MNG81001 Management Communication
To prepare for the virtual meeting she has asked you to prepare two documents:
(i) a short report (using the memo format) arguing for the establishment of a virtual team using evidence and explanation. THIS MEANS: identify some of the critical areas that need to be addressed when leading and managing virtual teams;
(ii) a PowerPoint slide presentation comprising no more than five slides highlighting the supporting arguments for the establishment of a virtual team. THIS MEANS: highlight DIFFERENT practices for establishing effective virtual teams and solutions for achieving such practices (recommendations or how it's done).
To develop your argument:
list the different reasons for your point of view
think about the different types and sources of evidence which you can use to support your point of view
consider different ways that your point of view is similar to, and different from, the points of view of other researchers
look for various ways to break your point of view into parts. For example, cost effectiveness, environmental sustainability, scope of real-world application.
When planning a persuasive argument, follow these steps:
- Choose your position. Which side of the issue or problem are you going to write about, and what solution will you offer? Know the purpose of your audience.
- Analyse your audience. Decide if your audience agrees with you, is neutral, or disagrees with your position.
- Research your topic. A persuasive argument must provide specific and convincing evidence.
- Structure your argument. Figure out what evidence you will include and in what order you will present the evidence.
Support your position with evidence. Remember that your evidence must appeal to reason. The following are different ways to support your argument:
Using facts is a powerful means of convincing. Facts can come from your reading, observation, or personal experience. Note: Do not confuse facts with truths. A "truth" is an idea believed by many people, but it cannot be proven.
Using statistics can provide excellent support to your argument. Be sure your statistics come from responsible sources. Always cite your sources.
Using quotes from leading experts that support your position is an invaluable tool.
Using examples enhances your meaning and makes your ideas concrete. They are the proof.
Answer:
Communication and collaboration are two most important elements in the successful working of the teams in an organisation. The combination of the technology and the communication has completely changed the methodologies and the effectiveness of the communication (Lin and Atkin, 2014).
Virtual Team refers to the collection of the geographically dispersed people, who are connected through information technology processed, to work towards a common goal. The top-level management of the enterprise has decided to form a new marketing team, the members of which would be located at Sydney, New York, Beijing and Mumbai. As a result, a virtual team would be established, the area of work of which would be spread over four different time zones.
The creation of virtual team in the organization would render a number of advantages such as reduction of travel cost and the time, opportunity to expand for the organisation in different geographical locations, building of the diversified teams and more. However, a few challenge exist in the creation and the functioning of the virtual teams. The right mix of technology, team and leadership can make the virtual team working effective (Ferrazzi, 2014). The memo is aimed to identify and communicate the critical areas that are needed to be addressed in the leadership and management of the virtual team.
Relationships: Building stronger relationships is a major challenge in the management of the virtual teams (Zofi, 2011). However, it is important as it aids in collaboration and creation of a creative and a solution bound environment, and thereby renders meaning and significance to the overall working. Trust among team members is a vital element for the successful organisation and the working of a team as a whole.
Set up: Another major challenge is the set up cost, in terms of the initial investment involved and the infrastructure facilities to be installed. In addition to this, a pool of experts is also required to manage the systems and technical processes of the virtual communication setup.
Communication: Proper flow of communication is also a critical issue in the management and the leadership of the virtual teams. As the virtual marketing team would not be able to conduct the face-to-face meetings, there is an obvious lack of cues from the body language, facial expressions, and voice tone (Lockwood, 2015). This often results in the loss or misinterpretation of information. Communication is also an issue, when the people are engaged in multitasking while communicating, unlike in the real team communication. This further hinders the decision-making effectiveness and the overall performance.
Different Time Zones: One more key challenge in the virtual team communication is the different time zones. As decided, the marketing team would be working in four different time zones. It has to be ensured by the management that an overlapping time zone is identified and accordingly, a common time window is created across the four different time zones. This is essential to enable the team to solve their problems and discuss on the important issues.
Team Building: The leaders of the team are advised to formulate clear directions for the team members, and thus make sure that every team member is connected to a common goal and the objective of the enterprise as a whole. It is necessary to have a clear code of conduct defined in terms of the roles and responsibilities to avoid confusions and delays in functioning (Morley, Cormican and Folan, 2015).
Resolution of Conflicts: Motivating and establishing the team spirit is also a critical issue in the management and leadership of the virtual team (Pangil and Moi, 2014). Thus, the virtual team communication may not be suitable to all the employees as in terms of the psychological factors. Face to face interactions with the team members stimulates them towards achieving their targets. Thus, the management must ensure to resolution of the serious conflicts effectively and thereby avoiding frustration among the team members.
Thus, as per the points discussed in the previous parts, it can be concluded that virtual team is an effective way to enhanced knowledge sharing and an opportunity to provide diversified and 24*7 services. However, there are several challenges, which the management of the company should take into account to implement successfully the virtual team in the organisation. Some of the major challenges that were listed above were the building of trust, working in different time zones, timely and efficient resolution of the conflicts and motivation of the personnel.
References
Lin, C. A. and Atkin, D. J. (2014) Communication technology and social change. In Communication Technology and Social Change. Oxon: Routledge.
Zofi, Y. S. (2011) A manager's guide to virtual teams. USA: Amacom Books.
Lockwood, J. (2015) Virtual team management: what is causing communication breakdown? Language and Intercultural Communication, 15(1), pp. 125-140.
Pangil, F. and Moi Chan, J. (2014) The mediating effect of knowledge sharing on the relationship between trust and virtual team effectiveness. Journal of Knowledge Management, 18(1), pp. 92-106.
Morley, S., Cormican, K. and Folan, P. (2015) An analysis of virtual team characteristics: A model for virtual project managers. Journal of technology management & innovation, 10(1), pp. 188-203.
Ferrazzi, K. (2014). Getting Virtual Teams Right. [online] Available from: https://hbr.org/2014/12/getting-virtual-teams-right [Accessed on 11/08/18].
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