Managing Virtual Project Teams

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Information about Managing Virtual Project Teams
Business & Mgmt

Published on September 6, 2009

Author: shawnlgrubb

Source: slideshare.net

Description

This was a presentation I built and delivered for an annual Project Management Symposium in 2009. I borrowed heavily from a presentation I did in 2008 at the SAPPHIRE convention in Orlando, but I changed up the stories a bit and linked into some great content by Penelope Sue Greenberg, Ralph H. Greenberg, Yvonne Lederer Antonucci from the Kelly School of Business 2007 titled “Creating & Sustaining Trust in Virtual teams”.
its now on my blog at http://bloomportu.wordpress.com/

1 Managing Distributed (Virtual)Project Teams Shawn Grubb (PMP) September 2009 Project Management Symposium PMSU

2 Objective Map stages of team development & Trust How to develop trust in VT during stages Share a few stories I picked up My Ask: help develop a skill…

Values: Character – Integrity & Courage, Family & Faith Passions: Learning – Leading – Coaching – Solving – Strategizing Strengths Finder: Strategic – Futuristic – Command – Competition – Self-Assurance Shawn Grubb 1995 1990 Born! Raised! Graduate: SAP University Alliance Operations Mgmt. Mgmt Info Systems. ERP Systems Mgmt. Career #1: Radio Music & Media Youngest of 4: -F: Mechanic -M: Homemaker KALF KARZ K9FM KLRS SOLD! Founder & Owner: Top Notch Entertainment ( 6 employees, $100M NOS) KPPL 2000 2001 2004 Married Hasnaa! Career #2: SAP IT GBS CLFS – Move to OH Career #3: Pharma Product Supply Manage a Global Team of 12 SAP BEs Morocco SAP Implementation Core Logistics Italy Plants & DCs Core Logistics SAP: Dreieich Germany Band II Core Logistics SAP: Blois FR PM: Patheon CM Longjumeau France Core Financials SAP: NA Accounts Payable Project Manager Italy Platform II Core Logistics SAP: Bournemouth UK Move to France 2005 2007 2009 Band III SERPAT Company Benchmark! Manati Puerto Rico 9.3 of 10 Recognition Shares! Recognition Shares! PM: Vita L&A Barcelona ES Guest Speaker: “Managing a G-BPX team” Career #4: Move to GBS BPM IT Portfolio Manager Flowed to Longjumeau FR to help decommission the site Expanded team of 12 to include Pharma & Personal Healthcare Portfolio, PMO and SERPAT COE.

Values: Character – Integrity & Courage, Family & Faith Passions: Learning – Leading – Coaching – Solving – Strategizing Strengths Finder: Strategic – Futuristic – Command – Competition – Self-Assurance Shawn Grubb 1995 1990 Born! Raised! Graduate: SAP University Alliance Operations Mgmt. Mgmt Info Systems. ERP Systems Mgmt. Career #1: Radio Music & Media Youngest of 4: -F: Mechanic -M: Homemaker KALF KARZ K9FM KLRS SOLD! Founder & Owner: Top Notch Entertainment ( 6 employees, $100M NOS) KPPL 2000 2001 2004 Married Hasnaa! Career #2: SAP IT GBS CLFS – Move to OH Career #3: Pharma Product Supply Manage a Global Team of 12 SAP BEs Morocco SAP Implementation Core Logistics Italy Plants & DCs Core Logistics SAP: Dreieich Germany Band II Core Logistics SAP: Blois FR PM: Patheon CM Longjumeau France Core Financials SAP: NA Accounts Payable Project Manager Italy Platform II Core Logistics SAP: Bournemouth UK Move to France 2005 2007 2009 Band III SERPAT Company Benchmark! Manati Puerto Rico 9.3 of 10 Recognition Shares! Recognition Shares! PM: Vita L&A Barcelona ES Guest Speaker: “Managing a G-BPX team” Career #4: Move to GBS BPM IT Portfolio Manager Flowed to Longjumeau FR to help decommission the site Expanded team of 12 to include Pharma & Personal Healthcare Portfolio, PMO and SERPAT COE.

Values: Character – Integrity & Courage, Family & Faith Passions: Learning – Leading – Coaching – Solving – Strategizing Strengths Finder: Strategic – Futuristic – Command – Competition – Self-Assurance Shawn Grubb 1995 1990 Born! Raised! Graduate: SAP University Alliance Operations Mgmt. Mgmt Info Systems. ERP Systems Mgmt. Career #1: Radio Music & Media Youngest of 4: -F: Mechanic -M: Homemaker KALF KARZ K9FM KLRS SOLD! Founder & Owner: Top Notch Entertainment ( 6 employees, $100M NOS) KPPL 2000 2001 2004 Married Hasnaa! Career #2: SAP IT GBS CLFS – Move to OH Career #3: Pharma Product Supply Manage a Global Team of 12 SAP BEs Morocco SAP Implementation Core Logistics Italy Plants & DCs Core Logistics SAP: Dreieich Germany Band II Core Logistics SAP: Blois FR PM: Patheon CM Longjumeau France Core Financials SAP: NA Accounts Payable Project Manager Italy Platform II Core Logistics SAP: Bournemouth UK Move to France 2005 2007 2009 Band III SERPAT Company Benchmark! Manati Puerto Rico 9.3 of 10 Recognition Shares! Recognition Shares! PM: Vita L&A Barcelona ES Guest Speaker: “Managing a G-BPX team” Career #4: Move to GBS BPM IT Portfolio Manager Flowed to Longjumeau FR to help decommission the site Expanded team of 12 to include Pharma & Personal Healthcare Portfolio, PMO and SERPAT COE.

Values: Character – Integrity & Courage, Family & Faith Passions: Learning – Leading – Coaching – Solving – Strategizing Strengths Finder: Strategic – Futuristic – Command – Competition – Self-Assurance Shawn Grubb 1995 1990 Born! Raised! Graduate: SAP University Alliance Operations Mgmt. Mgmt Info Systems. ERP Systems Mgmt. Career #1: Radio Music & Media Youngest of 4: -F: Mechanic -M: Homemaker KALF KARZ K9FM KLRS SOLD! Founder & Owner: Top Notch Entertainment ( 6 employees, $100M NOS) KPPL 2000 2001 2004 Married Hasnaa! Career #2: SAP IT GBS CLFS – Move to OH Career #3: Pharma Product Supply Manage a Global Team of 12 SAP BEs Morocco SAP Implementation Core Logistics Italy Plants & DCs Core Logistics SAP: Dreieich Germany Band II Core Logistics SAP: Blois FR PM: Patheon CM Longjumeau France Core Financials SAP: NA Accounts Payable Project Manager Italy Platform II Core Logistics SAP: Bournemouth UK Move to France 2005 2007 2009 Band III SERPAT Company Benchmark! Manati Puerto Rico 9.3 of 10 Recognition Shares! Recognition Shares! PM: Vita L&A Barcelona ES Guest Speaker: “Managing a G-BPX team” Career #4: Move to GBS BPM IT Portfolio Manager Flowed to Longjumeau FR to help decommission the site Expanded team of 12 to include Pharma & Personal Healthcare Portfolio, PMO and SERPAT COE.

7 Agenda Who am I and why should you listen Planning the Perfect Virtual Project The Tuckman Model of development Forming – Storming – Norming - Performing Characteristics of the stage What leaders should do in the stage What's trust got to do with it Practical steps to build trust in that stage Q&A

8 Stolen!

9 Planning Walk before you run Experience working on a virtual team? Select the Project Manager Be on a successful virtual project team Lead a successful project at home A poor PM in a Physical environment is going to be worse in a Virtual one

10 Planning Select the right members – The team Go deeper than the role and function Have they worked on a virtual project? “how can she possibly know what we do here?” Interpersonal skills Ambiguity and stress Arrange for needed Training: Sharepoint, IM, Livemeeting, Outlook scheduling English for Native English speakers

11 Stages of team: Tuckman Model Bruce Tuckman, Psychologist Naval Medical Research Institute

12 Stages: Forming

13 Stages: Forming(pretending to get along with others) Characteristics: Most uncertain and ambiguous time The forming of the team takes place Independent - motivated - uninformed Usually on their best behavior Seek to understand the work

14 Stages: Forming(pretending to get along with others) What to do: Need to be directive during this phase Set some ground rules early Rules lead to reduction in uncertainty increase trust (there is something tangible) Actions: Be explicit about your thoughts Start meetings on time Observe deadlines Lay out your expectations RM: how to work with me .doc

15 Tangent: Trust Trust: Factor for overcoming barriers Necessary for Effective communication Obtaining Goals Developing higher performing team Quickly resolving issues Need for trust in Global teams are magnified It’s easy to blame someone you may never see Mis-understandings are too common Communication has to be more deliberate

16 Tangent: Trust How does trust fit into the virtual team? Normally trust is high to start Hard to maintain in the virtual world Hard for people to “see” themselves as a team PM sitting in CA, but leading ES project Interactions often are purely business After call banter, hallway talk, Lack of rich communication: Verbal vs. verbal + physical communication Tone, volume pitch and rhythm? Lots of room for noise Lack of understanding = trust?

17 Stages: Forming(pretending to get along with others) How trust fits in: Swift Trust Two sources of trust Personal endorsements Someone I trust tells me I should trust you Something I heard about you tells me I should trust you Role based information I understand your position, I can make assumptions I understand your role, I think I know what you will do

18 Stages: Forming(pretending to get along with others) How to build Swift trust Personal endorsements Meet each member in advance – take notes Follow each introduction with an endorsement what have they done that was significant? Where have they worked, how long in the role, level of expertise In the absence of personal endorsements: Standard P&G intro: Name, location, function,

19 Stages: Forming(pretending to get along with others) Trust based on role based assumptions What are they here to do? What level are they, function? Stereotypes: country, voice, role in meeting Bonus: Virtual Teambuilding exercise At the second meeting, have each person introduce another person Builds trust, encourages connections, and starts to “gel” the team

VT: Predictability Add text here VT: Sense of Order & DependabilityWhy: Virtual teams need structure regularityHow: team meetingsEstablish team meetings & keep them!Never cancel a standing meetingsRotating meeting owners avoid OOOWhy not: You will be bombarded with “are we having a meeting on today?” messages

VT: Sense of Order & Dependability

Why: Virtual teams need structure regularity

How: team meetings

Establish team meetings & keep them!

Never cancel a standing meetings

Rotating meeting owners avoid OOO

Why not: You will be bombarded with “are we having a meeting on today?” messages

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