How can you overcome challenges in virtual teams?

It's important to remember that YOUR way is not the ONLY way! One may feel that their communication is clear, yet it may not be clear to the one that is to receive the message. Remember, tone and perspective matter. Have empathy with others when something seems of a higher importance to them than it may seem to you. Sometimes simply validating their experience and emotions can create a clear path toward better communication and collaboration.

We use Slack for communication. Regularly reaching out to my team when I identify gaps or inefficiencies has become a habit. This proactive communication ensures our workflow remains streamlined and effective. I've also learned to approach criticism with a positive mindset. Criticisms, when taken lightly, provide valuable insights that can improve both personal and professional growth.

Communication styles and preferences impact how and what information we share and the importance we place on information shared with us. Identifying these hidden biases, with tools such as 360 degree, Myers-Briggs, DISC, allows us to look at shared information in a more effective manner. Individual preferences, strengths and weaknesses, when understood by the whole team, encourages an openness to the information not a focus on how it is presented, ‘listening to understand not listening waiting to speak’. Achieving this level of understanding in virtual teams requires personal reflection and a commitment to collaborative team building sessions before project work begins.

We use Toggl to track the time for our tasks and projects. This tool offers a clear visual of our daily activities and has greatly enhanced team transparency in reporting. Personally, I rely on Google Calendar's "Task" feature to manage my daily, weekly, and immediate tasks. This tool has helped me A LOT. I never miss a task since I started using it. What I love about this feature is its simplicity – you just check off the task when it's completed. Additionally, I use Trello to store information such as logins, credit card details, and any other notes that need to be taken.

Our team is spread across the US, Latin America, and Asia. I've noticed a few cultural differences in communication styles. We use Slack as our communication hub, managing various conversations through dedicated #channels. Our 'watercooler' space allows us to share anything – from business discussions to personal interests – making it easier to get to know our team members. Our team encourages everyone to contribute their ideas. This environment of open communication has led to a stronger sense of involvement and ownership among team members.

In my experience, giving feedback and support also shows other colleagues that you value them as a coworker. This also help to maintain working relationships with key employees and opens up discussion so that you know how you can better serve your team in an administrative capacity.

In my last role, we developed a document that had everyone on our team listed. In addition to their contact information, we put items like - working hours, preferred method of contact within working hours and then outside of working hours (IM, email, text, etc.). Having this there was a good way to build trust and connection within our team, while respecting everyone's boundaries.