8 tips for successful teamwork in the home office

Virtual collaboration has become increasingly important in recent years. Due to the increasing digitalisation and flexibilisation of the working world, teams now often work together across physical distances. More and more companies are offering their employees the opportunity to work from home. This means that teams can sometimes be spread all over the world. However, virtual teamwork over distance also brings with it special challenges and requires different measures than conventional office work. In order for collaboration in virtual teams to work effectively and successfully, a few things need to be taken into account. In this article, you will learn 8 practical tips for optimising virtual teamwork.

01 Regular communication

Regular communication is particularly important in virtual teams, as you don't see each other in person and agreements can quickly get lost. Decide which channels you want to use to communicate - is it Slack, Microsoft Teams, email or a combination? Arrange fixed times for meetings in which the whole team participates. These could be daily stand-ups, weekly jour fixes or monthly strategy meetings. It also helps to have a channel for small talk in addition to pure work communication. This keeps you in touch on a personal level. Also plan video-based meetings where you can hold workshops or simply meet up again. Regular dialogue is the key to good collaboration.

02. Building trust

Trust between team members is the basis for successful collaboration, even at a distance. As there is no personal contact, virtual teams need to work specifically on their relationships. 

• Have regular informal conversations to discuss private matters. Ask your colleagues how they are doing and what is on their minds.

• Organise virtual team events where the focus is on fun rather than work. Do a digital wine tasting together or play online games. 

• Share personal updates when something important happens to you. Tell them about your move, wedding or the birth of your child. This will make your colleagues feel closer to your life.

• Be authentic and open with your team members. Authenticity strengthens the bond.

• Make time for small talk before or after meetings. A relaxed chat promotes mutual familiarisation and understanding.

• Meet in person whenever possible. Joint activities or dinner strengthen personal relationships within the team.

03 Clear goals

In virtual teams, it is particularly important that all team members pull together and work towards a common goal. It is therefore advisable to set clear and measurable goals for the team and the individual projects from the outset. These targets should be agreed with the entire team so that everyone can fully support them. The team objectives and sub-objectives for individual project steps should be formulated as specifically as possible, e.g. with deadlines, budgets and acceptance criteria. On this basis, the achievement of objectives can also be easily measured and checked at the end. Regular reporting on the progress of the project ensures that the achievement of objectives is not lost sight of. Together, the target path can be continuously tracked and readjusted in good time if necessary.

04 Good planning

Clear project planning and structure is very important for good collaboration in virtual teams. Ensure that tasks are clearly defined and allocated. Use project management tools to maintain an overview. Create milestone plans, prioritise tasks and adhere to deadlines. Communication is key - keep each other informed about the progress of the project as a team. Determine who is responsible for what. A good project structure will keep you on track and avoid ambiguities that can lead to frustration within the team. With the right project planning, your virtual team will be motivated to work towards a common goal.

05 Digital tools

With the right digital tools, you can also work together effectively and productively remotely. Try out different options and find the tools that best suit your team. Common tools are:

Communication

• Chat tools such as Slack or Microsoft Teams for quick team dialogue

• Video conferencing tools such as Zoom, Skype or Google Meet for meetings and calls

• Project management tools such as Asana, Trello or Jira help with the organisation of tasks and projects

Collaboration tools

• Cloud storage such as Dropbox, Google Drive or OneDrive for sharing files

• Online office programmes such as Google Docs or Office 365 for collaborative document editing

• Whiteboards such as Miro or Mural for brainstorming and visualising ideas

Project management

• Asana, Trello or Jira provide an overview of tasks, deadlines and responsibilities

• Gantt chart tools such as TeamGantt show project progress at a glance 

• Mind mapping tools make it easier to structure complex projects

06. Giving feedback

Regular feedback is particularly important for the success of virtual teams. However, giving feedback is often more difficult in virtual communication. Sensitivity in tone is therefore crucial. Feedback should be constructive and appreciative, focussing on improvement rather than criticism. It is advisable to give feedback promptly instead of waiting too long so that improvements can be implemented immediately. Positive feedback is just as important as constructive criticism. Regular, planned feedback discussions are useful, whether in 1:1 meetings with the line manager or within the team.

07. Personal meetings

Despite the physical distance, teams should occasionally have the opportunity to meet in person. Face-to-face meetings, even if they only take place 1-2 times a year, are irreplaceable for building and strengthening interpersonal relationships. Non-verbal communication is often lost during video calls. Face-to-face meetings make it possible to fully perceive body language, tone of voice and other nuances of communication. This creates more understanding for each other. In addition, joint activities outside of work, such as a team lunch or event, promote a sense of togetherness. Team members get to know each other on a more personal level. It is also valuable for morale to recognise colleagues not just as voices and faces on the screen, but to experience their manner and personality in real life.

08. Rules of the game

In order to work together successfully as a virtual team, it is important to establish common rules. This creates clarity about how the collaboration should be organised.  

The following aspects should be considered in the rules:

• Availability: When are team members available for meetings or questions? Should there be fixed times or should they be available within certain time slots?

• Communication channels:  Which channels are used for communication? Does everyone use the same tool or are there different preferences? 

• Response times: How quickly do team members ideally respond to enquiries? Within a few hours or is a day okay?

• Feedback: How do members give each other constructive feedback? What rules do they follow?

• Confidentiality: Are there things that must remain confidential? How does everyone deal with this?

• Conflict resolution: How are conflicts and differences of opinion resolved?

• Work-life-Balance: How much flexibility is there in organising working hours?

If these aspects are clarified from the outset, this ensures a good basis for cooperation. The rules can be adapted over time. The important thing is that everyone can give input and feels comfortable with it.