Overview with tools, software, best practices and alternatives
What is a Virtual Daily Stand-up?
A virtual daily stand-up is a kind of meeting that is done on a daily basis utilizing an online access. Unlike a regular stand-up meeting, a virtual daily stand-up does not involve standing due to its online nature.
Who makes a Virtual Daily Stand-up?
A virtual daily stand-up is usually conducted by various business teams as part of their growth. Remote teams or virtual teams conduct stand-up meetings in this format, since they are locally dispersed. Hence, it is their means of communication in place to live or face-to-face meeting.
Why do people make Virtual Daily Stand-up?
It is part of the business team methodology to conduct virtual daily team-meetings to provide status updates to the team members. The daily stand-up makes use of internet connectivity in order to bring people together for the meeting, without having location as an issue.
How to make a Virtual Daily Stand-up?
Virtual daily stand-up is done on a daily basis and it primarily requires internet connection. Hence, all team members should have an access to the internet to participate in this kind of stand-up. In addition, equipment such as web camera and headset are essential in this kind of business function.
Just like regular stand-up meetings, three elements constitute the agenda of a virtual daily stand-up and these are the things that were done, the things to be done, and the obstacles that prevent things from being done.
Usually, virtual daily stand-up meetings do not last beyond 15 minutes. Organizers should keep the meeting short and productive at the same time, discussing essential matters to the team.
What are the advantages of a Virtual Daily Stand-up?
Virtual daily stand-up meetings are beneficial to the teams in some reasons.
First, these stand-up meetings are advantageous to remote teams as communication is possible regardless of location and time zone. Team members of a virtual team will be able to freely share and discuss ideas whenever and wherever they want.
Another positive thing about virtual daily stand-up is the provision of time to the team members, allowing them to accomplish tasks aside from the delegated task at hand. Using this approach, team members will not have to meet for a live or face-to-face meeting.
Virtual daily stand-up meetings can also save the team members’ time, effort, and money. They will no longer need to travel long ways to meet other members of the group in person. In addition, they can also save the money that is supposed to be spent in travel expenses. For the team’s side, funds can also be saved for other activities such as team building.
What are the disadvantages of a Virtual Daily Stand-up?
While virtual daily stand-up provides a number of advantages, they also have some disadvantages.
One con of virtual daily stand-up is its high dependence on internet accessibility. All team members have to connect to the internet in order to be part of the stand-up meeting, along with the other members. Slow and absent internet access will prevent the success of a virtual daily stand-up, since affected members will not be able to participate in the activity. As a result, some members can miss important information covered in the stand-up.
Another negative point about virtual daily stand-up is the lack of social bond between team members. While the tasks can be successfully achieved in virtual daily stand-up, the camaraderie and social solidarity promoted by live or face-to-face meetings remains unmatched.
What are the best practices for a Virtual Daily Stand-up?
Virtual daily stand-up meetings are important activities to foster awareness and growth within a team. They help team members get information about the team’s status and progress, specifically about the team’s accomplishments, plans, and conflicts.
Timing is essential in a virtual daily stand-up meeting, since the activity takes place in a limited time of fifteen minutes. The stand-up will be done efficiently if it will start on-time. By starting in a timely manner, the members of the team will be able to save their time and become more productive on the day. The team can do this by informing all team members the schedule of the stand-up meeting for them to be aware of the activity.
A team connected by virtual means is unlikely to succeed if there is no trust among its members. For a virtual daily stand-up to be successful, team members should build trust and rapport. This can be achieved by frequent conduct of the stand-up.
How does Teamreporter help in making a Virtual Daily Stand-up?
Teamreporter is an application that utilizes scheduled report mails as replacement for status meetings. One will just take less than one minute to sign up and it can accommodate small teams of four members.
The program is helpful in conducting a virtual daily stand-up, since the application itself can serve as the stand-up itself. It can help both live and virtual teams accomplish their tasks, since it can be integrated to an e-mail and a web browser. Aside from that, Teamreporter has a user-friendly and automated interface, allowing it to send and receive pertinent information about the team to and from the team members. Also, there is no problem for a daily stand-up, since it Teamreporter suits all workflows as well as work environments.
Teamreporter is highly efficient in updating the team on the status and progress of the project. It notifies team members via e-mail, asking them to send information about their accomplishments, plans, and problems. Based from their responses, Teamreporter will generate a summary, which will be sent to all team members on the following day.
With Teamreporter, team members will be virtually informed about the team and project status and progress, as they can receive updates from the application whenever and wherever they are.
What are alternatives to a Virtual Daily Stand-up?
Virtual daily stand-up meetings are considered as efficient ways to maintain flow of communication within the team. Most virtual daily stand-up meetings operate using applications that support camera viewing and chat.
While such meeting formats can help business teams become aware and updated on the team’s status and progress on a daily basis, the team may also consider applying some alternatives.
One alternative to a virtual daily stand-up is an e-mail status report, which is a kind of report containing information about the project status and progress. Just like the virtual daily stand-up, e-mail status works via an internet access. However, e-mail status reports can be done asynchronously, unlike the synchronized virtual daily stand-up.
Another option for business teams for communication is to use applications that generate status reports, which are sent to all team members. Similar to virtual daily stand-up, such applications are capable of updating everyone in the team about the team’s status and progress.
Live or face-to-face meetings can also be done by some business teams to discuss updates about the team and the project. Such meetings ensure that all or majority of the team members is able to attend and be updated about the team or project status and development.
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