Virtual Team Collaboration Report for Project Success

This report addresses virtual team collaboration, focusing on the development of a team charter and communication strategies for a team operating across different time zones in the USA, specifically for confidential projects. It examines the importance of a team charter in defining team purpose, duration, scope, member roles, desired outcomes, and resource management. The report, written from a human resource manager's perspective, provides recommendations for team charters and communication technologies like Skype, Slack, and Lotus Notes. It also analyzes the advantages and limitations of synchronous and asynchronous communication tools, offering insights into conflict management, reporting plans, and technology recommendations. The report aims to improve team performance, manage confidential projects, and enhance collaboration among team members, including senior managers and directors, by emphasizing clear communication, defined roles, and effective technology integration.

Running head: VIRTUAL TEAM COLLABORATION
Virtual Team Collaboration
Name of the Student
Name of the University
Author Note

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Table of Contents
Introduction................................................................................................................................2
Team Charter Recommendations...............................................................................................2
Executive summary................................................................................................................2
Recommendation....................................................................................................................3
Team purpose.........................................................................................................................3
Duration and time commitment.............................................................................................3
Scope......................................................................................................................................4
Members.................................................................................................................................4
Desired end result...................................................................................................................4
Supporting resources..............................................................................................................4
Reporting plan........................................................................................................................6
Communications and Collaboration Technology Recommendations........................................6
Executive summary................................................................................................................6
Recommendation....................................................................................................................7
Conclusion................................................................................................................................10
Reference..................................................................................................................................12

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Introduction
The notable determination of this report is to focus on two critical areas which are the
development of a team charter and a plan for the communication strategies to support a team
which works in diverse categories of time zones in USA. The team will be working on highly
confidential projects. The team members of this project will be from diverse business units
and the project team will be made of senior managers and directors. The urgency and the
significance of this project is very much on the higher side, which is the prime reason behind
the incorporation of a team charter and communication & collaboration strategy. The report
will be presented from the perspective of a human resource manager and all the discussions
which will be discussed in this report will be based on offices from each of the four-time
zones in USA (Abu-Salma et al., 2017). The duration of this confidential project will be 90
days starting from the date of orientation meeting. This report will be very much useful for
this national organization to set their team charter and communication strategies.
Team Charter Recommendations
Executive summary
The notable determination of this section of the report is to highlight the significance
of project charter for a virtual team which is supposed to work on a confidential project
involving diverse categories of stakeholders. All the discussion which will be made in this
part of the report will be from the perspectives of a human resource manager (Schouten, van
den Hooff & Feldberg, 2016). The current practices of this project will be evaluated in this
report, at the same time there will be set of recommendations for this team charter for which
the efficiency of each of the stakeholders involved in this project can be enhanced.

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The team charter will be very much useful in this confidential project as the team can reflect
the vision of each of the stakeholders who are involved in this from each of the time zones
across USA. The work schedules and operations of each of the project team members can be
reviewed using the team charter. Roles and responsibilities of each of the stakeholders
involved in this project starting from the operational manager, senior manager and directors
can be understood in the first place using the team charter which will be discussed in the
following stages of this report (Akritidou et al., 2017). The scope and milestones of the
project can also be verified in the first place using the team charter. The confidential targets
of this national organization can also be verified by each of the stakeholders using the team
charter. Managing each of the resources by the project manager and supervised by the senior
manager can also be done using the team charter.
Recommendation
Team purpose
The prime determination of this team charter is to improve the performance of each of
the stakeholders of this project. The acceptable outcome of the project can be improved
significantly if the team charter is followed after it gets completed (Cheng et al, 2016). There
are diverse categories of stakeholder associated with this confidential project like senior
manager, operational manager, project manager and the directors of the project.
Expectation of each of the stakeholders must be understood by the other stakeholders
of the project, which will be very much useful to remove the inconsistencies associated with
this project. The significance of this project must be understood by each of the stakeholders.
Duration and time commitment
Commitment of each of the stakeholders is very much required to maintain the
privacy of this project (Cox & Bobrowski, 2016). The engagement of each of the

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stakeholders in this project can also be improved significantly if each of these stakeholders
are given contractual agreements where their roles and responsibility and tenure of the project
can be reviewed in the first place using the team charter.
Scope
The main objective of this team charter is to identify the ground rules which is
applicable for each of the stakeholders associated with this business. The prime
characteristics of this confidential project is to manage different aspects of the project like
managing each of the stakeholders during the joint activities (Crawford et al., 2019). Time
management and resource management is one of the prime aspect of the of this project team
charter.
Members
Each of the team members must be following the ground rules of the project. The
prime ground rules which is considered in this project is reporting of any sort of issues to the
available immediate hierarchy. Team leaders must be aware of the performance and activity
of each of the activities of the project team members (Dill & Webber 2017). Deadlines of
each of the activities must be set by each of the team leaders who are involved in this
confidential project. The agenda of the team meetings must be clear among each of the
stakeholders of the project in order to remove the inconsistencies associated with this project.
Desired end result
Each of the stakeholder associated with this project must be respecting privacy of
each other as well as the details of this confidential process (DuFour & Reason, 2016).
Common understand of the goals of the project is must for each of the project team members.

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Supporting resources
This project can have diverse categories of conflicts associated with each of the diver
categories of stakeholders who are involved in this project. There are diverse categories of
conflicts which might be very much common among each of the stakeholders associated with
this confidential project in terms of lack of clarity of each of the project scope. Difference in
prioritization the activities of this project is the other significant conflict which might
occur in any stage of the project (Eisenberg, Gibbs & Erhardt, 2016). Working in silos can
be the other prime conflict in this project as there will be diverse assumptions and constraints
associated with this project. Lack of communication can also lead to various categories of
conflicts which can have an undesirable impact on the final outcome of this project (Favor &
Harvey, 2016). There are diverse categories of task dependencies which are associated with
this project which is a source of concern for each of the stakeholders of this confidential
project.
There are diverse categories of procedures which are very much useful to minimise
the conflicts which might occur in any phase of this confidential project. Setting up of formal
complaint process can be very much useful for diver categories of stakeholders associated
with this confidential project like the directors of the project and the senior managers of the
project. Along with the orientation training, conflict resolution training must be given to each
of the project team members in order to avoid any sort of confusions and conflicts (Flipse,
Vrielink & van der Sanden, 2016). Creation and maintaining positive workplace relationship
can be one of the most significant factors which can be very much beneficial to minimise the
probable conflicts of this project which are discussed in the above sections of the paper.
Enactment of stronger communication channels can also be very much useful to minimise the
issues which can be raised in any phase of this confidential project.

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As discussed by Grice et al. (2017), emotional manipulation can be very much useful
to manage the probable conflicts of this projects. The investigator of this paper stated that
counselling each of the project team members can be very much useful to address the
probable workplace conflicts in confidential projects. The paper also helped in understanding
the collaboration can be very much useful to address each of the risks of any confidential
projects. The investigator of this paper highlighted about the significance of the workplace
resolution strategies which can be very much useful to address the probable risks of the
financial projects.
Reporting plan
Based on the above discussion, conflict management procedures can be understood in
the first place. However, it can also be said that conflicts can also have a positive impact on
the overall outcome of this confidential project. The disagreement between each of the
project team members who will be working in this project can be identified in the first place
using the conflicts (Jiao et al., 2016). Difference in opinion and viewpoints of each
stakeholders can also be identified in the first place using conflicts. Identification of any
unhealthy competition is the other contribution of the project conflicts.
The productivity of each of the stakeholders associated with this project can be enhanced
using the conflicts. The possible disruptions of the can be identified prior to the start of the
project. The identification of the diverse categories of conflicts can help the project managers
of this confidential project to understand the chances of successful completion of the project
with the estimated deadlines (Khalil & Ebner, 2017). The inequities of resources can also be
managed in an organized manner in this confidential project if the reason behind the conflicts
is identified in the first place.

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Communications and Collaboration Technology Recommendations
Executive summary
Collaboration technology is very much useful in the joint venture projects as each of
the stakeholders which are miles apart each other can be managed in the first place using this
technology. All the shared goals of this confidential project can be reviewed among each of
the stakeholders of the project using this technology as well. There are diverse categories of
challenges which might be faced during the incorporation of this technology in this
confidential project.
Recommendation
Collaboration is one of the most significant criteria behind the successful completion
of this highlight confidential projects. There are diverse categories of technology which can
be deployed in this project in order to enhance the collaboration among each of the
stakeholders of this confidential project.
There are diverse categories of tools which can be very much useful to manage the
communication issues of this confidential project like online communication tools like Skype
and Slack (Köster, Matt & Hess, 2017). Integrating the business application with the
deliverables of the project using collaboration technologies like Lotus Notes can also be very
much useful to improve the collaboration among the project team members.
There are diverse categories of synchronous communication tools which can be
deployed in this confidential project which can be very much useful for all the real time
collaboration between each of the stakeholders working in this project. The required response
in each phase of the project can also be improved using the synchronous communication
tools. The synchronous communication tools can be very much useful to manage the response
which is very much desired among the project team members (Mandal, 2018). The body

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language of each of the project team members and the approach of each of the project team
member can be verified using the synchronous communication tools.
The asynchronous communication tools can also be very much useful in this
confidential project as these tools are the most widely available. The documentation
procedure of this project can also be improved significantly due to the deployment of the
asynchronous tools (Ng, 2018). The deployment of the asynchronous tools can be very much
useful to understand the project from diverse perspectives.
There are diverse benefits and limitations associated with the deployment of the
synchronous and asynchronous communication tools which will be discussed in the following
table.
Advantages Limitations Examples
Synchronous
communication tool
Real time
collaboration is one of
the prime advantage
of the synchronous
communication tools.
Video conferencing is
one of the prime
usability of this
communication tool.
The focus of the
collaborators cannot be
understood after the
deployment of the
synchronous
communication tool.
Huge commitment of
the stakeholders are
required in order to get
the best out of this
communication tool.
There are
diverse
categories of
asynchronous
communication
tools like
Messenger
which are used
for chatting
purposes and
Skype which
are used for
both chatting
and video
conferencing.
Asynchronous
communication tool
Availability of this
tools us much more
than the synchronous
There are no real ways
to keep a track of this
collaboration. This
Popplet and
padlet are the
two categories

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communication tools.
Documentation of any
complex project can
be done using this
tool. Multiple
perspectives can crop
up after the
deployment of this
communication tool.
tools is most costly
than the synchronous
tools. Misinterpretation
is the most significant
limitation of this tool
which is the main
reason behind lots of
inconsistencies in the
business.
of
asynchronous
tools which
can be used in
this
confidential
project.
Table 1: Advantages and limitations of communication tools
(Created by the author)
The deployment of the asynchronous tools can be very much beneficial for the virtual
team of this confidential project to improve the communication among each of the
stakeholders associated with this organization. Considering that most of the asynchronous
communication tool do not have constant bit rate, the speed of communication with this type
of tools is very much dynamic in nature. The deployment of asynchronous tools like Popplet
can be very much useful for the collaborative brainstorming process of this The online chart
facility of this tools can be very much useful for the brainstorming procedure which is very
much beneficial for the successful completion of this confidential project (Schulze &
Krumm, 2017). The synchronous communication procedure can be very much useful in this
confidential project as most of real time interactions can be conducted using this tool. A sense
of community can be achieved among each of the stakeholders of this project using the
asynchronous communication tools.
Communication challenges like the lack of feedback, overloading of email from
diverse project team members, device chaos and language barriers can be successfully
resolved if asynchronous communication tools are successfully deployed in this project.

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The security of the business data which is involved with this confidential project can
be restored if the data are stored and managed in the cloud servers (Seppälä et al., 2016). The
deployment of Artificial Intelligence can be very much useful to manage each of the activities
associated with this confidential project.
Conflict resolution technologies can be very much useful to resolve the diverse
categories of conflicts which might have an undesirable impact on the final outcome of this
confidential project (Sun et al., 2018). Technological forecasting of the future activities of
this project can be very much useful for this confidential project if technologies like Cloud
Computing and Big Data technologies are incorporated in this project by the directors of this
project.
Conclusion
Based on the above discussions of this report, it can be concluded that that the
purpose of the project team members can understand the roles and responsibilities in this
confidential project using the recommended team charter. The incorporation of the team
charter can be very much useful to enhance the engagement of each of the stakeholders
working in this project. The report was also very much useful to identify the diverse
categories of conflict which might be faced in any phase of this project like lack of clarity,
difference in prioritization of resources and lack of communication. Based on the given
scenario, it can be concluded that conflict management procedures can be very much useful
to address those conflict.
The positive impacts of those conflicts like understanding the difference in approach
of each of the stakeholders can also be concluded from this report. The report also helps in
concluding the significance of collaboration technologies which are required to address the
communication issues of this project.

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The significance of both the asynchronous and synchronous communication tools can
be identified like Popplet and Skype respectively. The tabular description also helps in
understanding the advantages, limitations and usability of both these two categories of tools.
The communication challenges of this project in terms of getting feedback from each of the
stakeholders after the completion of their activities in this project. The significance of the
conflict resolution technique to deal with the possible conflicts of this confidential project.
The significant of emerging technologies like cloud computing technology and big data
technology can also be determined from this report.