BUS FPX 4011 Assessment 2 Communications and Technology BUS-FPX4011 Virtual Team Collaboration Enhancing Virtual Team Communication Through Team Charters

 

Introduction

Bringing a team together from across the country can be challenging, with effective communication being a primary hurdle. Addressing communication issues early is vital to ensuring that all team members understand expectations. Developing a team charter is an effective way to communicate these expectations and outline roles, responsibilities, and behaviors. Establishing appropriate technologies also supports efficient teamwork, as diverse communication methods allow team members to choose the most effective channels for various scenarios. Both synchronous and asynchronous technologies play crucial roles in enabling remote workers to perform their tasks effectively.

Executive Summary

Improving collaboration and communication within teams is an ongoing conversation, and team charters have emerged as a valuable tool for engaging and aligning team members (Pilette, 2017). A team charter, which defines the formal organization of a team, can be developed at any stage, whether the team is new or has been together for a while (Knutson, 1997). It ensures that team members are aligned in areas such as vision, values, and expected behaviors, avoiding assumptions about understanding (Pilette, 2017). By initiating discussions about complex issues and solutions early, a team charter establishes a frame of reference that helps teams operate effectively (Byrd & Luthy, 2010).

As virtual teams become the norm, processes that worked for face-to-face teams must be adapted to fit remote settings. Creating a team charter is the first step toward fostering effective communication. Additionally, selecting the right technologies for communication is crucial; without proper tools, a remote team risks failure.

Team Charter

A team charter is unique to each team, addressing specific strengths and weaknesses, as well as goals and individual roles (Knutson, 1997). To create a charter, teams should allocate time for discussions, which typically takes about six hours for a team of ten (Pilette, 2017). Starting with an icebreaker can facilitate comfort and open dialogue. Initial discussions should focus on the project’s objectives and the team members’ strengths, creating a friendly atmosphere for future conversations (Knutson, 1997).

The length and topics of a team charter can vary, but core elements generally include a vision statement, team values, commitments, and collaborative accountability (Pilette, 2017). The vision should articulate the team’s specific mission, distinct from the organization’s overall mission. Team values establish essential characteristics, such as respect and professionalism, setting the tone for team interactions.

The commitments section outlines how the team will work together, resolve potential problems, define roles, and establish decision-making and disciplinary methods (Byrd & Luthy, 2010). This section will be frequently referenced and is crucial for preventing and resolving conflicts. Lastly, the collaborative accountability section details how the team will maintain accountability and work effectively, including meeting frequency and methods.

Ground rules for behavior and communication are also critical for the success of the team. These standards help prevent conflicts and misunderstandings. Examples include promoting active listening and punctuality for meetings. Establishing these expectations creates a more efficient team environment, although there may be a learning curve as the team adjusts to new standards.

Conflict

Conflict resolution is a significant aspect of team dynamics that requires careful handling. Conflicts generally fall into three categories:

1. Task Conflict: This type involves disagreements over performance, resources, or procedures and is often the most common. While it can escalate if not managed well, addressing the root cause can lead to resolution. Leaders can mediate and guide the parties involved toward a solution (Shonk, 2023).

2. Interpersonal Conflict: Often stemming from personality clashes, this type of conflict can be challenging to resolve. Encouraging team members to understand each other on a personal level may alleviate some tension (Shonk, 2023).

3. Process Conflict: Similar to task conflict, this involves disagreements about how tasks should be completed. A team charter can help clarify roles and responsibilities, minimizing misunderstandings.

Not all conflict is negative; some can promote critical thinking and improve teamwork. However, relationship conflicts are usually detrimental and should be avoided.

Executive Summary – Technology

A major disadvantage of virtual teams is communication challenges. Face-to-face interact