High performing virtual collaboration between 2 parties requires understanding, interactions and trust.
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(1) Collaboration in Team Alive
Team Alive is composed of three members, Cynthia, Iris and me. It is the first time for us to form a team to work for the course assignments. Through a series of class exercises, we have a better understand of each other and we are willing to devote time and effort in the programme. With continuous communication and interactions, though encountering difficulties, we believe team Alive is a high performing team as we can work together efficiently to achieve a favourable outcome. Team Alive is developed in the below process:
Forming Stage Members are from different industries and they have different academic backgrounds, personalities and interests, etc. As we didn’t have much understanding with each other at the beginning, there were a lot of uncertainties such as whether members will put effort in finishing the project and whether I could build a good interpersonal relationship with each other, etc. The first challenge came:
Challenge 1: Different Understanding to the Assignment Requirements
As we have different academic knowledge and work experiences, our perceptions of the assignment requirements are different. This resulted in spending an extra amount of time to clarify the task requirements before starting the exercise. This problem was solved by intervening by a third person, the course teacher. The course teacher not only provided his professional advice, he responded to student queries promptly and helped to clarify the task ambiguity. Therefore, our team agreed to seek advice from the Professor either face-to-face or by email immediately once we were confused with the instructions. By clarifying the task objectives at the early begining, more time could be reserved for working on the ‘real’ project.
 Storming stage The first task was to create the team name and logo just after the team was formed. Under the limited time, no specific commitment could be made at the beginning but we all knew to try our best to complete the task through brainstorming ideas and exchanging freely. Then, the exercised was broken into small pieces and they were assigned according to our talents and interest. For example, I was responsible to draw the team logo as I like arts while Cynthia and Iris were responsible to write the description and present the team meaning respectively. By knowing our strengths and weaknesses, the tasks could be allocated to the right person leading to efficient progress and better performance. Norming Stage
Our team trust has been nurtured after the first exercise and it provided a strong foundation on later high performing collaboration. Next, we were required to do an in-class exercise and complete the first group blog on how to achieve a Win-Win negotiation. With the experience from the first exercise, we quickly assigned different roles for the role play and wrote up the presentation content. However, the second challenge occurred:
Challenge 2: Difficult to Schedule Meeting for Project Discussion
Besides attending the class every week, it was difficult for us to schedule meeting after work and at weekends due to different engagement at work or personal issues. However, as the assignment required a presentation and a written blog, it would be better to sit down to discuss directly about the blog outline and work allocation.
To solve the above problem, our team listed out all the agenda items which were required to discuss and decide first. Then, we expressed ideas and thoughts during the break of the class. For the follow up issues, we discussed via electronic channels such as group phone-in, WhatsApp and email if we could not meet physically. Moreover, after sending our individual parts by the deadline, it was our common consent to collate and discuss the whole assignment together to ensure consistency and smoothness. We were surprised that our effort has been appreciated and good comments were received on the first blog. All of us are proud of being one of the members of Alive. A supportive environment has been created and trust is increasing. Besides study matters, we would share our personal issues and a good interpersonal relationship has been developed.
Performing Stage
The final assignment required us to collaboration with another team in the morning class of the same course via virtual means. After forming the virtual team, we were required to decide a creative virtual collaboration between 2 communities/businesses which would result in adding values to both parties and the stakeholders. We established a VirtualWeLoveWeCare.com for the collaboration between Religions and World Peace Organization. Our team represented Religions and Dancing presented World Peace Organization.
 Instead of presenting words by words, we delivered our core messages to the class via creative and interactive ways, including news reporter scenario, live interview with religious representatives, videos of prominent leaders and famous artist, video recordings from users of the VirtualWeloveWecare.com and music on world peace. The application of multi-media in the presentation was quite risky. Firstly, we were not familiar with the technology. Secondly, if there wasn’t any smooth transition, audience may be distracted and could not understand our core messages. After serious consideration, our team was eager to take try new things and we tried to get familiarized with the softwares in short time. During the preparation, we were all excited for our creative idea and the response of the class. Yet, some technical problems occurred in the presentation, we do believe we had given a high quality presentation. 
(2) Collaboration between Alive and Dancing
Alive and Dancing forms a virtual team to establish a virtual platform between two communities/business which adding values to both parties and stakeholders. “The keys to success for both face-to-face and virtual teams as: high levels of trust, open and clear communication, strong leadership, clear goals and purpose and the use of appropriate leaves of technology” (Golnaz Sadri and John Condia (2012)). I am going to review the performance of our virtual team.
Conflict 1: Lack of Understanding and Trust
The first task of the final project was to presenting two ideas in class on setting up a virtual platform via virtual collaboration. The communication between Dancing and Alive totally relied on technological media such as email and WeChat to support the interaction, communications and information sharing. In addition to the group blog introduction, we werenot able to have a basic understanding of the members. Therefore, no trust could be established at the beginning. Moreover, we interpreted the task requirements differently. For example, Dancing thought only one idea had to present while we believed two ideas were required. Moreover, we found it was quite hard for us to clarify our views via words. As a result, we arrived two ideas in different directions without thorough discussion.
Conflict 2: Problems in Communication by Virtual Channels
As no direct contact was allowed, we had to select a virtual channel for communication. At the discussion, Alive preferred using email/ WhatsApp, which is popular in Hong Kong community, while Dancing preferred using WeChat as they were not familiar with the technology of WhatsApp. After consideration of the IT adaptability, WeChat was selected though two of us had to learn to use this software. However, when we started to discuss ideas via WeChat, only short messages could be captured each time and it was difficult to express ideas in details. It seemed that we could not make up of the advantages of WeChat in its quick text and voice message service could not be applicable. As a result, we shifted to communicate by email.
  It a common practice of offices to use email as a major communication channel nowadays. When people are fascinating of its paperless, capable of communicating with numerous people at the same time, and no restriction on time and format of message, however, “Electronic communication generates little feedback about how a recipient is reacting”(Johnson, L. (2002)). A simple message can be interpreted differently by people in different ranking, backgrounds, cultures, etc, especially when the information is argumentative and critical. If the message cannot be understood properly, it may slowly grow to arguments, disputes and conflicts.
For example, at the beginning, after we sent our idea of virtual collaboration to Dancing team for comments, we could not predict when and how the other side would reply. Dancing’s commented our idea as “not innovative and creative” without detailed explanation. Details:
Two Communities: IFAW (International Fund for Animal Welfare国际爱护动物基金会) and PPR (the third largest luxury group) . The reason we choose these two communities: the two industries have large-span and would be more attractive. And also fur clothing and animal protection are always heated topic around the world."
We were quite surprised on their comment. On the other hand, we had expressed our concern on the contradiction in collaboration between PPR and the International Fund for Animal Welfare as PPR would deprive animals for fur and feather for high-end products. In addition, we provided suggestion to their idea for adjustment. However, it seemed that both sides became confused of what was required and our feedback did not seem to be considered. Finally, we presented 2 ideas in class without any adjustment. It was clear that there was lack of understanding and communication between the 2 parties.
 Conflict 3: Technological Problems
Virtual collaboration relies on technology for communication. Any technical problem that arises can obstruct the communication and deviate information transmitted.
For example, one of the team members was not able to install WeChat on her phone and therefore she could not join our discussion simultaneously. In addition, malfunctions of the technological devices and network disconnection frustrated the work progress. For instance, although we picked teleconferencing for clarifying complicated matters, the network was disconnected many times due to weak signals. This created confused messages and unnecessary work for repeated connection, leading to frustration.
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In view of the above experiences, below are some suggestions in increasing the efficiency of virtual collaboration.
1. Build Trust Through face-to-face Interaction
Usually, participants are using their isolated computing devices to send and read messages. Sometimes, the message can be unread and misinterpreted especially when information overwhelmed. Participants cannot clarify the misunderstanding and adjust the attitude in the reply due to the low feedback. “Trust needs touch. A shared commitment still requires personal contact to make it real. High tech has to be balanced by high touch to build high trust organizations”(Charles Handy (1995)).
Therefore, for lengthy messages and complicated issues, it is better to make use of virtual channels with facial expression and voice messages like videoconference, skype, etc, for communication so that you can see and hear the reaction of the participants, explain details and adjust your negotiation strategy immediately. Our team had applied this strategy in the later part of collaboration. We had conducted videoconference with Dancing for discussing the second group blog. It was found that communication with image, voice and instant feedback can clarify queries immediately and ensure both parties have the same understanding to the subject matters.
2. Set a Timeframe for Response
 Another problem of communication via messages is the delay in response. Once the message is sent, you cannot control when the recipients will read it and respond to it. “The longer the waiting time for feedback, the more likely the recipients respond aggressively and not empathetically” (Johnson, L. (2002)). As a result, setting a timeline for response is necessary to guarantee the input. It is important to request the parties to provide feedback by a deadline to ensure everything is on the right track. At the beginning, we did not aware of this but after prolong waiting, we started using this approach for speeding up the work progress.
3. Be Careful in Writing Messages
Putting the discussion process in black and white may draw excess attention. It is because the written messages allow reviewability and revisability and that rumination magnifies the angry mood and misunderstanding especially when inappropriate words are used. Therefore, it is suggested to use pleasant or neutral tone in composing the message. More greeting and gratitude in the messages can maintain a good collaboration atmosphere. On the other hand, negative and critical words are not recommended. In this collaboration, both teams showed polite attitude and expressed appreciations to our work.
4. Centralized Communication Network
The communication between Alive and Dancing was through a central person. We have appointed the most sociable teammate in taking this role, at the same time she is the one has the highest IT competence. This arrangement helps construct a good partnership with Dancing and ensure efficient application of technologies. On the other hand, if there is any misunderstanding between the centralized person and Dancing’s members, , other teammates can intervene, as the third person, to solve the conflicts in a different perspective, with maintaining a good relationship.
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(3) Conclusion
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