Lessons in Instructional Design Leadership: Managing Virtual Teams Through Personal Turmoil
By: Zaynah Danquah
24/7 Lead Instructional Designer
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Leading Virtual Instructional Design Teams Through Personal Turmoil:
Leading virtual instructional design teams comes with its own set of challenges, but what happens when unexpected personal turmoil strikes? In the midst of managing an instructional design project, I found myself facing a series of disruptive life events that tested my leadership skills and resilience. In this blog post, I will share my personal journey of managing virtual teams through personal turmoil and the valuable lessons I learned along the way.
The Impact of Personal Turmoil on Virtual Team Management:
Personal turmoil can have a significant impact on virtual team dynamics. It brings challenges and distractions that can affect team morale, communication, and overall productivity. In the midst of starting an important, rapid-instructional design sprint project, a sudden emergency arose when my mother was rushed to the hospital. When she was discharged, she required closer monitoring due to being at risk for falls. Adding to the challenge, my mother's caretaker unexpectedly resigned a few days later, leading me to search for a new replacement. However, just when I thought things were settling, the new caretaker fell ill the following week.
During my experience, the sudden health issues of my mother and the subsequent caretaker issues created additional stress and tested my focus. It was crucial to recognize and effectively address the potential impact of this situation on my leadership capability, the team’s productivity, and the success of the project.
The Importance of an Empowered #2:
Having a capable and trusted second-in-command (#2) is vital when navigating personal turmoil as a leader. Having a team member who can manage the team according to the communicated vision and lead meetings in your absence is invaluable. The #2 provides stability, continuity, and support to the team, ensuring that progress is not hindered and project goals are met. An effective #2 fosters a sense of reassurance, empowers team members, and allows for seamless collaboration even during challenging times.
Prior to my emergency, I had already selected and announced my #2 to the team. To ensure effectiveness, I made sure my #2 understood the team's objectives, expectations, and operational procedures clearly to ensure workflow. Because my #2 was entrusted with the responsibilities of managing the team. Together, we also discussed the vision and milestones of the project and evaluated how tasks aligned with our objectives.
As a result of this preparation, my #2 was set up for success prior to my emergency. This groundwork not only provided a sense of reassurance for me, it also empowered that team member to take on a more significant role and grow as a leader. Moreover, the presence of a capable #2 fostered a sense of stability and continuity within the team. Team members knew they had someone they could turn to for guidance and support. This enabled a smoother workflow and prevented any significant disruptions in the team's progress.
Leveraging Technology, Tools, and Systems for Virtual Team Management:
Although I delegated more responsibility to my #2, I was still the one responsible for the outcome of the project. I needed to be able to communicate with my supervisor our project status at any stage. Therefore, I needed to be constantly aware of the progress at every stage and be available for questions or redirection. In managing a virtual team during this challenging time, technology and tools became my lifeline.
Project management platforms, such as Monday.com, allowed me to streamline task communication, documentation, and progress updates. At any given time, I could check our Monday project and know what was done and ready for review without having to constantly ask my #2, “How’s it coming?” We also shared Cloud documents that made it possible to view and evaluate completed tasks asynchronously. Additionally, establishing an additional channel of communication, like Slack, proved invaluable for sharing ideas, asking questions, and staying connected with the team. These tools were available as mobile apps, and they provided the necessary infrastructure to effectively manage the team, regardless of my physical location, and virtually eliminated the need for status update meetings.
While the project management and communication platforms were essential for success, they would have been ineffective if I had not established communication and documentation systems. I provided clear expectations for when, where, and how to communicate. And I emphasized the importance of timely and transparent communication. Regular updates, progress reports, and status checks were crucial for keeping the team informed and maintaining transparency throughout the project. This helped me communicate our progress to my supervisor and provide any necessary redirection or adjustments when needed.
Maintaining Team Cohesion and Morale:
Fostering team cohesion and maintaining morale in a virtual setting during challenging times requires intentional effort. One powerful way to maintain team morale is to recognize achievements, both individually and collectively. Consistently seeking achievement recognition opportunities, such as celebrating milestones, acknowledging exceptional work, and expressing gratitude for the team's efforts, go a long way in boosting motivation and reinforcing a positive team culture. By setting a clear vision and providing the necessary support and resources, team members feel empowered to take ownership of their work. My ability to stay on top of project progress and team communication remotely also allowed me time to give meaningful and authentic encouragement to my #2 and the rest of the team at important milestones.
Regularly recognizing and celebrating the team’s achievements not only boosts morale but also reinforces the importance of their contributions. Regularly sharing successes and giving credit where it's due not only energizes team members but also inspires them to overcome challenges together.
Learning from the Experience: Reflections and Lessons:
In conclusion, managing virtual teams through difficult personal circumstances is undoubtedly challenging, but it is also an opportunity for growth and learning as a leader. By understanding the potential impact of personal turmoil on team dynamics, planning ahead, empowering your #2, leveraging technology and tools, maintaining morale, and reflecting on the lessons learned, leaders can navigate these challenging situations with greater resilience. It is crucial to embrace the challenges, adapt to the circumstances, and continue to cultivate effective leadership skills in the virtual team environment. Personal turmoil may disrupt our lives, but with the right approach and a strong foundation, we can overcome challenges, continue to grow, and emerge as stronger leaders.
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