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These materials are the intellectual property of Integrated Project Management Company, Inc., and no reproduction, in whole or in part, is permitted without written permission. A L L R I G H T S R E S E R V E D 2

4/7/2020 ipmcinc.com WORKING EFFECTIVELY WITH VIRTUAL TEAMS P r e s e n t e d b y D a n S t a r k , P M P I n t e g r a t e d P r o j e c t M a n a g e m e n t 1 ABOUT IPM QUICK FACTS Established in 1988. More than 400 clients from Fortune 100 to start-ups. Led more than 4,000 projects, nationally & internationally. 90% repeat business. Malcolm Baldrige National Quality Award recipient. OUR SERVICES Project Mergers, Product Business Supply Regulatory Change Business Manufacturing Capital Portfolio Acquisitions, Development Process Chain & Quality Management Technology Project Management Integrations Management Optimization Management 2 I P M C I N C . C O M 2 1

4/7/2020 Dan Stark, PMP Training & Development , IPM U • With IPM since 2010 • Specializing in PM tools and soft skills • University of California, Berkeley alum • Father of two, rabid sports fan I P M C I N C . C O M 3 AGENDA Intro Working remotely Facilitating Leading virtual teams virtual meetings 4 I P M C I N C . C O M 4 2

4/7/2020 POLL: WORKING REMOTELY CHALLENGES  Feeling isolated  Technology   Kids  Other (non-kid) distractions   Inadequate workspace 5 I P M C I N C . C O M 5 SOME STATISTICS According to an 79% American 65% An Aon Consulting Psychological report noted that Association article, using virtual teams of knowledge Switching between can improve employee of geographically workers surveyed tasks can result in productivity up to dispersed employees reported working as much as a 43% report that they have 40% always or frequently never taken part in a in geographically team building session 2 dispersed teams 1 loss of productivity 1 https://hbr.org/2014/12/getting-virtual-teams-right 2 https://www.teambonding.com/5-team-bondingtips-for-remote-employees/ 6 I P M C I N C . C O M 6 3

4/7/2020 WORKING RE MOTE LY W o r k i n g E f f e c t i v e l y w i t h V i r t u a l Te a m s 7 7 TIPS FOR EFFECTIVE REMOTE WORK Schedule Maintain a Reduce “informal” schedule distractions interactions Create a Get up Use your Over workspace communicate and move peak hours effectively 8 I P M C I N C . C O M 8 4

4/7/2020 RE MAINING PRO DUCTIVE WITH CHILDREN AROUND W o r k i n g E f f e c t i v e l y w i t h V i r t u a l Te a m s 9 9 WORKING FROM HOME WITH KIDS Be upfront about Plan activities that Prioritize Split the work expectations don’t need supervision your schedule Source: https://www.cnbc.com/2020/03/17/working-at-home-with-kids-during-covid-19-crisis-with-kids-underfoot.html 10 I P M C I N C . C O M 10 5

4/7/2020 WORKING FROM HOME WITH KIDS Reward good Take mini Stress less Set up virtual behavior breaks about screen time babysitters Source: https://www.cnbc.com/2020/03/17/working-at-home-with-kids-during-covid-19-crisis-with-kids-underfoot.html 11 I P M C I N C . C O M 11 FACILITATING VIRTUAL ME ETINGS W o r k i n g E f f e c t i v e l y w i t h V i r t u a l Te a m s 12 12 6

4/7/2020 POLL: WORST PART ABOUT VIRTUAL MEETINGS o Participants not engaged o Audio / technical issues o Can’t read the room o People talking over one another o Other 13 I P M C I N C . C O M 13 PRE PARATION F a c i l i t a t i n g V i r t u a l M e e t i n g s 14 14 7

4/7/2020 PREPARING FOR A VIRTUAL MEETING Establish a culture Preempt the Make sure Resolve technical of webcam sharing report outs participants have issues ahead of time done their homework 15 I P M C I N C . C O M 15 FACILITATIO N F a c i l i t a t i n g V i r t u a l M e e t i n g s 16 16 8

4/7/2020 FACILITATING A VIRTUAL MEETING Encourage With smaller groups, Connect Give each person Ban collaborative time on the agenda no mute button multitasking people problem solving 17 I P M C I N C . C O M 17 BANNING MULTITASKING Assign administrative tasks Taking minutes Ask specific people Share webcam for their thoughts Tracking action items Monitoring meeting chat Keeping time 18 I P M C I N C . C O M 18 9

4/7/2020 FACILITATOR TIPS & TRICKS F a c i l i t a t i n g V i r t u a l M e e t i n g s 19 19 AS THE FACILITATOR 1 2 3 Energy and voice Brisk Use paramount pacing two screens (passion + enthusiasm) 20 I P M C I N C . C O M 20 10

4/7/2020 AS THE FACILITATOR 4 5 6 Minimalist slides Leave many prolonged Formalize the openings for questions water cooler 21 I P M C I N C . C O M 21 LEADING VIR TUAL TEAMS W o r k i n g E f f e c t i v e l y w i t h V i r t u a l Te a m s 22 22 11

4/7/2020 ICEBREAKERS One Word Story Two Truths + a Lie Whose Office is it Anyway? Alternating through the Write down three group, each person says statements about Team members take a single word in the yourself pictures of their building of a story workspace and send to the leader Two of them must be Usually begins Once. true; one must be a lie Upon. A. Time. There. Leader shares each Was. A. … photo, team members Each person will read have to guess who theirs aloud; rest of it belongs to group determines which is the lie 23 I P M C I N C . C O M 23 FIVE KEYS TO SUCCESS Designate Maintain Stay fair, Be respectful Don’t forget to roles and responsibility and respectful, of time and build the team responsibilities accountability and helpful distances I P M C I N C . C O M 24 12

4/7/2020 TAKEAWAY #1 DE S I G NAT E R O LE S AND R E S P O NS I BI LI T I E S » Ensure that each organization represented has an equal opportunity to speak up Be clear about what each team member brings to the table Use project management tools 25 I P M C I N C . C O M 25 TAKEAWAY #2 MAI NTAI N ACCO UNTABI LI T Y » Meet as a team on a regular basis; establish a cadence Ask the tough questions, particularly of non-performers Stay focused on dates and deliverables 26 I P M C I N C . C O M 26 13

4/7/2020 TAKEAWAY #3 S TAY FAI R , R E S P E CT FUL, AND I MPAR T I AL » Remain unbiased toward all team members Keep the team focused on the end goal 27 I P M C I N C . C O M 27 TAKEAWAY #4 BE R E S P E CT FUL O F T I ME AND DI S TANCE DI FFE R E NCE S » Avoid disrupting sleep Rotate inconvenience 28 I P M C I N C . C O M 28 14

4/7/2020 TAKEAWAY #5 DO N’ T FO R G E T TO BUI LD T HE T E AM » Don’t need to be in-person to have team building activities Allow time for casual talk at the beginning of meetings Create a culture of webcam usage 29 I P M C I N C . C O M 29 CHALLENGE S L e a d i n g V i r t u a l Te a m s 30 30 15

4/7/2020 OVERCOMING CHALLENGES WITH VIRTUAL TEAMS » Switch meeting times up to accommodate different time zones Time Differences » Look to use handoffs to maximize team productivity » As much webcam sharing as possible » Orchestrate team-building activities » Be responsive and accessible; Trust provide timely feedback » Highlight small achievements; celebrate major milestones » Continue communicating 1:1 with team members Communication » Create ways for team members to communicate informally » Use a variety of mediums 31 I P M C I N C . C O M 31 KEY TAKEAWAYS Optimize Set expectations & Create a culture Keep socializing over-communicate of webcam sharing your schedule & team-building 32 I P M C I N C . C O M 32 16

4/7/2020 ipmcinc.com LINGE RING QUESTIONS? D a n S t a r k , P M P d s t a r k @ i p m c i n c . c o m L i n k e d I n . c o m / i n / d a n i e l n s t a r k 6 3 0 . 7 8 9 . 8 6 0 0 33 33 17