This page includes some information and communication technologies, tools, and techniques used by face-to-face teams, virtual teams, or groups of any two or more people needing to connect.
There are variety of information and communication technologies that support teams of people. Many of these technologies are groups under the subject of Computer Supported Cooperative Work or CSCW.
The following matrix illustrates some of the information and communication technologies that support groups of people working together, at anytime, from anywhere.
working together at the same time and place
working together at the same time but different place
working together at a different time but the same place
working together at a different time and place.
Applications are listed in (normal text) and major products or product groupings are listed in (italics).
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There are three basic forms of conferencing:
Audio conferencing
Data conferencing
Video conferencing
Telephone companies provide audio conferencing bridges as a service and as a product. Other companies (see References) also provide products for audio conferencing. Microsoft's Teams is a good example supporting both audio and video conferencing. There are other products that address the conferencing space such as Slack.
Microsoft Exchange, Apple Mail, and Google Gmail are well known electronic mail systems.
Search the Internet for a list of other suppliers.
Electronic whiteboards are useful in meetings for collaboration on ideas and capturing them electronically. Ideas, once captured can be distributed electronically to meeting attendees.
Search the Internet for a list of suppliers.
Projectors that connect to PCs are very useful in meetings. Slide presentations can be displayed from the PC. Electronic copies are easily distributed to team members via electronic mail. Finally electronic presentations can be modified during the meeting and agreement reached.
Search the Internet for a list of suppliers.
Time management systems are useful in coordinating team members schedules. Many time management systems show free and busy times and some also allow meetings to be scheduled and conference rooms and other resources reserved.
Security is an important consideration for virtual teams especially if transmitting sensitive information over a network.
Many email and conferencing products support various types of encryption or other security methods and it may be prudent to check with your suppliers about this.
Teams use a variety of methods during the various interactions taken by team members. Some of these methods include establishing a code of conduct, setting meeting agendas, decision-making, brainstorming, nominal group technique, and open space technology, just to name a few
There are many other methods useful for teams. See the References section for some publications.
Teams have a purpose or reason for being. A purpose is sometimes referred to as a charter or as a mission statement. It is important for teams to document their purpose as well as to agree on its meaning and to support it. The purpose becomes the team's target.
Without a well defined, understood, and supported purpose, it is not likely teams will be successful.
The agenda is the control point of a meeting. Every meeting should have an agenda. Good agendas state the purpose of the meeting, what subjects will be covered, who will cover them, how much time will be allocated to each subject, and expected outcomes.
Agendas should be developed by the team for the next meeting and distributed ahead of time.
Sample Agenda
Date: mm/dd/yy
Purpose: The purpose of this meeting is to review the project status and schedule to see if we're on target.
Agenda Item Responsibility Time
Introduction Bob 9:00 am
Status reports Susan 9:15 am
Schedule review Kelly 10:00 am
Process check Kai 10:50 am
Adjourn 11:00 am
A process check or after action review is a method for reviewing or looking at the performance of the meeting. It is normally conducted at the close of the meeting. The meeting facilitator is interested in "what went right" or positives and "what went wrong" or negatives during the meeting in order to improve the next meeting. Essentially this is part of a continuous improvement process for meetings. The facilitator may elect to go around the room and ask each meeting participant in turn to respond or simply ask for people's thoughts as they occur. Note: it is important to leave sufficient time for this part of the meeting if the data collected is expected to have meaning. People need to feel they are not being rushed and this is an important part of the meeting.
Sample Process Check
Positives
Everyone could read the slides.
I could hear the speakers just fine..
Negatives
The slides were difficult to read.
I couldn't hear the speakers.
Another term for code of conduct is the term "ground rules." By either name, it provides a basis for conducting meetings, how team members will interact, and what kind of behavior is accepted or not accepted.
It's a good idea for team members to establish ground rules for the following:
Attendance
Location of meeting and the time
Assignments
Breaks
Duties of members
Agendas, minutes, and other records (responsibility)
Expected behavior
Other items as necessary
Note: Virtual teams may want to include an item for responding to electronic messages -- voice or email. For example, it may be important to acknowledge receipt of a message requesting information, however, long it takes to actually formulate a response. This way, the requestor actually knows that the message was received and that it will be worked.
Good decision making is obviously very important for most teams. Fortunately there are a variety of good methods useful in decision making and they are relatively easy to learn. Some of these methods are:
Brainstorming
Consensus Card Method
Criteria Rating Technique
Delphi Technique
Nominal Group Technique
Paired-Choice Matrix
There are a variety of publications available on decision making that explain these methods or techniques in detail. See the References section for some publications.
A decision log is useful during the life of a team and may be of value in subsequent teams. A decision log may include information about decisions made such as:
Date
Decision title
Description
Decision-making process (consensus, manager, ...)
Implications of decision
Rationale of decision
Context of decision
An action item log is useful to keep track of various tasks that come up during the course of a project and are assigned to team members to be worked. Completed items are crossed off as they are completed. An action item log may include:
Action Item number
Name
Description
Date assigned
Person assigned to
Expected completion date
Actual completion date
Brainstorming is a method for groups to generate a large number of ideas. It is useful in problem solving, decision making, planning, and related applications. Brainstorming works well in groups that meet face-to-face as well as with groups that meet virtually. Steps:
Select a topic and time frame
Poll each participant for their ideas.
Write them down. (NO evaluation of ideas here.)
Stop when time is up or no more ideas are offered
Now, evaluate, prioritize, and select ideas
The following seven steps make up a general problem solving method or as it's sometimes referred to as a rational decision-making method.
Diagnose and define the problem
Collect and analyze relevant data
Develop alternatives
Evaluate alternatives
Select the best alternative
Analyze possible consequences of the decision
Implement the decision
Lessons learned can be a useful document for subsequent teams. Lessons learned captures key points about the success or failure of a project and why.Information to include:
What was the project about? (context and description)
What when right during the project? Why?
What when wrong during the project? Why?
Was the overall project successful or not? Why?
What information do you think would help subsequent teams from your project experience?