Negative Factors Affecting Telework and Strategies for Virtual Teamwork

What is telework?

Telework is "work that's done in an unconventional location, often from home, using electronic communications tools to send and receive workflow" (Durst & Haaren, 2010, p.13). Bjørn and Ngwenyama (2009) wrote that "virtual teams must place the ongoing challenge of managing the collaboration at the very center of teamwork" (p. 228). Working from home requires discipline and good communication skills from the manager and all team members.

What negatively impacts telework performance?

The following factors may negatively affect a team's telework performance (Greenberg, Greenberg, & Antonucci, 2007; Lepsinger & DeRosa, 2017):  

• Family obligations
• Fears related to supervisor's expectations
• Fear of inability to address concerns and fear of not being understood
• Fear of autonomous work
• Work-day organization
• Home-work-place organization
• Poor time management
• Fear related to little faith and sustaining trust
• Limited support and instruction
• Unclear work evaluation criteria and accountability of work
• Fear of isolation
• Unclear reward system
• Lack of support

We adapted the following successful virtual teamwork strategies recommended by Bjørn and Ngwenyama (2009) and Harvard Business Review Press (2016).

Strategies for successful virtual teamwork

Establish common ground

Failure to establish common ground may disrupt the work process. Make sure you clearly define the following parameters with your team:

1. Hours
2. Authority and delegation
3. Etiquette

Align priorities by creating the team's virtual norms

Work with your team to define virtual norms, such as:

1. Have an agenda; be clear about what you are seeking input on.
2. Define common expectations.
3. Present limited options (A or B). Avoid asking open-ended questions.
4. Create deliverable documents as a result of brainstorming sessions.
5. Create action items and schedule follow-ups.
6. Define team-member roles. Check availability and commitment.
7. Identify collaborators and rearrange the schedule as needed.

Build connectedness and foster team spirit

Apply the following strategies:

1. Share success stories of the workweek.
2. Encourage team members to share updates about their work.
3. Avoid multitasking during work calls; be present.
4. Foster shared leadership through a virtual team-building exercise.
5. Celebrate the team's weekly accomplishments.
6. Express your appreciation to the team and acknowledge each member's contribution frequently.

Find a virtual communication balance or effective virtual communication method

Apply the following strategies:

1. Select a communication channel and format (email, group chat).
2. Avoid communication fatigue by limiting the number of demotivating online conversations. Instead, share brief reports and have virtual office hours.

Make sure employees understand how to track their progress and how you are evaluating them.

Provide feedback, accountability, evaluations, follow-ups, and check-ins.

Avoid conflicts, when possible

Practicing active listening, maintain an online discussion board, and establish working groups among people get along easily.

Sources

Bjørn, P., & Ngwenyama, O. (2009). Virtual team collaboration: building shared meaning, resolving breakdowns and creating translucence. Information systems journal, 19(3), 227-253.

Durst, C & Haaren, M. (2010). Work at home now. The Career Press Inc., Franklin Lake, NJ.

Greenberg, P. S., Greenberg, R. H., & Antonucci, Y. L. (2007). Creating and sustaining trust in virtual teams. Business horizons, 50(4), 325-333.

Harvard Business Review Press. (2016). Leading Virtual Teams (HBR 20-Minute Manager Series). Boston, Massachusetts: Harvard Business Review Press.

Lepsinger, Rick and DeRosa, Darleen (Feb 27, 2017), How to Lead an Effective Virtual Team. Ivey Business Journal 3.