Running Head: How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

Stephanie Hinojosa
Ruben de la Rosa
Salisheaun Garcia
Limayri Garcia
South Texas College
October 14, 2016

Instructor: Nancy Gonzalez

Management Theory I
ORGL 4341

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

Introduction

Background of the Problem

New advances in communication technologies have allowed organizations to consider

alternatives to the traditional team environment through the increased use of virtual teams.

Virtual teams involve individuals that are geographically dispersed who collaborate across a

combination of telecommunications and information technologies in the execution of a specific

project (Andres, 2002). With new resources at their disposal, organizations are modernizing the

traditional face-to-face team concept and opting to incorporate computer-mediated

communication technologies to work interdependently across distance, time zones, and

organizational boundaries (Berry, 2011).

Significance of the Problem to Organizational Leadership

As the implementation of virtual teams grows, organizations must develop strategies to

plan, organize, lead, and control their team members. Face-to-face teams have standard operating

processes in implementing these four management functions, however, those processes must be

modified in order to be successful when using the modern virtual team structure. Incorporating a

virtual team can allow enhanced levels of diversity as compared with traditional face-to-face

teams because of the multitude of various disciplines, functions, professions, countries, and

cultures that can be easily added into the team (Berry et al., 2011). However, face-to-face

communication provides greater information transfer due to the associated verbal and nonverbal

cues, back-channeling cues, and physical presence (Andres et al., 2002).

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

Organizations must willfully create the conditions for effective virtual or face-to-face

teamwork and successful implementation of the essential management functions. Leadership is a

major predictor of team performance, therefore, team leaders must understand the fundamental

principles of team dynamics. The success or failure of these teams may well be a product of

unskilled leadership more than a consequence of technology or other factors (Berry et al, 2011).

Problem Statement

Our research will analyze how the four management functions are impacted as these

virtual teams spread into the Rio Grande Valley and are implemented in local organizations. The

benefits and disadvantages of employing virtual teams or face-to-face teams are examined.

Having team members spread out across multiple sites, management functions have the potential

to be negatively impacted by virtual structures versus maintaining a face-to-face group

establishment. Rio Grande Valley organizations must carefully decide if virtual teams are the

right fit for them. We also analyze whether face-to-face groups experience superior productivity

as compared to computer-mediated groups.

Research Purpose and Goal

The goal of this study is to analyze Rio Grande Valley organizations that utilize face-to-

face and virtual teams and determine their effectiveness with the four management functions.

Research Questions

The study will be guided by the following research questions:

1. When would it be appropriate to use face-to-face or a virtual team?

2. Which management functions are not as productive when using either method?

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

3. Which management functions would work better with each method?

4. How would leadership styles be affected through using face-to-face or virtual teams?

Literature Review

Description and Synthesis

Today, many organizations are run in a plethora of ways. Two of the more common ways

of communicating to get work done, are either face to face communication or virtually. There are

different ways to go about the two, however which is actually more effective? How can one

make either or work? There can be advantages to both, its just a matter of the people in the

group and what would be best for them and their organization. Sometimes teams are forced to

work virtually and just have to make it work. Sometimes teams are forced to meet face to face

and have to make it work as well. This literature explores the ways in which these two forms can

be effective and how to make them work to ones advantage.

In his 2002 study, A comparison of face-to-face and virtual software development

teams, Andres looked into how new communication technologies have enabled the rise of

virtual teams and aspects such as interaction quality, process satisfaction, and team productivity

were examined. Andres (2002) reached the conclusion that traditional face-to-face teams have a

predicted superiority over the videoconferencing setting with regard to team productivity.

However, it was acknowledged that the use of videoconferencing may offset the cost of lower

productivity through reductions in travel time and costs, therefore further research into the

potential benefit of computer mediated teams is needed (Andres et al, 2002).

An article by Gregory Berry explains the significance of Computer Mediated

Communication Technology. (Berry, 2011) He believes virtual teams share the same

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

characteristics as face to face teams. His reason for supporting virtual teams is the asynchronous

communication. Though more complex, the differentiation between the two groups supports that

virtual teams can be just as dynamic as face to face ones. Virtual teams are just as effective as

face to face teams if not more so.

The article, Communication and trust in global virtual teams, discusses trust and its

necessity in order for virtual teams to even begin to work. The article discusses test and studies

performed to see if trust can exist in global virtual teams and how might that trust be

developed? (Jarvenpaa & Leidner, 1998). Overall, the data they were able to collect from the

surveys and tests performed, showed that trust was gained and effective to the virtual teams

experience.

Another article discusses the ways in which face-to-face and virtual teams effect

leadership. The author believes Leading a virtual team requires extra effort also due to the level

of structure that has to be created to foster teamwork. In the case of a face-to-face team, a leader

has many face-to-face opportunities for fostering teamwork. (Kahai, 2008). Ultimately leaders

have to put forth more effort virtually, than they would with face-to-face meetings. Its not

impossible to achieve success through virtual communication, but it would be less tedious with

face to face communication.

In an additional article the author also discusses The Advantages of face to face

meetings for virtual teams. This authors perspective comes from the bases of team building.

He is for both; virtual and face-to-face if at all possible. By creating bonds and raising the

comfort level amongst team members through a face to face meeting, productivity in a virtual

team may actually increase. Virtual team members will feel that their work has real life

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

implications on real people that they know and connect with. (Sasso, 2008). The act of meeting

in person can help develop a virtual team. The team still stays virtual, however they now how a

real and stronger bond having met in person.

Virtual teams are clearly advocated in one of the articles. This review emphasizes the

way in which virtual teams can work and be very effective. The author does indeed recommend

physical meetings in the beginning to again, help with building trust. His main topic however is

discussing how to work in a virtual environment. Regular virtual meetings, connecting on social

media, sharing leadership and also connecting with each member on a one to one interaction.

The leader should take time to meet with everyone one on one for better interaction and

communication. It is also best to clarify everyones roles and tasks from the beginning as well as

how, when, and on what the communication is taking place. (Watkins, 2013).

Overall the articles discussed that both virtual and face to face communication are

effective. Varying authors of course had varying opinions but for the most part virtual is

achievable and is even more possible with face to face meetings. As far as leadership goes, it

may be a little tedious to do virtually but this gives others a chance to share the leadership

equally. There are tips given to help ease the virtual ways of communication but it is still

suggested if possible to at least meet once in person. Whether you have a choice or not either or

can be used effectively to get work done and be successful in whatever the group is trying to

achieve.

Project Plan and Methodology

Project plan methodology is an essential aspect of both virtual and face-to-face teams. It

is the foundation of proper planning and effective management in an organization. The use of

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

project plan methodology has shown great results for many different projects due to the fact that

it is a step-by-step process that helps make effective decisions for the organization (Watkins,

2013). In this leadership program, we proved that this method of planning has been beneficial to

us in many projects. It helps everyone incorporate ideas and identify issues that will result in

effective research and problem solving.

Whether a team is working virtually or in person, methodology has shown to provide

promising results. The project plan methodology for virtual groups consists of assembling a

team, coming up with a topic, assigning members with tasks, and doing research. All files and

references are shared online for the group to see and provide their input. Many times,

organizations prefer virtual teams as the members are separated by distance and unable to meet.

Other times, companies prefer face-to-face teams as the leaders feel that they have more control

and authority. The article reviewed states that in order to achieve powerful results, the group

must work together in steps. The steps included that assure positive outcomes include clear

communication between parties, elaboration in future goals, and enforcing strong team building

(Watkins, 2013).

Methodology has played a grand role in face-to-face teams as it gathers a group to share

their ideas on a certain topic. In face-to-face teams, members are able to more freely able to

express their thoughts and concerns. This type of organization still requires proper planning and

sharing of ideas. There is a step process that both organizations require in order to provide results

that will lead the organization to make effective decisions and reach success.

Resources Available

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

There are many resources available to virtual and face-to-face teams that will help make

the planning process much simpler to all parties. The article provided states that members of an

organization are easily brought together for a project through virtual websites such as Skype and

e-mail. Although the distance between group members might be vast, these resources help

achieve the same goals as face-to-face interaction. Face-to-face meetings are also very crucial for

decision making and problem solving. Whether it is a project for school or for work, meeting in

person helps all parties feel more comfortable with each other and produces stronger

interpersonal communication (Sasso, 2008). Online articles and textbooks are very important

resources of information. Whether a group is physically or virtually available, the facts presented

by these resources provide great insight to topics that are researched in the organization.

Dropbox is another resource that is made available to all for free. It is a great way to easily save

and share documents with other members of a group. There have been many improvements in

technology that have made organizing in groups straightforward. The outcome of both virtual

and face-to-face organizations has been proven to be successful due to the amount of efficient

resources provided.

Conclusion

The research conducted will hopefully provide insight to leaders and organizations as to

whether face-to-face or virtual teams will work and be successful for their type of business.

Review of the data collected will provide feedback on how employees feel about virtual and

face-to-face teams, does productivity suffer in either method, which leadership styles are utilized

in each method, and which types of employees work best in either method. Being able to

properly assess which type of team will work for the organization can provide an opportunity to

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

reduce costs and allow employees an environment not only where they will feel productive, but

also be comfortable doing so.

Potential Impact for Management and Organizational Leadership

Many companies spend excess money maintaining facilities, equipment, and providing

amenities for employees who go in to the office. Although this may be necessary for some

organizations, being able to allow virtual teams could allow a reduction in cost that will allow

money to be spent in more pertinent areas. Being able to provide the proper work environment

whether it be virtual or face-to-face, will optimize budgets, productivity, and use of resources.

Project Timeline

Week 1 Review resources and formulate questions and theories

Week 2 Create survey that will provide data for analysis to provide
information to leadership

Week 3 Collect data using surveys

Week 4 Collect data using surveys. Start analyzing data collected

Week 5 Analyze remaining data and formulate responses based on data.

Create draft.

Week 6 Review draft proposal and submit for feedback.

Week 7 Submit final proposal

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How the Four Management Functions Differ Between Face-to-Face and Virtual Teams

References

Andres, H. P. (2002). A Comparison of Face-To-Face and Virtual Software Development

Teams. Team Performance Management: An International Journal, 8, 39-48.

Berry, G. R. (2011). Enhancing Effectiveness on Virtual Teams. Journal Of Business

Communication, 48(2), 186-206.

Jarvenpaa, S. L. and Leidner, D. E. (1998), Communication and Trust in Global Virtual

Teams. Journal of Computer-Mediated Communication, 3.

Kahai, S. (2008). Leading In Face-to-Face Versus Virtual Teams. Leading Virtually.

Retrieved from http://www.leadingvirtually.com/leading-in-face-to-face-versus-virtual-
teams

Sasso, A. (2008). The Advantages of Face to Face Meetings for Virtual Teams. Leading
Virtually. Retrieved from http://www.leadingvirtually.com/the-advantages-of-face-to-
face-meetings-for-virtual-teams

Watkins, M. D. (2013). Making Virtual Teams Work: Ten Basic Principles. Harvard
Business Review. Retrieved from https://hbr.org/2013/06/making-virtual-teams-work-ten

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