In A Recent Shell Interview, candidates were asked how they would collaborate with a team scattered across the world when face to face meetings are not feasible. I used my recent experience with a class group project to demonstrate how I would apply my understanding of a few programs, all accessible to the public worldwide, to effectively manage such a team.
Summary
Oftentimes a project will require a team comprised of members that do not work in the same office, or even in the same country. To maintain efficiency, the team must work collaboratively even when they cannot work with each other simultaneously. In addition, teams must think of creative ways to make the most of the limited time that they will have to meet in real time. Video conferencing programs and document sharing systems are two tools that can dramatically increase productivity, as long as all team member have access to and are capable of using the programs. In a recent class assignment, our team of students simulated such a situation while compiling an infographic to explain the process of sour water stripping in oil refineries. From my experience with that team, I learned how to effectively lead a team and keep all of our members accountable and on the same page in regard to the teams goals.
A few basic steps must be followed to make sure no team members become lost and frustrated with the platforms, and to keep the project moving at an efficient pace:
1) Teach all the members about the platforms of communication that I plan to utilize by creating a set of instructions
2) Conduct meetings using video conferencing widely accessible video conferencing programs
2) Use document sharing platforms to communicate outside of formal meeting times
Powerful Tools For Remote Meetings
Meetings still must take place, even if time zone differences make them inconvenient. The goal of a meeting is to update the team on the progress of the project, ask clarifying questions, and hold the team accountable. Specifically, meetings for large-scale projects would entail some presentations as well as some open discussion. Presenters must have a way to share documents in real-time during presentations. The ideal platform would allow the members to connect from anywhere, including their own homes, if the meeting took place during the night. Many virtual conferencing platforms s meet all of these needs. Gotomeeting is an example of a program designed specifically for professional uses, while Skype and Google are more limited but more widely used face-to-face conference call programs. A professional program would likely fit into the needs of this situation better than a common one as long as all the teammates can access programs owned by their company from home. When a group does not have the resources of a large company and are not subscribed to the expensive meeting tools, a lot can still be done with the free software available.
Oftentimes a project will require a team comprised of members that do not work in the same office, or even in the same country. To maintain efficiency, the team must work collaboratively even when they cannot work with each other simultaneously. In addition, teams must think of creative ways to make the most of the limited time that they will have to meet in real time. Video conferencing programs and document sharing systems are two tools that can dramatically increase productivity, as long as all team member have access to and are capable of using the programs. In a recent class assignment, our team of students simulated such a situation while compiling an infographic to explain the process of sour water stripping in oil refineries. From my experience with that team, I learned how to effectively lead a team and keep all of our members accountable and on the same page in regard to the teams goals.
A few basic steps must be followed to make sure no team members become lost and frustrated with the platforms, and to keep the project moving at an efficient pace:
1) Teach all the members about the platforms of communication that I plan to utilize by creating a set of instructions
2) Conduct meetings using video conferencing widely accessible video conferencing programs
2) Use document sharing platforms to communicate outside of formal meeting times
Powerful Tools For Remote Meetings
Meetings still must take place, even if time zone differences make them inconvenient. The goal of a meeting is to update the team on the progress of the project, ask clarifying questions, and hold the team accountable. Specifically, meetings for large-scale projects would entail some presentations as well as some open discussion. Presenters must have a way to share documents in real-time during presentations. The ideal platform would allow the members to connect from anywhere, including their own homes, if the meeting took place during the night. Many virtual conferencing platforms s meet all of these needs. Gotomeeting is an example of a program designed specifically for professional uses, while Skype and Google are more limited but more widely used face-to-face conference call programs. A professional program would likely fit into the needs of this situation better than a common one as long as all the teammates can access programs owned by their company from home. When a group does not have the resources of a large company and are not subscribed to the expensive meeting tools, a lot can still be done with the free software available.
![Picture](/uploads/2/3/5/7/23574270/4968235.jpg)
FIGURE 1: Gotomeeting.com is one example of the numerous video conferencing tools available today. Many companies own their own programs for video conferencing, so check with your tech department when deciding which program to use. [1]
The preparation for meetings is important, because everyone may not have experience with certain tools. As the leader, I would create and send written instructions for any technology use required at least one week before the meeting. In addition, I would reach out to those who would need to present during the meeting directly, by phone most likely, and make sure that they were comfortable presenting using the given tools.
In the past, I have participated in many meetings that have included people from remote locations, such as during the infographic class project but also during my internships. In every instance, phone communication was used in addition to screen-sharing so that each party could hear the person present and see the presentation document on their own screen. The logistics of such a system are simple because everyone has a phone and everyone has at least one screen to watch at their desk or on their personal computer. Complication can occur when adding the video component to meetings because participants then need to have separate screens to watch the people and the documents; otherwise, one screen will become cluttered with both images. When one person is presenting and the presenter does not expect much feedback, the phone and document approach is best. However, in smaller groups and ones where each member needs to actively participate, the pains of adding video are worth it because the video encourages active participation. Through real-time interaction, team members will better understand the current state of the project, and will be in tune with upcoming deadlines, whereas they might miss vital information if it was only mentioned in a phone call or stated in a bulk email.
In review, video conferencing programs provide these advantages over typical phone or email communication:
1) Video conferencing allows presenters to present in the same manner that they would in a face-to-face meeting
2) Video conferencing encourages active participation
3) Real-time meetings will keep the group aware of upcoming deadlines
Powerful Tools For Asynchronous Collaboration
Outside of meeting times, technology can facilitate efficient collaborate. Document sharing via cloud-based systems allow documents to be shared on servers in remote locations, so that the documents can be accessed and updated by any device in any location. In nearly every group project in which I have participated, some form of cloud-based sharing has been used. During the infographic project, our team used Google Drive to form report of our findings, and all members could contribute. This system proved far more efficient than emailing constantly update editions to all the team members. Email can also prove ineffective when working with large file sizes, and cloud-systems usually do not have this limitation. However, limitations do exist in certain cloud-storage programs. For example, Google Drive only allows a limited number of file types in its system, so it is important to test the program before teaching it to everyone on the team. Similarly to the meeting programs, many companies have their own system that works similarly to public cloud systems such as Apple’s Cloud or Microsoft’s SkyDrive. Additionally, files that are saved to cloud systems are generally more secure than files saved on a computer's hard drive. Personal computers are prone to crashing, physical damage, and theft, whereas large off-site cloud servers have advanced backup and security systems, since they hold data for all of their customers.
In the past, I have participated in many meetings that have included people from remote locations, such as during the infographic class project but also during my internships. In every instance, phone communication was used in addition to screen-sharing so that each party could hear the person present and see the presentation document on their own screen. The logistics of such a system are simple because everyone has a phone and everyone has at least one screen to watch at their desk or on their personal computer. Complication can occur when adding the video component to meetings because participants then need to have separate screens to watch the people and the documents; otherwise, one screen will become cluttered with both images. When one person is presenting and the presenter does not expect much feedback, the phone and document approach is best. However, in smaller groups and ones where each member needs to actively participate, the pains of adding video are worth it because the video encourages active participation. Through real-time interaction, team members will better understand the current state of the project, and will be in tune with upcoming deadlines, whereas they might miss vital information if it was only mentioned in a phone call or stated in a bulk email.
In review, video conferencing programs provide these advantages over typical phone or email communication:
1) Video conferencing allows presenters to present in the same manner that they would in a face-to-face meeting
2) Video conferencing encourages active participation
3) Real-time meetings will keep the group aware of upcoming deadlines
Powerful Tools For Asynchronous Collaboration
Outside of meeting times, technology can facilitate efficient collaborate. Document sharing via cloud-based systems allow documents to be shared on servers in remote locations, so that the documents can be accessed and updated by any device in any location. In nearly every group project in which I have participated, some form of cloud-based sharing has been used. During the infographic project, our team used Google Drive to form report of our findings, and all members could contribute. This system proved far more efficient than emailing constantly update editions to all the team members. Email can also prove ineffective when working with large file sizes, and cloud-systems usually do not have this limitation. However, limitations do exist in certain cloud-storage programs. For example, Google Drive only allows a limited number of file types in its system, so it is important to test the program before teaching it to everyone on the team. Similarly to the meeting programs, many companies have their own system that works similarly to public cloud systems such as Apple’s Cloud or Microsoft’s SkyDrive. Additionally, files that are saved to cloud systems are generally more secure than files saved on a computer's hard drive. Personal computers are prone to crashing, physical damage, and theft, whereas large off-site cloud servers have advanced backup and security systems, since they hold data for all of their customers.
![Picture](/uploads/2/3/5/7/23574270/5348838.jpg)
FIGURE 2: A cloud system refers to data that is stored on hardware owned by a third-party company. The data can be accessed via the internet by any device, usually accessed on the company's website using a typical username and password. [2]
In review, cloud-based programs provide these benefits:
1) All involved parties will have access to the most up-to-date editions of documents at all times
2) An size or type of file can be shared (in most systems)
3) Files are stored in one secure location
Conclusion
Overall, a global team must utilize a variety of platforms to make sure that all of its members can work productively both collaboratively during meetings and independently outside of meetings. The team leader must have an understanding of the resources made available to him by the company, as well as public programs that can help in certain situations. In any case, the programs will require some teaching, and it likely will require the team leader to create and send instructions explaining the use of new platforms to all the members. More connectivity is usually better during meetings, but the leader must pay attention to some unintended consequences of over-connectivity, such as cluttered presentations and more difficult troubleshooting. Document sharing is vitally important, and in most cases is as easy as simply informing the group to where they need to save certain files. In all, there are two major types of programs that I would use regularly when dealing with any global team: a virtual meeting platform and a cloud storage system. The success of any team will not depend on the programs used, and how powerful they are, but on the commitment of the members to their goals and to each other. A global team poses a unique set of challenges, but technology has made it possible to work efficiently no matter the distance between teammates.
1) All involved parties will have access to the most up-to-date editions of documents at all times
2) An size or type of file can be shared (in most systems)
3) Files are stored in one secure location
Conclusion
Overall, a global team must utilize a variety of platforms to make sure that all of its members can work productively both collaboratively during meetings and independently outside of meetings. The team leader must have an understanding of the resources made available to him by the company, as well as public programs that can help in certain situations. In any case, the programs will require some teaching, and it likely will require the team leader to create and send instructions explaining the use of new platforms to all the members. More connectivity is usually better during meetings, but the leader must pay attention to some unintended consequences of over-connectivity, such as cluttered presentations and more difficult troubleshooting. Document sharing is vitally important, and in most cases is as easy as simply informing the group to where they need to save certain files. In all, there are two major types of programs that I would use regularly when dealing with any global team: a virtual meeting platform and a cloud storage system. The success of any team will not depend on the programs used, and how powerful they are, but on the commitment of the members to their goals and to each other. A global team poses a unique set of challenges, but technology has made it possible to work efficiently no matter the distance between teammates.
REFERENCES
[1] Milehighmarketing.com (2013, Oct. 25). “Go To Meeting” [Online]. Available: http://milehighmarketing.com/gotomeeting-now-supports-video-conferencing/
[2] Cloudleverage.com (2013, Oct. 25). "Cloud Storage" [Online]. Available: http://cloudleverage.com/cloud-storage/
[1] Milehighmarketing.com (2013, Oct. 25). “Go To Meeting” [Online]. Available: http://milehighmarketing.com/gotomeeting-now-supports-video-conferencing/
[2] Cloudleverage.com (2013, Oct. 25). "Cloud Storage" [Online]. Available: http://cloudleverage.com/cloud-storage/