How can virtual teams ensure everyone is aware of project dependencies?

1 Define and document dependencies

The first step to ensure everyone is aware of project dependencies is to define and document them clearly and consistently. You can use a project management software, a spreadsheet, or a visual tool like a mind map or a diagram to capture the dependencies among tasks, resources, and deliverables. You should also assign owners and deadlines for each dependency, and indicate the type, impact, and status of each dependency. For example, you can use a color code or a label to show whether a dependency is mandatory or discretionary, internal or external, critical or non-critical, and open or closed.

2 Communicate dependencies regularly

The second step to ensure everyone is aware of project dependencies is to communicate them regularly and effectively. You can use various channels and methods to share and update the information on dependencies, such as email, chat, video call, online meeting, or dashboard. You should also tailor your communication style and frequency to the needs and preferences of your virtual team members, and use clear and concise language to avoid confusion and misunderstanding. For example, you can use a weekly email to summarize the status and changes of dependencies, and a monthly video call to discuss the risks and issues related to dependencies.

3 Collaborate on dependencies

The third step to ensure everyone is aware of project dependencies is to collaborate on them. You can use a collaborative platform or tool that allows you and your virtual team members to access, edit, and comment on the same document or file that contains the information on dependencies. You can also use a workflow or a process that defines the roles and responsibilities of each team member regarding dependencies, and the steps and actions to take when a dependency arises, changes, or is resolved. For example, you can use a shared Google Sheet to track and update dependencies, and a Kanban board to visualize and manage the workflow of dependencies.

4 Review and adjust dependencies

The fourth step to ensure everyone is aware of project dependencies is to review and adjust them. You can use a regular feedback mechanism or a review session to evaluate the performance and progress of your virtual team in relation to dependencies, and to identify and address any gaps, issues, or opportunities for improvement. You can also use a change management or a contingency plan to deal with any changes or uncertainties that may affect the dependencies, and to communicate and implement the changes accordingly. For example, you can use a survey or a poll to collect feedback from your virtual team members on dependencies, and a risk matrix to assess and prioritize the changes that may impact dependencies.

5 Celebrate and reward dependencies

The fifth step to ensure everyone is aware of project dependencies is to celebrate and reward them. You can use a recognition or a reward system to acknowledge and appreciate the efforts and achievements of your virtual team members in managing and resolving dependencies, and to foster a positive and supportive team culture. You can also use a celebration or a fun activity to mark the completion or the milestone of a dependency, and to enhance the team spirit and morale. For example, you can use a virtual card or a gift card to thank and congratulate your virtual team members for handling a dependency, and a virtual trivia or a game night to celebrate and bond with your virtual team.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?