Communication and Organization: The Key to Your Virtual Team

By: Jennifer Marah
Submitted: 2007-01-17 12:45:45
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According to the Small Business Association’s Office of Advocacy, small businesses (fewer than 500 employees), represent 99.9 percent of America’s 25.8 million businesses, this ultimately means for success and growth, you will need to compete. As a small business owner, you are inclined to have more responsibilities and tasks to complete. A Virtual Team is a helpful way to delegate work and have acquired time for servicing your client’s needs, in a specific and direct way.

A Virtual Team?

The definition of a team, as defined in Webster’s New World Dictionary is, “A group of people working together in a coordinated effort.” By developing a Virtual Team, you are able to find more individuals that will suit your needs. You may need assistance with marketing, clerical work or sales. They are essentially groups of individuals that are working together, but are located in different sites. They may meet face-to-face occasionally, but that is depending on your comfort level with the idea of “Virtual” work.

Some individuals argue that Virtual Teams need to meet face-to-face, to discuss organizational issues and needs. However, with technology advancing as rapidly as it is, for those organizations of only a few individuals, which operate within financial constraints, there are many viable options. Teleconferencing, videoconferencing, and web meeting rooms are an easy, affordable way to communicate and nurture these business relationships.

When establishing your Virtual Team, there is several things, you will consider. What you will need assistance with, commitment expectations, and costs may be your primary focus. However, have you ever considered that communication and organization is something you should prepare for?

Share and Let Go!

Communication and organization are vital to Virtual Teams. Whether your company directly employees or “outsources,” a relationship needs to be built to gain trust on both sides. By being open about what your company needs and wants, you are establishing a bridge of trust with your “employees.” Jermaine M. Davis, speaker and author of “Leading with Greatness,” writes about the P.V.G. (Purpose, Vision, and Goals) Theory.

When discussing “Purpose”, Jermaine states, “Purpose means having a complete and comprehensive understanding of your organization’s mission.” I know in my business operations, I let every business owner know I am interested in their company’s growth and success. The only way that can happen is if I have a clear sense of where they want their business to go. If you communicate to me your “Purpose” clearly, I can work more efficiently and effectively.

As a leader, your “employees” look to you for leadership and guidance, your “Vision.” They cannot do their work until you have an understanding what your work is, and where they fit in. If this guidance is not here, your “employees” will be lost. Mr. Davis hits the proverbial nail on the head when he says, “Vision means having a clear mental picture of where you are headed as a leader and as an organization.”

Building a bridge of trust includes another important aspect. Listing and working together. Without goals accomplished together, your Virtual Team will fail. You might as well continue to do the work on your own. Jermaine’s “Goals” statement for the P.V.G. Theory is, “Goals are agreed-upon targets that leaders, colleagues, and employees direct their efforts and energies towards.” Work together and listen together. Be willing to delegate this work, and come to a common goal. The most frustrating part of being the “employee,” in a Virtual Team, individuals that cannot let go of their work. If you desire for your business to grow, you need to “Let Go!”

Delegation of work is a key part of the organization process for any business. If your business is a sole proprietorship, you have completed most of these tasks yourself. It may be difficult for you to look at someone else, and not think, “Will they do this exactly how I like.” The great thing about Virtual Teams, they will not do it the same. It will add an element of change to your organization.

Remember…

Growth is contingent on change. With opening your business to the potential of a Virtual Team, change is inevitable. You will then be able to focus your energies to providing services to your customers or other tasks that have been set aside. The benefits may not be fiscal right away, but your teams Team's accomplishments will out way any costs in the end!

References:

Davis, Jermaine M. (2006). Leading with Greatness. Jermaine M. Davis.

SBA Office of Advocacy (2006). www.sba.gov/advo Small Business Association.

Article source: Expert Articles