Drawing on my personal experience of acting as an extranet website content provider to one of the oil majors, backed up by discussions with multinational managers of various nationalities, in particular for my book EuroManagers & Martians, I have come to these tentative conclusions (after all, it is still early days for these new technologies and for in-depth experience of them).
The benefits are obviously time- and cost-savings, the absence in some cases of any reasonable alternatives and, up to a point, greater efficiency. Other positive points, depending on your intent, can be the opportunity to avoid confrontation and the opportunity… to cheat.
There are seven main elements of communication – the message itself, eye contact, voice level and articulation, body language, context in which the message is received, timing of message reception, and feedback. Many of these are absent in the virtual world. Moreover the different media provide differing communications environments. Some are ‘warmer’ than others, some are ‘fast’, others ‘slow’. All of them reduce the communications ‘bandwidth’. The differences impact on the quality and effectiveness of communication and, consequently, on team dynamics.
email
Here, the bandwidth is as small as you can expect it to get, while the amount of information an email may carry can be enormous. Yet it is not the amount of information that is the problem, but the bits that get left unsaid. Like any other form of communication, email has to make a lot of assumptions, take a lot of things for granted, as understood. And therein lies the danger. Because email excludes the almost instinctive feedback mechanisms that would apply in a normal conversation, misunderstandings can easily arise, relationships get undermined.
Some people use email as a weapon to further their interests in organisational power disputes, others as a way of avoiding awkward personal confrontations. I know of senior managers who conduct performance reviews by email – not the best way of communicating on so touchy a subject – and others who use the virtual approach to fire people, one of the most despicable examples of executive behaviour I have heard of (in mid-2000 a Microsoft employee successfully claimed $9 million severance pay after he was fired by email). Now we even have professional corporate ‘flamers’ who launch vituperative broadsides from the relative safety of their computers.
“Email can be disastrous for relationships,” says Andy Owen-Jones, IT Manager of Virgin Atlantic. “It displaces face-to-face contact and even people picking up the phone and talking.” And Internet specialist Mark Gibbs comments that “many managers dive behind their computers and issue edicts that manage the process rather than the people” – something that Latins in particular are not likely to appreciate, and even less the collectivist-minded people of the Orthodox countries of eastern Europe, and other countries and continents even further east.
Another source of abuse with email is the copying function: often people get ‘copied’ as a pretext for something else. A recent study by the Norwegian School of Management confirms that “employees can use email’s cc function to position themselves in the organizational hierarchy under cover of simply wanting to provide information.” Also by copying in their superiors they can exert pressure on the primary recipient.
SMS messaging is even more environmentally deprived than email, but serves the purposes of emotionally deprived young people, particularly Anglo-Saxons. The most deep-set objection to this and to email is the feeling of depersonalisation or alienation, particularly in those from relationship-oriented cultures. Not altogether unsurprisingly, this may also be allied to a sense of heightened job insecurity.
Teleconferencing
The main problem here is that you are deprived of any form of feedback (gestures, body language, etc) other than audio. Also, unless you are very familiar with everyone involved, you may not be sure who is talking.
Another concern is that people from certain cultures are reluctant to express a clear opinion (or maybe any opinion at all!) and you have to keep a careful check on who’s contributing and who’s not.
Videoconferencing
The ‘environment’ here depends largely on the type of system. Asynchronous videoconferencing divorces the input from the responses, both audio and visual. There is no opportunity, either, for eye contact in the way that there is face-to-face.
Cheating? The German subsidiary managers of a blue-chip American multinational protested violently when they discovered that head office teleconferencers were using people ‘off-camera’ to signal prompts and take notes.
Home officing
One side-effect of operating virtual teams is home-officing. This can have its attractive side, like not having your boss breathing down your neck, but it also has its drawbacks –
things like the need to apply strict personal discipline on working hours, avoiding distractions like your partner under your feet, and so on.
In southern cultures in particular, home-officing people also miss the companionship of their colleagues. Lucio Toninelli, HR Manager of IBM Italy, comments that “our teleworkers are clamouring to come back to the office. They find that teleworking interferes with family life, and they miss the companionship of their fellows...” Some people, not just Italians, are uncomfortable when deprived of the structured and securising environment of an office. Yet one Italian home-officer I talked to has found the ideal solution: he uses a spare room in his mother’s house a short way down the road.
Virtual or real?
A virtual world can in fact be just a little bit boring. Luca Lindner, the Regional Director for Latin America of the McCann Worldgroup advertising company, sums it up: “International management is not a matter of email and video conferencing, but about looking people in the eyes. It’s still a matter of blood, sweat and tears!”
Overall, virtual teamworking cannot compare for effectiveness with face-to-face contact/dialogue. The international marketing manager of a Swedish IT company said that he could accomplish more in a face-to-face meeting than he ever achieved in 10 virtual exchanges. In an age where employees email one another from across the same corridor, I feel the only people who communicate effectively are the ones obliged to go outside the front door to smoke! Maybe that’s why so many companies these days are suffering from ‘corporate amnesia’… There is also more room for free association/spontaneous brainstorming than in the virtual world.
However, if you’re planning to operate a virtual team, the most important thing you can do is get the participants to meet personally before you start operating. Not only does it help break the ice, it gives the participants the chance to evaluate their partners and to establish a mood of mutual trust. Speaking of her experiences as HR Manager of Euroclear International, Valérie Urbain says: “once they had met their colleagues, our employees handled their conference calls differently, really involving all the people at the other end of the line, and their daily contacts became much easier.”
John Suler, an American psychologist and internet expert, talks of ‘the online disinhibition effect (ODE)’: “in real life, how we talk and what we say is very much dependent on the reactions that we get from our social peers”. ODE components are:
* anonymity/invisibility (no constraints)
* unreality (the rest of the world doesn’t exist)
* time lag (no immediate reaction)
* frivolity (it’s all a game)
* democracy (all users are equal).
As with everything else, there is an upside as well as the obvious downsides. By operating on a narrower bandwidth, you eliminate much of the intercultural ‘noise’ that, in a real world, can interfere with the ‘signal’ of your messages. You cut out much of the cultural and, in a task-oriented and matter-of-fact environment like a virtual team, this may not be a bad thing at all!
However, there can be a limit to going virtual… “What’s going on now is insane,” says Dr David Levy of the information school of the University of Washington. “Living a good life requires a kind of balance, a bit of quiet. There are questions about the limits of the brain and the body, and there are parallels here to the environmental movement.” To give full expression to his feelings, Dr Levy has invented the term ‘information environmentalism’.
But, to conclude, going virtual is a lot cheaper, reduces the hassle, and is often the only option. And the technology also has one other totally redeeming virtue: it allows ordinary people to say what they really think. Democracy in action!