Virtual leadership: Applications securing your teams work effectively from home

March 24, 2020

Activating your Virtual leadership starts with evaluating the right tools

Through the leaders we meet in our client projects, the need to increase the productivity of the employees is high on the agenda. At Disrupt Synergies, we have worked with fully virtual teams for several years, where we conduct client meetings, team meetings and entire projects using various digital tools.

We have tested over a dozen video conferencing applications and decided to use the ones that have proven to work with larger teams, including the ability to connect it with other applications and systems.

10 common challenges when conducting video conferencing

You will receive some concrete advice, enabling you to effectively facilitate your teamwork virtually driving results here and now.

The challenges may seem both obvious and easy to understand, yet ALL organizations, industries and levels of leaders and participants experience these challenges. However, there are ways to get around them.

  1. Delayed participants
  2. The video conferencing app is not installed
  3. Non- or insufficient sound (ie. sound in one direction only)
  4. The camera is not activated
  5. Acoustic feedback instability creating disturbing sounds
  6. Inability to share screen
  7. Inability to chat with others
  8. The image freezes and sound is lost, without your knowledge
  9. The image freezes for other participants and information has to be repeated

Watch this fun video that shows you some of the most common pitfalls when conducting video conferencing. unfortunately, this is more common than you might think.

Techno capital: Applications offering virtual meetings

There are a variety of applications that offer virtual and security-approved video conferencing features. Of course, the bigger giants have their own solutions, such as Google hangouts, Microsoft Teams and Amazon Chime.

A more extensive list of video conference applications

Techno capital: Applications that offer virtual project management and knowledge gathering

There are also a variety of applications that you can use to run projects virtually. They can be connected to existing systems (Google, Microsoft, Amazon), or used as standalone tools, such as Trello, Slack (both owned by Google), Workplace (Facebook), Basecamp, Asana and others.

Techno capital: Some technical questions you should ask yourself

 Rising mobile digital advertising total revenues increased 6.5 percent between 2018 to 2019 (from 62.5 to 69 percent).

Virtual meetings create challenges that differ to some extent from physical meetings. Have you ensured who is responsible for securing the system is fully functioning? Who is responsible for overseeing that employees use the tools seamlessly?

  • Should we work as functions or projects?
  • How do we book the meeting in the smartest way?
  • How are we making sure that we stay effective pre-during and after meetings?
  • How can I see who is attending the meeting? or if someone trying to attend?
  • How can I give different affiliations to different participants?
  • Is it possible to delete information?
  • What technical features are available, and how do we benefit from them?
  • Who should share their screen during the meeting?
  • How do we attach files and links?
  • Does everyone know they are able to share their screen from any device?
  • How do we zynk chat features?
  • How do we record and store the meeting, for others to have access?
  • How do we securely share files and information?
  • If I did not attend, how can I watch only the parts related to my work area on a later occasion?

* Remember that an Admin may need to enable features

Get this in place to enable exponential value added to your work processes and thus results

10% The equivalent of about 25 million people in EU28 work “remotely”, outside the office walls. – Eurostat

Human capital: Clarify goals and the plan for success

Although digital tools are fantastic, they are only tools and you as the CEO set the culture for how you work. So it’s not just the tools that hang on – but how you choose to use them

  • Clarify the objectives of existing projects
  • Review information sharing processes
  • Help your team create opportunities to build virtual business relationships
  • Review current responsibilities
  • Create a culture where you prepare for meetings, have a meaningful agenda and always follow up
  • Remember to celebrate success! (no matter how small)

Do you need to increase the efficiency of your virtual teams, improve how you plan, implement and follow up your meetings?

Contact us for a 20 min free consultation. +46 733 301044

About the author(s)

Johanna Green is the Chief Disruption Officer at Disrupt Synergies’ Nordic region.