Understanding Virtual Teams: Definition, Types, and Best Platforms to Engage

Nowadays, more and more organizations are making the shift from traditional office setups to remote work arrangements. With this change, organizations are looking for practical ways to ensure the smooth operations of virtual teams. From choosing the right virtual platforms to effective management strategies, there’s a lot to consider when it comes to remote teams.

In this blog, we will discuss what virtual teams are, the different types of virtual teams, and the digital tools and platforms they use. Let’s dive in. 

What are Virtual Teams?

Virtual teams or remote teams are groups of individuals who work together from different geographic locations. Unlike traditional teams that share a physical workspace, virtual teams use digital workspace to collaborate on tasks or projects. They utilize project management tools and video conferencing platforms to facilitate communication, coordination, and collaboration among teams. 

Virtual team structures vary based on the industry, company, and department. While some virtual employees have a set 9 to 5 schedule, others are free to choose their work hours. With the right strategies, team building activities, and tools in place, virtual teams can achieve high levels of success.

Types of Virtual Teams

Leading virtual teams take different management approaches depending on the roles, objectives and goals of the company. Here are some common types of virtual teams that most companies follow:

1. Networked Teams

Members of this team are cross-functional and come together from different departments. Because of their expertise in different areas, they phase in and out of departments as and when required.

2. Parallel Teams

Parallel team members are brought together within the same organization for a specific goal or project. They make recommendations on a process or system and go back to their original team once the project is done.

3. Product Development Teams

Product development teams have designated roles that allow them to work remotely for the completion of a project. These teams work simultaneously on a specific product and are commonly seen among virtual teams.

4. Service Teams

Within this team, members are located in different time zones and work in shifts. They work remotely and independently, which results in overlapping shifts so workflow is always consistent.

5. Management Teams

This type of team comprises mainly managerial level roles within a company that discusses insights and strategies for the company’s growth. 

6. Action Teams

An action team is put together to address an immediate problem that requires instant attention. Once the task has been completed, the team is disbanded. 

7. Contractual Teams

Many companies hire individuals or teams on a freelance or contractual basis for an ongoing project or goal. They usually work remotely and are in different geographical locations but stay connected through digital tools tailored specifically for remote employees.

Benefits of Virtual Teams

Access to a Diverse Talent Pool

Companies can tap into a global pool of highly talented individuals because they’re able to expand their search for their virtual team. As team members from different backgrounds collaborate, they gain valuable insights into each other’s cultures, traditions, and ways of thinking. This creates a more diverse and inclusive work environment where everyone feels valued and respected. To manage this effectively, companies can utilize top HR software platforms to streamline their processes and enhance team collaboration.

Reducing Overhead Costs

In an office setup, companies shell out thousands of dollars in space and maintenance costs. According to a study by Global Workplace Analytics, companies can save an average of $11,000 per half-time virtual employee a year. Having a virtual team can drastically cut down on costs like: 

• Office space rent and utilities 
• Furnishing and decor
• Office supplies and equipment
• Food and beverage
• Cleaning services 

With these expenses out of the way, companies are able to cut costs and budget their capital more efficiently.

Improved Employee Satisfaction

Virtual team members don’t have the stress of worrying about relocation expenses. If an employee has to move, it doesn’t affect the employee’s or the organization’s workflow. This makes the employee turnover rate significantly less while companies get to retain their valued employees. 

Increased Productivity 

Teams in a virtual setting tend to be more productive because of the fewer distractions in comparison to an office. With reduced office chit-chat and breaks, they are able to have better focus. Cutting down on time spent commuting to an office also reduces stress and puts them in a better mind space to be more productive. Since they are working on their own schedule at their own time, the quality of their work output tends to be higher. 

More Flexibility for Teammates

Some teams working remotely tend to have a lot of flexibility in their work hours, which, in turn provides a better work-life balance for them. They create their own office spaces in the comfort of their homes, enabling them to work more efficiently. Virtual teams also tend to get into significantly fewer conflicts with their team members, which promotes a healthy atmosphere of teamwork and collaboration.

Roadblocks for Virtual Teams 

Here are some common challenges that virtual teams face and how you can overcome them.

1. Feelings of Isolation

In an office, it’s natural to run into colleagues and engage in some casual conversation, but working remotely is the complete opposite. Employees find themselves sitting in one place for extended periods of time without any human interaction. Most of their colleagues are people they have never met in real life, which makes getting to know each other difficult. While they might know each other’s names and faces, their personality traits and work styles are unseen through the screen.

👉 How to fix it

Organize virtual icebreaker sessions for employees to interact and get to know one another in an informal setting. These regular virtual activities will boost your team’s morale and encourage teamwork.

2. Communication & Team Alignment

In a virtual setting, communication with colleagues tends to be purely about work and seldom takes the casual route. Moreover, some might misunderstand tonalities, texting styles and assume being ignored while in reality, they just might be caught up with their own work. Some might be so focused on their work that they miss important calls and messages.
Some other remote workers also have flexible timings, which might not align with the other team members’ hours. This can create confusion about work timings and pose a challenge to set up meetings.

👉 How to fix it

Promote a work culture where employees should reply to messages within a fixed timeframe. Daily check-ins with the team are also recommended as planning regular virtual meetings so everyone becomes familiar with each other. 

3. Virtual Meeting Fatigue

We get it, virtual meetings can feel tiring at times. Not only do you have to stare at your screen for hours, but also get self-conscious when it comes to turning on your camera. Losing focus also becomes common when two people are conversing while you’re present in the background. When these meetings are lined up back-to-back, exhaustion and burnout are bound to happen. 

👉 How to fix it

Prior to every meeting, having an icebreaker session can be a great way to set a positive tone for the meeting. It’s a way of warming up, getting to know each other better, and making sure everyone feels comfortable and ready to dive into the agenda.

4. Lack of Management

Managing remote team members can be challenging since they are not in close proximity. They might have all the skills required for their job but might not be familiar with the functionality of the team, especially new hires. Without their manager training them, they would not know how to align with the company’s output. Striking a balance between micromanagement and undermanagement is key. 

👉 How to fix it

Provide virtual management training to staff using people and project management software. Additionally, it’s advised to schedule regular meetings to stay up to date with your team’s work progress. Fostering positive relationships with team members and using buddy programs on Donut are also helpful in promoting strategic conversations.

Why is Team Building Important in Virtual Teams?

Since virtual teams work from different locations, team building is important to lay the groundwork for trust and collaboration. To improve the team’s rapport with one another, activities for team building are organized. These foster collaboration, communication, and cohesion among remote team members. 

Team building companies assist virtual teams by offering specialized team building events and activities. These companies provide tailored solutions such as virtual team-building games, interactive workshops, and facilitated discussions. 

Team Building Platforms to Engage Your Virtual Team

In order to destress and get to know one another better, many virtual teams resort to virtual team building activities. Specialized team building companies host team engaging activities for virtual teams, like Virtual Trivia, Virtual Bingo, and Virtual Escape Rooms, which are just a few to name. Here are some platforms that will add a bit of fun to your team’s daily grind.

Hooray Teams

Hooray Teams hosts engaging team building activities for remote teams. No matter where your team is located, their unique platform makes it simple to organize the ideal event. They host a wide range of games and activities like icebreaker games, arts & crafts, DIY workshops, and more. Whatever kind of event you decide on, their skilled hosts will make sure that everyone has a blast and carries wonderful memories. 

Confetti

From team-building activities to DEI initiatives and edu-tainment workshops, Confetti has a wide range of exclusive team building experiences to offer. They have dedicated coordinators for unique events and offer live demos before booking your desired event. Moreover, they have a Happiness Commitment Policy in place in case their events aren’t up to the mark.

Team Building 

Team Building prides itself on bringing world-class experiences, both in-person and virtually. They have over 30+ event types, which are designed, organized, and hosted by themselves. Their host lineup includes actors and comedians who are professional entertainers to keep teams engaged. Moreover, multi-event packages are offered to companies who plan ahead for team building and book events at a bulk credit system.

Marco Experiences

Marco Experiences creates extraordinary experiences to keep teams connected, employees engaged, and culture thriving. They offer a variety of stand-alone experiences that are unique and insightful. There are select events that are specifically BIPOC-led, which is ideal for companies looking for DEI training for their team. They also offer live demos to those interested in their activities to turn teams into communities. 

Elevent

Elevent is a virtual team building organization that focuses on client engagement and team building events. They offer a variety of activities, such as games, crafts, cooking, gardening, and food and drink tastings. You can enjoy Elevent’s icebreakers, games, and events indefinitely by subscribing to their on-demand subscription.

Frequently Asked Questions (FAQs)

What is the difference between regular teams and virtual teams? 

Regular teams usually work together in person, meeting face-to-face. They might share an office space or have regular in-person meetings where they discuss their work. Virtual teams, on the other hand, do their work remotely, often using technology like video calls, emails, or messaging apps to communicate instead of meeting in person. They might be located in different locations and work together online. Virtual teams are becoming more common in workplaces due to the shifting dynamics of corporate culture. 

What is the difference between virtual and hybrid teams? 

Virtual teams function remotely, where team members are located in different locations. Hybrid teams, on the other hand, blend remote and in-person work. In a hybrid setup, team members can select the days they can choose to work in the office and work from home. 

What are some team building activities for virtual teams?

Team building is very important for virtual teams as they strengthen bonds and boost morale within the team. Some team building activities for virtual teams are icebreaker games like Virtual Pictionary, Virtual Team Jeopardy and Online Taboo. They can also partake in arts and crafts like Virtual Paint Your Pet Party or food tasting activities like Virtual Coffee Tasting class.