What's the best way to create a virtual team plan?

1 Define the scope and goals

The first step to create a virtual team plan is to define the scope and goals of the project. What are you trying to achieve, by when, and with what resources? Make sure you have a clear and realistic vision of the expected outcomes, deliverables, and milestones. Communicate this vision to your team members and stakeholders, and get their input and feedback. Aligning everyone on the same page will help you avoid confusion, conflicts, and scope creep later on.

2 Choose the right tools and platforms

The next step is to choose the right tools and platforms to facilitate your virtual team collaboration. You will need a way to communicate, share files, track progress, and manage tasks. Depending on your project needs, you may use different tools for different purposes, such as video conferencing, instant messaging, cloud storage, project management software, or online whiteboards. Make sure you select tools that are easy to use, secure, and compatible with your team members' devices and preferences. Provide training and support if needed, and establish some ground rules and best practices for using the tools effectively.

3 Build trust and rapport

One of the biggest challenges of working in a virtual team is to build trust and rapport among team members who may not know each other well or have limited interactions. Trust is essential for fostering a positive and productive team culture, where people feel comfortable to share ideas, ask for help, and give feedback. To build trust and rapport, you need to create opportunities for socializing, learning, and bonding. For example, you can start your meetings with some icebreakers, share personal stories or interests, celebrate achievements and milestones, or organize virtual team-building activities.

4 Communicate clearly and frequently

Communication is the key to any successful team, but especially for virtual teams. You need to communicate clearly and frequently with your team members and stakeholders, to keep them informed, engaged, and motivated. You also need to communicate in a way that respects and adapts to the different communication styles, preferences, and cultural norms of your team members. For example, you can use a mix of synchronous and asynchronous communication methods, such as video calls, emails, or chat messages, depending on the urgency and complexity of the message. You can also use visual aids, such as charts, diagrams, or screenshots, to enhance your communication and avoid misunderstandings.

5 Manage expectations and feedback

Another important step to create a virtual team plan is to manage expectations and feedback. You need to set clear and realistic expectations for your team members and stakeholders, such as roles, responsibilities, deadlines, quality standards, and performance indicators. You also need to provide regular and constructive feedback to your team members, to acknowledge their efforts, recognize their achievements, and help them improve their skills and performance. Feedback should be timely, specific, and actionable, and should also invite dialogue and input from the recipients. You can use tools such as surveys, polls, or feedback forms to collect and analyze feedback.

6 Monitor and evaluate progress

The final step to create a virtual team plan is to monitor and evaluate the progress of your project. You need to track and measure the results and outcomes of your project, and compare them with the goals and expectations you set at the beginning. You also need to identify and address any issues, risks, or challenges that may arise along the way, and adjust your plan accordingly. You can use tools such as dashboards, reports, or analytics to monitor and evaluate your progress, and share them with your team members and stakeholders. You can also conduct regular check-ins, reviews, or retrospectives to reflect on what went well, what didn't, and what can be improved in the future.

7 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?