Challenges of Virtual Teams: What Are And How to Overcome Them
Since 2020, remote teams have reshaped the professional landscape globally. Despite a partial return to offices, virtual teams’ impact remains potent. Commute hassles, remote comfort, and a global job market drive this shift. However, challenges in productivity and teamwork persist.
Our article explores the challenges of virtual teams and offers strategies for conquering them, ensuring project success.
From tech glitches to cultural bridges, we unveil solutions for seamless teamwork. Delve into the intricacies of virtual collaboration and unlock effective problem-solving
Read the article below as we identify the complexities of remote teams and discover helpful solutions to demystify the established challenges.
Free eBook: How to manage your team’s time from A to Z
The best productivity and time management tips, also for remote teams!
The challenges of virtual teams
Virtual teams have offered many benefits, but it has also impacted everyone’s lives in a very challenging manner. Below you’ll find all of the issues that have been found on remote teams to affect their efficiency and productivity;
1. Communication wall
When working with an all-remote team, it’s difficult to get those face-to-face interactions that you might be used to having in your office.
Not only will it take that social element with your team, but it can also lead to misunderstandings and information gaps.
Even in written communication, an underlying tone can be misinterpreted and result in arguments.
2. Different time-zones
Virtual teams are usually distributed in several time zones, which makes scheduling meetings difficult.
Managing time and calendars delays decisions about the best time to gather the whole team.
TIP: To make it easier to schedule meetings with everyone, we suggest one of the following appointment-scheduling apps.
3. Lack of trust
No one-on-one or social bonding makes it hard for people to trust, especially when involved in a work environment.
Since there’s no interaction, suspicion gets the better of the team members. That happens because there’s no open communication, delegation, and effective collaboration.
4. Isolation
Remote workers have the tendency to feel more isolated and disconnected from the team’s culture, which will definitely lead to a less engaging attitude while working on a project. Ultimately, the teams’ motivation and productivity will be broken down.
TIP: Read our post and learn how to build a strong culture with a remote team
5. Team collaboration and coordination
If a team is spread worldwide, coordinating tasks and projects is even more complex than it would be in the same room.
Aligning efforts, assigning tasks, and sharing resources becomes something that’s easily misinterpreted or ignored.
Read also: Everything about leading remote teams
6. Cultural differences
A diverse team is fantastic to trade knowledge and experiences. However, a diverse team that’s also in virtual mode can have its challenges.
It can lead to different working styles, communication norms, and expectations. Consequently, it can result in numerous misunderstandings that are difficult to deal with while remote.
7. Technology obstacles
A remote is inherently connected by one thing in common to all of them: technology.
When the reliance on technology becomes 100% dependent, and if some elements out of your control fail, you’re no longer connected.
Software incompatibility, learning curve, and connectivity problems can be a big problem in reaching the team.
8. Accountability and productivity
When there’s no direct supervision, it’s impossible to monitor any employee’s performance and track the respective progress.
Some team members might ignore self-discipline and time management, which affects productivity significantly.
Read also: The guide to employee performance tracking
9. Conflict resolution
With the lack of communication and social bonding, it’s difficult to resolve conflicts that are inevitable in any workplace, especially when it’s remote. It will be exceptionally more difficult to get your message across in order to fix the conflicts that happen.
10. Social interaction
Without a team physically in the office, there’s no social bonding between breaks or the establishment of camaraderie that could have happened throughout the work days.
Those social interactions that could blossom into a friendship are zero, and all that is left is virtual conversations only about the work at hand.
11. Knowledge sharing
Normally it would be the occasional casual knowledge sharing that can only happen in a physical workplace.
With virtual teams, that only tends to get worse because on remote calls, you’ll only focus on the task at hand and not on understanding the team member’s expertise.
Read: Does remote work increase productivity?
12. Work-Life balance
When you’re working from home, sometimes it’s not possible to distinguish the time you logged on to your computer to work and also when you have turned it off. Because you’re home, you can lose the sense of the hours passing, and the line that separates work from personal life gets decimated.
TIP: Read our article about employee workload analysis and ensure a healthier work-life balance.
13. Sedentary behavior
Throughout your work day, you’ll find yourself attached to your chair and buried in work only because you can and have to focus more when working from home.
You might not even eat properly or stay hydrated because you think that you’ll finish more work through breaks. That will only lead to a sedentary lifestyle, health problems, and decreased overall well-being.
14. Time stealers at work
When involved in a virtual team working on a remote method, there will always be a lot of distractions that get your attention at home.
Since you have no supervision of progress monitoring, you might find yourself invested in house chores that you should pay attention to after hours. These factors lead to decreased productivity, missed deadlines, and inefficient time use.
Free eBook: Best productivity and time management tips for teams
the best strategies to track, optimize and organize your team’s time. Learn how to boost your team’s productivity by leveraging the power of time management.
How to overcome the challenges of remote teams
The challenges faced by remote teams might feel too overwhelming to keep you motivated in order to move forward with your projects.
But that is why you must implement strategies that could help you overcome the challenges of remote teams. Scroll down below and discover the approach you need to have for each problem:
1. Improve team communication
Experiment with all the different team communication tools so that there’s more dynamic communication through video conferencing, instant messaging, and email. Also, establish a set of communication rules, such as response times and preferred communication channels, and ensure everyone’s on board.
2. Deal with different time zones
Create the possibility of flexible scheduling, where you rotate meeting times so that everyone has the chance of having fair participation. Lastly, offer tools that are able to convert meeting times to each employee’s local time in order to facilitate the coordination between.
TIP: Read our guide that teaches you how to create a schedule for employees to solve this kind of problem.
3. Deal with lack of trust
Encourage informal interactions between your team members, such as virtual coffee breaks, organize team-building activities, and create social discussions to give the opportunity to bond. And recognize each employee’s win and contribution to the project through the public acknowledgment of their achievements. That will boost morale and establish trust amongst the other team members.
4. Reduce isolation
To reduce isolation, have regular one-on-ones with each member of your team so that you’re able to discuss progress and address certain topics that might need your attention. Also, promote fun team-building activities such as online games, quizzes, and virtual tours to create team spirit.
5. Team collaboration and coordination
Use project management tools that could streamline tasks, deadlines, and responsibilities, making sure that everyone is on the same page. Moreover, have periodic progress updates in order to give your employees the chance to share project updates using collaborative platforms, keeping everyone informed.
6. Managing cultural differences
To manage cultural differences effectively, provide training to help your team better understand various cultural norms worldwide, which can prevent potential misunderstandings. Additionally, create a safe space for your team to engage in open and honest dialogues about cultural differences without fearing judgment from others.
7. How to overcome technology obstacles
To overcome technology obstacles, offer comprehensive tech support that provides necessary resources for resolving potential technical issues and ensuring proper updates of your team’s tech materials. Additionally, arrange training sessions aimed at enhancing your employees’ understanding of the technology and boosting their comfort level with it.
8. Increase accountability and productivity
- Establish clear and realistic goals and deadlines for every team member while making sure that everyone understands what’s expected from their contribution;
- Have regular check-ins and remote team retrospectives to talk about project progress, specifically to talk about assigned tasks and to offer support if needed.
Read also: Tracking project progress: The ultimate guide
9. Conflict resolution
Resolving conflicts in remote teams involves fostering open communication through virtual platforms, encouraging understanding of diverse perspectives, and promptly addressing issues. Regular check-ins, clear communication channels, and structured conflict resolution procedures contribute to maintaining a harmonious remote team dynamic.
10. Promote social interaction
- Have virtual team-building events that are able to fuel social interaction, as well as to establish possible friendship bonds between all of the team members;
- Create virtual channels that are related to non-work discussions so there’s space for new friendships.
11. Promoting knowledge sharing
- Create shared platforms where you can store and share information with everyone involved, from best practices and essential resources;
- Encourage expertise sharing through the scheduling of virtual sessions so that every team member has the opportunity to share helpful experiences and knowledge.
TIP: Read our blog and get to know the best team productivity tools.
12. Improve work-life balance
Work-life balance refers to maintaining a healthy equilibrium between one’s professional responsibilities and personal well-being. It involves managing time and energy to prevent burnout and prioritize both work and life outside of it. Some tips to improve it are:
- Set boundaries and encourage your team to do the same to prevent burnout;
- Allow flexibility in your team’s work hours so that they’re able to attend to personal commitments;
- Encourage your team to take regular breaks.
Read more about how to improve work-life balance
13. Reduce sedentary behavior
To promote a healthier routine, it’s important to reduce sedentary behavior. One way is by prompting regular breaks to stand, stretch, and move around the house. The Pomodoro Technique can help incorporate these breaks into your workday effectively.
In addition, ensure your workspace is ergonomically set up. This involves using the right chair and desk height, placing the monitor correctly, and positioning the keyboard to prevent discomfort and strain.
14. Reduce time wasters at work
Firstly, establish specific daily goals and design a structured plan to navigate your workday. This approach aids in maintaining focus and managing tasks effectively.
Secondly, introduce a remote time-tracking solution to encourage responsibility and elevate productivity.
Lastly, embrace prioritization strategies like the Time Management Matrix Quadrants, ABCDE method, or Rice scoring method. These methods empower you to concentrate on impactful tasks while avoiding potential distractions.
Read also: The best remote time tracking software
Conclusion
Although a partial return to physical offices has occurred, the profound influence of virtual teams stays. This shift is fueled by the attraction of escaping commutes, embracing remote comfort, and tapping into a global job market.
However, the journey isn’t without hurdles. Challenges in maintaining productivity and fostering teamwork persist, originating from communication barriers, different time zones, trust issues, and more. This article addresses these complexities, revealing strategies to overcome them and ensure success in virtual collaborations.
By using communication tools, time zone flexibility, trust-building initiatives, and work-life balance, remote teams can thrive in the evolving professional landscape.
You might be interested in: