The remote and hybrid work models have become the staple of the modern workplace. Even complex professions that heavily rely on effective communication — like project management — have been swept up by the digital revolution.
The many benefits of the work-from-home option and the fast-evolving digital project management tools are slowly making the return to the office unnecessary.
But, the virtual office comes with its own set of challenges that project managers have to learn how to handle.
Virtual project management has become increasingly popular over the past few years. With more companies embracing remote work and distributed teams project managers must adapt to managing projects and teams virtually. But what exactly is virtual project management?
In this comprehensive guide, we’ll cover everything you need to know about managing projects and teams remotely in 2022.
What is Virtual Project Management?
Virtual project management refers to managing projects where the project team members are located in different geographic locations and collaborate primarily using digital tools and technology. It involves coordinating workflows tasks resources, and communications for a successful project outcome even when the team is dispersed.
While traditional project management principles still apply, virtual project management brings its own set of benefits and challenges that project managers must address. The main difference lies in the lack of in-person contact and physical proximity among team members.
Why is Virtual Project Management on the Rise?
Several factors have led to the growth of virtual teams and virtual project management in recent years:
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Increase in remote work – With advancements in technology, more employees are working remotely leading to increased adoption of virtual teams. Companies can hire talent from anywhere in the world.
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Cost benefits – Virtual teams allow companies to save on real estate and infrastructure costs. They also reduce travel and relocation costs.
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Access to global talent – Organizations can build project teams with the best talent across geographies. No need to limit yourself to your immediate region.
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Better work-life balance – Employees appreciate the flexibility to work from anywhere. This results in higher satisfaction and retention.
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Higher productivity – Studies show remote employees tend to be more productive as they have fewer distractions. No time wasted commuting.
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Generational shifts – Younger millennials and Gen Z workers prefer flexible remote work options.
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Covid-19 pandemic – The pandemic necessitated remote collaboration and accelerated the adoption of virtual teams.
Benefits of Virtual Project Management
There are several advantages to managing projects virtually:
1. Reduces Operational Costs
With team members working remotely, companies can save on real estate and infrastructure costs. No need for big offices and equipment. Virtual PM eliminates commute costs and business travel expenses.
2. Access to Global Talent
You are no longer limited to talent in your immediate geographic area. Build project teams with the top talent across the globe. Hiring the best people for the job improves project outcomes.
3. Increased Productivity
Studies show remote employees tend to be happier and more productive. They have fewer distractions and interruptions. No time wasted on commuting. Managers must ensure proper communication and collaboration.
4. Better Work-Life Balance
Virtual teams allow employees greater flexibility and control over schedules. Employees appreciate being able to work from home. This results in higher job satisfaction.
5. Enhanced Collaboration
With the right tools, virtual teams can collaborate easily across geographies. Real-time communication apps and project management software facilitate teamwork.
6. Business Continuity
Virtual teams allow work to continue seamlessly even in case of disruptions like pandemics. Distributed teams mitigate operational risks.
Challenges of Virtual Project Management
Despite the many benefits, managing projects virtually also poses some unique challenges:
1. Lack of Face-to-Face Interaction
Limited in-person contact can make it harder to build relationships, trust, and team cohesion. The lack of visual cues and body language also makes communication tougher.
2. Remote Collaboration
Collaborating across different time zones makes it difficult to get everyone together. Communication delays can impact productivity and workflows.
3. Distractions at Home Offices
Employees working from home face more distractions from kids, pets, and chores. Project managers must keep remote workers engaged.
4. Monitoring Team Performance
When employees work remotely, it can be challenging for managers to track productivity and ensure accountability.
5. Onboarding New Employees
Onboarding new hires remotely is tougher since they miss out on absorbing company culture by observing office interactions.
6. Technology Challenges
Spotty internet connectivity, incompatible tools, and lack of tech skills can hinder collaboration on virtual teams.
Best Practices for Virtual Project Management
Here are some tips to help tackle the challenges of virtual project management:
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Define clear goals – Set clear objectives and key results to align everyone. Ensure tasks are well-defined.
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Build trust – Take time to connect with team members 1-on-1. Be empathetic and understanding. Share team wins.
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Overcommunicate – Don’t assume anything. Provide context through regular status updates. Be transparent.
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Collaborate virtually – Encourage real-time collaboration through chat, video conferencing, and online documents.
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Track progress – Use project management tools to monitor productivity. Celebrate milestones and wins.
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Onboard thoughtfully – Have a well-planned remote onboarding program. Assign buddies to help new hires.
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Set core hours – Identify a few hours when everyone must be available for meetings and collaboration.
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Watch for burnout – Check in frequently. Look for signs of isolation and burnout. Encourage breaks.
Top Tools for Virtual Project Management
The right tools and technology are vital for effective collaboration, communication, and project execution in distributed teams. Here are some popular apps and software for virtual project management:
Project Management Software
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ProjectManager – Online project management software with Gantt charts, kanban boards, reports, and collaboration features.
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Asana – Web and mobile app for task management with boards, lists, calendar, forms, and reporting.
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Trello – Kanban-based project management with boards, lists, cards, and integrations. Free version available.
Communication Tools
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Slack – Leading team chat app for instant messaging, video calls, file sharing, and notifications.
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Zoom – Video conferencing tool with screen sharing and meeting recording options.
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Google Workspace – Gmail, Drive, Docs, Meets, and Calendar for real-time collaboration.
Time Tracking Tools
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TimeDoctor – Time tracking and productivity monitoring tool with both manual and automatic options.
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Harvest – Popular time tracker with project budgeting, reporting, and integrations.
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Toggl – Simple online time tracker with useful reports and idle tracking alerts.
##Key Takeaways
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Virtual project management involves coordinating workflows, tasks, and teams through digital channels when working remotely.
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Managing virtual teams comes with distinct advantages as well as unique challenges.
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Project managers should focus on frequent communication, collaboration, goal alignment, and progress tracking.
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The right productivity, communication, and project management tools are essential for virtual teams.
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With the right processes and technology, distributed teams can be highly productive and collaborative.
The future of work is increasingly distributed. Adopting virtual project management practices is key to adapting to the new normal. With a thoughtful approach, the right tools, and robust processes, project managers can effectively coordinate teamwork and deliver successful projects from anywhere.
Reason #3: Access to skilled employees from across the globe
Speaking of attracting new employees, one of the biggest benefits virtual offices offer is access to talent beyond the organization’s geographical area.
This benefit alone is worth taking on the challenges of virtual project management, especially in agile project teams and in sectors such as IT, where most of the work is done using a computer in the first place.
Organizations that still insist on working from the office full-time are vastly limiting their options and chances of success.
Challenge #6: Scheduling difficulties
Working from home gives virtual teams the opportunity to choose when and how they work. However, this can create issues with synchronization, especially when team members are dispersed across several different time zones.
Seeing as how projects are time-restricted and issues often require immediate attention, this can become a serious issue if left unaddressed.
Hence, virtual project managers might need to create work schedules that everyone can follow so that the project doesn’t go out of control.
Getting Virtual Project Management Right
What is virtual project management (VPM)?
Fortunately, project managers can handle all their critical tasks remotely through virtual project management (VPM). Many businesses provide remote or hybrid work options to allow employees to work virtually, so you might benefit from learning how to manage projects virtually as well.
What is a virtual project manager?
Since the team members and employees are usually in different locations or time zones, a virtual project manager ensures everyone understands and meets the company’s goals. The project manager leads the team and assumes full responsibility for the outcome, all while working remotely.
Why is virtual project management so popular?
Given the growth of remote teams in recent times, virtual project management has become more popular than ever. Teams dispersed all around the world are effectively managed and projects dedicated to these team members are seamlessly guided to success thanks to solutions aiding it.
Is virtual project management the new normal?
With the COVID 19 pandemic, businesses around the world have gone remote. Clearly, virtual work is the new normal. Having virtual teams can be a considerable advantage to both the employer and the employee. However, virtual project management needs to be done the right way in order to create successful virtual teams,
