Virtual Team Communication Technology: Minimizing Distributed Project Pitfalls

PMBOK v8 Definition

To minimize the pitfalls of distributed project teams, technology should be used to increase and improve communication. The choice of communication technologies should be suitable for project participants, and proper training events should be planned where appropriate. Virtual teams can use technology to create an online team environment where the team can store files, use conversation threads to discuss issues, and keep a team calendar.

Why It Matters for the Exam

This concept appears frequently in situational questions where the project manager faces challenges with virtual or distributed teams. PMI exam questions test your ability to select appropriate communication technologies and recognize that technology alone is insufficient—training, compatibility, and environmental factors must also be considered.

Key Points to Remember (for the exam)

• Primary Strategy: Use technology to increase and improve communication—this is the direct PMBOK v8 response to distributed team pitfalls
• Technology Selection Factors: Availability, reliability, compatibility, accessibility for all stakeholders throughout the project
• Ease of Use Requirement: Communication technologies must be suitable for participants; plan proper training events where appropriate
• Virtual Team Environment: Create online team environments for file storage, conversation threads, and team calendars
• Communication Planning: Becomes increasingly important in a virtual team environment
• Manage Communications Process: Identifies all aspects of effective communication including choice of appropriate technologies, methods, and techniques
• Project Environment Factors: Consider face-to-face vs. virtual, multiple time zones, multiple languages, and cultural constraints

Typical PMI Exam Example

A project manager is leading a distributed team across three time zones. Team members report misunderstandings about task assignments and missed deadlines. What should the project manager do first? Answer: Use technology to increase and improve communication, ensuring the chosen technologies are compatible, available, and accessible for all stakeholders.

PMI Exam Traps

• Trap: Thinking technology solves all distributed team problems

  • Reality: Technology must be suitable, compatible, and accompanied by proper training—communication planning is equally critical

• Trap: Confusing virtual team benefits with communication technology requirements

  • Reality: Benefits include reduced costs and skilled resources; technology requirements focus on availability, reliability, and ease of use

• Trap: Selecting the most advanced technology without considering stakeholder accessibility

  • Reality: Technology must be compatible and accessible for ALL stakeholders throughout the project

• Trap: Ignoring communication planning in virtual environments

  • Reality: Communication planning becomes increasingly important in a virtual team environment—not less important

Important PMI Connections

Quick Review Questions

1. According to PMBOK v8, what is the primary way to minimize the pitfalls of distributed project teams?

2. What three elements should a virtual team's online environment include according to PMBOK v8?

3. What factors should be considered when selecting communication technologies for a distributed team?

4. Why does communication planning become more important in a virtual team environment?

5. What are the key considerations regarding sensitivity and confidentiality of information when selecting communication technologies?

PMBOK v8 Reference

Section 2.5.2 - Manage Communications Process (within Project Communications Management Knowledge Area)