Typically, a geographically dispersed team is also known as a distributed team, remote team, or a virtual team. A virtual team is a group of people working on the same project regardless of their different physical locations such as different buildings, towns, and even countries. Consequently, virtual teams composed of members located in different nations are referred to as Global Virtual Team, thus, a firm may have staff members in various time zones. Also, in recent years, firms have increasingly turned to remote teams as a way of connecting as well as engaging geographically dispersed members, thereby, lowering expenses associated with global collaboration and enabling greater speed and adaptability as well.
Mainly, virtual teams mainly rely on communication technology as well as electronic devices to conduct communication as well as the project process successfully. Communication technology includes video conferencing, FAX, or email and all these enable the virtual team to collaborate. Consequently, being part of a virtual team implies the dire need for prominent adaptability to be able to team up with partners worldwide. For organizations, the ability to rise above geographic limits gives the opportunity to recruit individuals with the best ability regardless of where they are based.
Furthermore, in case of any complexity, the virtual teams present the challenges that members are experiencing and guarantees them that every matter will be looked into. This gives them vision into continuous progress hence achieving the set objectives. Members can log in to access the outline of the project, access to relevant data and also get refreshes on deadlines, expectations as well as responsibilities, all in a single place, wherever they are.
Lastly, the team members can plot out various plans by utilizing Kanban board and Gantt charts, then share the files, post thoughts, manage tasks as well track their progress in a concentrated spot. Once the virtual office obtains all data about tasks, undertakings, and status under a common rooftop, it can give prompts bits of knowledge to colleague’s outstanding tasks thereby guaranteeing the executives to continually remain mindful of how every activity is tagging along. Some of the important aspects of effective collaborations include; respect, communication, motivation, rewards, feedback, promotion of team bonding and continuously reminding team members of the project vision.
Question 2
Skype for business, google hangout, and Microsoft Teams are the three tools that teams can utilize to collaborate on a geographically dispersed team.
(i)Skype for Business:
Typically, Skype for Business is an enterprise instant messaging software tool developed by Microsoft as one of the Microsoft Office Suite. Consequently, the tool is secure and reliable hence makes it easier for virtual teams worldwide to communicate with ease. Skype for Business is essential as it brings together all geographically dispersed teams to communicate in a common platform. As a result, employees can easily access and also use various communications applications via a single interface, while using any device from any location.
Skype for Business brings together all of the typically disparate ways to communicate into one platform, so employees can access and use multiple communication applications through a single interface, using any device and from any location.
Advantages
Skype for Business has numerous advantages. They include; reduces travel costs, easy to use, cross-platform support, authentication as it ensures that only devices that have been approved by the firm are connected. Lastly, it helps in reducing costs by dramatically reducing phone bills.
Disadvantages
The tool has poor planning and deployment approaches. Moreover, it has operational structure concerns and therefore the administrative body should ensure it has a picture of every person who works in the organization. The other drawback is an increase in hardware requirements and lastly, it has an impact on the business community in that there will be challenges in delivering external services during the migration of members.
(ii) Google Hangout
It is a communication software that was developed by Google. Initially an attribute of google, hangouts became a standalone product when google began integrating features from Google Talk and Google+ Messenger into hangouts.
Advantages
Its advantages include low cost, accessibility, Cross-platform synchronization, and lastly, text chat functionality for attendees and speakers.
Disadvantages:
The disadvantages of Google Hangout include; one cannot set status as it does not offer online status customization. Moreover, there is no Message Track if the other party has received and read one’s message. Lastly, a Google+ account is required. In that regard, one has to register in order to enjoy all features including video conferencing.
(iii) Microsoft Teams
It is a communication as well as a collaboration platform that combines video meetings, file storage, persistent workplace chat, and application integration.
.Advantages:
The platform enhanced productivity gains as well as enriched communication. Moreover, teams can easily focus on their work-related topics and thus prioritize their works better. Again, it ensures transparency as everybody gets to know what is going on. Lastly, new team members can quickly catch up with the speed no matter where they are.
Disadvantages
First, the structure of files does confuse users. Moreover, there are issues regarding permission settings. The other challenge is difficult to transition from outlook as a result of dependency on Outlook in Office 365. Lastly, it has limited flexibility which can result in manual replications.
Question 3
I think I would use Skype for Business in managing a geographically dispersed team. The organization where I work is highly pendent on this tool. The main reason why I would choose this tool since my team is remotely dispersed in the UK and India. Moreover, there are numerous advantages associated with this tool. First, it reduces travel costs. Also, the tool is easy to use The other benefit is authentication as it ensures that only devices which have been approved by the firm are connected. Lastly, it helps in reducing costs by dramatically reducing phone bills.
Conclusion
To sum up, it is becoming more common for firms to collaborate with remote virtual teams. Moreover, there have been numerous technological advancements, for instance, online projects, web conferencing, and instant messaging. As a result, it is also becoming much easier for employees to carry out their assigned tasks and roles outside the office. It would be necessary for those organizations which have not yet adopted the various tools for collaboration such as Skype for Business to research the numerous benefits associated with them as they make it easier to collaborate remote virtual teams.