Typically, a geographically dispersed team is also known as a distributed team, remote team, or a virtual team. It refers to a group of individuals working on the same venture regardless of where they are located such as different countries (Panteli et al., 2019). In recent years, firms have increasingly turned to geographically dispersed teams as a way of connecting as well as engaging members worldwide, thereby, minimizing expenses associated with global collaboration as well as enabling greater speed and adaptability. To make communication easier, it is necessary to adopt a single communication platform where members can share their progress and get instant feedback. Moreover, issues affecting the organization can be addressed (Eisenberg et al., 2019). The paper will address the Working of geographically dispersed team collaboration, tools on the market that teams can use to collaborate, and lastly, a recommendation of a tool to be used by geographically dispersed teams to collaborate.
Question 1
Working of geographically dispersed team collaboration
Virtual teams mainly rely on communication technology as well as electronic devices to conduct communication as well as the project process successfully. Communication technology includes video conferencing, FAX, or email and all these enable the virtual team to collaborate. Consequently, being part of a virtual team implies the dire need for prominent adaptability to be able to team up with partners worldwide (Eisenberg et al., 2019). For organizations, the ability to rise above geographic limits allows recruiting individuals with the best ability regardless of where they are based.
Furthermore, in case of any complexity, the virtual teams present the challenges that members are experiencing and guarantees them that every matter will be looked into. This gives them vision into continuous progress hence achieving the set objectives (Hautala & Schmidt, 2019). Members can log in to access the outline of the project, access to relevant data and also get refreshes on deadlines, expectations as well as responsibilities, all in a single place, wherever they are.
Lastly, the team members can plot out various plans by utilizing Kanban board and Gantt charts, then share the files, post thoughts, manage tasks as well track their progress in a concentrated spot (Eisenberg et al., 2019). Once the virtual office obtains all data about tasks, undertakings, and status under a common rooftop, it can give prompts bits of knowledge to colleague’s outstanding tasks thereby guaranteeing the executives to continually remain mindful of how every activity is tagging along. Some of the important aspects of effective collaborations include; respect, communication, motivation, rewards, feedback, promotion of team bonding and continuously reminding team members of the project vision.
Question 2
Tools on the market that teams can use to collaborate
Skype for business, google hangout, and Microsoft Teams are the three tools that teams can utilize to collaborate on a geographically dispersed team.
(i)Skype for Business:
This is an enterprise instant messaging software tool which was developed by Microsoft as one of the Microsoft Office Suite. Consequently, the tool is secure and reliable hence makes it easier for virtual teams worldwide to communicate with ease (ward & Given, 2019). Skype for Business is essential as it brings together all geographically dispersed teams to communicate in a common platform. As a result, virtual team members can easily access and also use various communications applications via a single interface, while using any device from any locality.
Advantages
Skype for Business has numerous advantages. They include; reduces travel costs, easy to use, cross-platform support, authentication as it ensures that only devices that have been approved by the firm are connected. Lastly, it helps in reducing costs by dramatically reducing phone bills.
Disadvantages
The tool has poor planning and deployment approaches. Moreover, it has operational structure concerns and therefore the administrative body should ensure it has a picture of every person who works in the organization (ward & Given, 2019). The other drawback is an increase in hardware requirements and lastly, it has an impact on the business community in that there will be challenges in delivering external services during the migration of members.
(ii) Google Hangout
It is a communication software tool that was developed by Google.
Advantages
Its advantages include low cost, accessibility, Cross-platform synchronization, and lastly, text chat functionality for attendees and speakers.
Disadvantages
The disadvantages of Google Hangout include; one cannot set status as it does not offer online status customization. Moreover, there is no Message Track if the other party has received and read one’s message (ward & Given, 2019). Lastly, a Google+ account is required. In that regard, one has to register to enjoy all features including video conferencing.
(iii) Microsoft Teams
It is a communication as well as a collaboration platform that combines video meetings, file storage as well as persistent workplace chat.
Advantages:
The platform enhanced productivity gains as well as enriched communication. Moreover, teams can easily focus on their work-related topics and thus prioritize their works better. Again, it ensures transparency as everybody gets to know what is going on (Morrison-Smith & Ruiz, 2020). Lastly, new team members can quickly catch up with the speed no matter where they are.
Disadvantages
First, the structure of files does confuse users. Moreover, there are issues regarding permission settings. The other challenge is difficult to transition from outlook as a result of dependency on Outlook in Office 365. Lastly, it has limited flexibility which can result in manual replications.
Question 3
The recommended tool to be used by geographically dispersed teams to collaborate
I think I would use Skype for Business in managing a geographically dispersed team. The organization where I work is highly pendent on this tool. The main reason why I would choose this tool since my team is remotely dispersed in the UK and India. Moreover, there are numerous advantages associated with this tool. First, it reduces travel costs. Also, the tool is easy to use. The other benefit is authentication as it ensures that only devices that have been approved by the firm are connected. Lastly, it helps in reducing costs by dramatically reducing phone bills.
Conclusion
To sum up, it is becoming more common for firms to collaborate with remote virtual teams. Moreover, there have been numerous technological advancements, for instance, online projects, web conferencing, and instant messaging. As a result, it has become much easier for employees to carry out their assigned tasks and roles outside the office. It would be necessary for those organizations which have not yet adopted the various tools for collaboration such as Skype for Business to research the numerous benefits associated with them as they make it easier to collaborate remote virtual teams.