has to start with a solid foundation,
and that's what principles do. This means that the norms of conduct for leaders in a
company may be traced back to a set of guiding principles.

MY LEADERSHIP PRINCIPLES FOR MASTERING VIRTUAL

TEAMS:
• Re-ignite team purpose & clarify roles:
Though it's easy to forget, it's crucial for virtual teams to regularly review their
goals and duties within the group. When transitioning to a virtual setting,
leaders must place even greater emphasis on these duties, necessitating a more
deliberate, explicit, and systematic approach.

• Establish a new rhythm:

Start some fresh customs. Whether or not your virtual team succeeds beyond its
first month of existence will depend on how well its members learn to work
 together during that time. I will make a conscientious effort to pick and choose
which habits your team should adopt.

• Track capacity & progress:

Understanding your team's strengths and weaknesses and keeping a constant
eye on the task's overall development are essential for maintaining morale and
maximizing output. On the other hand, success calls for a great deal of self-
discipline and the reliable application of technological solutions.

• Empower & promote self-leadership:

The conundrum of distant leadership is that I must maintain complete oversight
but am unable to direct every aspect of operation simultaneously. Instead, I'll
have to foster a culture of trust within my team and give them the freedom to
take the necessary initiatives themselves.

• Ensure well-being:
My team's productivity directly correlates to how happy they are with working
here. However, the remote nature of the team poses significant obstacles to
well-being, necessitating my utmost vigilance in order to craft optimal
circumstances.

Working from home is becoming increasingly common. As a result of the rise of the virtual
team, even tiny technology businesses have access to the most talented individuals from all
over the world. It is also important to the company that its operational expenses are kept to
a minimum, allowing it to maximize its profit margins. Members of virtual teams also save
time and money by not having to travel to and from the workplace every day. Businesses
may think about building virtual teams for a variety of reasons because of this.

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