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You’re a team facilitator and you need to manage a virtual team. What’s the best way to do it?

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As a team facilitator, you know how challenging it can be to coordinate, communicate, and collaborate with a virtual team. You have to deal with different time zones, cultures, and technologies, while keeping everyone engaged and productive. How can you make the most of your role and ensure your team's success? Here are some tips to help you manage a virtual team effectively.

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Isabel Aristizábal Vásquez

Transformo empresas a través de líderes y procesos | Consultora Gestión de Riesgos | Estratega en Marca Personal |…
Poliana Oliveira

Especialista em Recrutamento e Sele??o | Talent Acquisition | Headhunter | Gest?o e Atra??o de Talentos | Otimiza??o de…
Henrique Lazarim

Gerente | Marketing | Projetos | Opera??es | Eventos| Growth | Trade | Branding | Lan?amentos Digitais | Startups

1 Set clear goals and expectations

One of the first things you need to do as a team facilitator is to establish clear and realistic goals and expectations for your virtual team. This will help everyone understand the purpose, scope, and deliverables of the project, as well as their roles and responsibilities. You should also define the communication protocols, such as the frequency, mode, and agenda of the meetings, the tools and platforms to be used, and the feedback and reporting mechanisms. Make sure you document and share these goals and expectations with your team and review them regularly.

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Poliana Oliveira

Especialista em Recrutamento e Sele??o | Talent Acquisition | Headhunter | Gest?o e Atra??o de Talentos | Otimiza??o de Processos | Consultor Comportamental HMI | DISC | Mapeamento de Mercado
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Para gerenciar eficazmente uma equipe virtual como facilitador, priorize comunica??o clara através de canais definidos, utilize ferramentas colaborativas online, e estabele?a expectativas precisas sobre prazos e responsabilidades. Essas medidas promovem a eficiência e o engajamento em um ambiente virtual.

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Henrique Lazarim

Gerente | Marketing | Projetos | Opera??es | Eventos| Growth | Trade | Branding | Lan?amentos Digitais | Startups
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O equívoco mais comum em uma equipe que trabalha exclusivamente em home office é deixá-la isolada, focando apenas nos resultados sem promover integra??o e engajamento. Uma das abordagens mais eficazes para unir a equipe é o uso de ferramentas de comunica??o. O Discord, por exemplo, oferece uma variedade de funcionalidades, desde salas de reuni?o até ambientes mais descontraídos, como salas de jogos e happy hours virtuais. Já implementei essa estratégia em algumas empresas, e os resultados foram muito satisfatórios, refor?ando a importancia de manter a conex?o e a colabora??o mesmo em um ambiente virtual.

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Alexander G.

Account Manager | Growth & Content Strategist | Digital Marketer
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I have found that the best way to do is to watch and hear what other leaders are doing in their field. How do they open the meeting? What keeps it going? How does it end? And how do others interact in the meeting? These steps may assist you in your practice facilitating virtual meetings.

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2 Build trust and rapport

Another key aspect of managing a virtual team is to build trust and rapport among the team members and yourself. Trust is essential for fostering collaboration, creativity, and accountability in a virtual team. To build trust, you need to show respect, empathy, and honesty to your team, and encourage them to do the same with each other. You can also use various techniques to create rapport, such as using icebreakers, sharing personal stories, giving positive feedback, and celebrating achievements. Try to create a sense of belonging and community in your virtual team.

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Isabel Aristizábal Vásquez

Transformo empresas a través de líderes y procesos | Consultora Gestión de Riesgos | Estratega en Marca Personal | Mentora en Liderazgo | Desarrollo de Equipos | Business Partner | Transformación Empresarial
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La confianza es fundamental en medio de un trabajo remoto y ésta solo es posible crearla con una comunicación constante, un trato cercano con el equipo y empoderamiento. Tuve la oportunidad de liderar un equipo de trabajo remoto, en otro país y con una peque?a diferencia horaria. Todo fue virtual incluso sus procesos de selección. Pero existía confianza, responsabilidad, empoderamiento y sentido de equipo en medio de una excelente relación y comunicación permanente Si el equipo se siente apreciado, que su voz es escuchada y su opinión es tenida en cuenta y lo más importante, se "siente parte", está listo para hacerse cargo de sus responsabilidades, asumir las prioridades y responder a la confianza que en ellos se ha depositado

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Henrique Lazarim

Gerente | Marketing | Projetos | Opera??es | Eventos| Growth | Trade | Branding | Lan?amentos Digitais | Startups
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Uma das melhores abordagens para construir confian?a e fortalecer relacionamentos em uma equipe de projetos é adotar a sinceridade como princípio. Feedbacks devem ser dados praticamente em tempo real, promovendo uma comunica??o aberta e transparente. Quando a equipe percebe que a lideran?a n?o é uma amea?a, mas sim um facilitador em quem podem confiar, estamos diante de uma verdadeira lideran?a. Nesse ambiente de confian?a mútua, o engajamento e a colabora??o fluem de maneira mais natural, impulsionando o sucesso coletivo.

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3 Use the right tools and techniques

As a team facilitator, you also need to use the right tools and techniques to manage a virtual team effectively. You should choose the tools and platforms that suit your team's needs, preferences, and capabilities, and that enable seamless and secure communication, collaboration, and coordination. Some examples of tools and platforms you can use are video conferencing, instant messaging, project management, file sharing, and brainstorming. You should also use various techniques to facilitate the virtual meetings, such as setting the ground rules, using visual aids, engaging the participants, and summarizing the outcomes.

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Henrique Lazarim

Gerente | Marketing | Projetos | Opera??es | Eventos| Growth | Trade | Branding | Lan?amentos Digitais | Startups
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A escolha da ferramenta certa para atender às necessidades da empresa é crucial, e é fundamental que ela seja facilmente adaptável pela equipe. Existem excelentes ferramentas no mercado, mas se a equipe enfrenta dificuldades para se adaptar, a implementa??o pode se tornar um fracasso. Como gestores de projeto, é nossa responsabilidade compreender essas dificuldades e procurar ferramentas que ofere?am os melhores resultados, ao mesmo tempo em que garantem uma rápida aderência por parte da equipe. Ao encontrar o equilíbrio certo entre funcionalidade e facilidade de uso, maximizamos o potencial de sucesso na implementa??o.

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4 Provide support and feedback

One of the most important roles of a team facilitator is to provide support and feedback to your virtual team. You should be available and responsive to your team's questions, concerns, and suggestions, and offer them guidance, coaching, and mentoring when needed. You should also monitor the team's progress, performance, and well-being, and give them constructive and timely feedback. You should also encourage your team to give feedback to each other and to you, and to seek feedback from the stakeholders and clients. Feedback is crucial for improving the quality and efficiency of the work, as well as for motivating and developing the team.

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Henrique Lazarim

Gerente | Marketing | Projetos | Opera??es | Eventos| Growth | Trade | Branding | Lan?amentos Digitais | Startups
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No cenário atual, o feedback precisa ser mais ágil e personalizado do que nunca. Sem o contato presencial, identificar rapidamente problemas pessoais ou dificuldades enfrentadas pelos membros da equipe torna-se desafiador. Por essa raz?o, adoto conversas breves quase que diárias. Compreendo que a necessidade de feedback contínuo é crucial, e, ao fazê-lo de forma mais personalizada e frequente, conseguimos desenvolver solu??es eficazes para superar os desafios momentaneos. Essa abordagem contribui para um ambiente de trabalho mais adaptável e colaborativo.

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5 Encourage learning and innovation

Finally, as a team facilitator, you should encourage learning and innovation in your virtual team. You should provide your team with opportunities and resources to learn new skills, knowledge, and best practices, and to share their insights and experiences with each other. You should also foster a culture of innovation, where your team can experiment, test, and implement new ideas, solutions, and methods. You should also recognize and reward your team's learning and innovation efforts and outcomes, and showcase them to the wider organization and the clients.

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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?

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You’re a team facilitator and you need to manage a virtual team. What’s the best way to do it?

1

2

3

4

5

6

1 Set clear goals and expectations

2 Build trust and rapport

3 Use the right tools and techniques

4 Provide support and feedback

5 Encourage learning and innovation

6 Here’s what else to consider

Team Facilitation

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You’re a team facilitator and you need to manage a virtual team. What’s the best way to do it?

1

2

3

4

5

6

1 Set clear goals and expectations

2 Build trust and rapport

3 Use the right tools and techniques

4 Provide support and feedback

5 Encourage learning and innovation

6 Here’s what else to consider

Team Facilitation

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