Individual self-reflection (FUNG Tsz-kit, 53013421)

Virtual collaboration is an interesting experience because it is full of challenges!!! 

TEAM COMMUNICATION

Virtual collaboration is interesting because I cannot meet the morning class counterparts in person. It is well known that in a communication, only 7% is about the words; the other 93% is contributed by tonality, facial expression, eye movement, etc. It is a challenge if the communication is only through emails and text messages. Luckily, skype is allowed as one of the communication channels in working out the virtual project. Both morning class counterparts, Jake, Ricky, Monkey (Splendor) and my group (CONNECT) partner, Joe, agreed that it was the most effective way other than face to face meeting. At least, we were able to read the body languages when we conducted meetings.

At the beginning, we did not fix a regular time for our team meeting as you can see from our whatsapp communication messages. We simply based on email to share the initial ideas of company that we picked and the potential collaboration areas for the virtual project. It leaded to low commitment in timely update to each other and later on, both Splendor and CONNECT groups agreed to hold regular meeting on every Thu. The duration is up to 60 mins each time. 

Instant communication is also critical for quick decision making and notification to others for change of meeting schedule, for example. Splendor Group suggested to use the Apps “WeChat” for communication. Joe did not try “WeChat” before and counter proposed “Whatsapp”. From the email conversation, I was surprisingly to know that most Mainland Chinese students did not use “Whatsapp”. I use both apps but I also prefer “Whatsapp” to “WeChat” because we can export the text from the group chat to a document. We introduced this unique feature to Splendor Group and finally they all downloaded “Whatsapp” for instant communication. We created a group name “Virtual Team” for the group chat.

  

WAYS OF WORKING

Flexibility and high commitment are the success elements in working across team members. Joe has to work on shift duty that in 1 to 2 occasions he had to be excused from the skype meeting. In these cases, I updated Joe next day at lunch time for a phone call about the progress. Joe also showed very high commitment in delivering his responsible tasks. Skype is an effective communication that allows us to read other people’s body languages. However, there was technology problem that we did not able to connect on time that resulted in delay of the meeting. 

    

COMMON GOALS

For every single decision to be made, all of us (Jake, Ricky, Monkey, Joe and I) had a common consensus. In fact, it is quite simple. Our goal is to achieving a win-win collaboration with 2 major criterions:

1. Make a “WOW” effect to the market

2. Must be “Creative” 

OUR CONFLICTS

The first minor conflict was about whether we used “WeChat” or “Whatsapp” as our instant communication platform. Splendor group initially insisted to use “WeChat” but Joe and I got a point that “Whatsapp” can export the conversation for documentation purpose.   

Under certain situations, like at the storming stage of team collaboration, Accommodative Strategy in Negotiation can be quite useful. In this case, Splendor Group sacrificed their preference in using “WeChat” so as to build the relationship with Joe and I.     

Negotiation is defined as a process in which two or more participants attempt to reach a joint decision on matters of common concern in situations where they are in actual or potential disagreement or conflict. From the lecture knowledge, it is always good to use collaborative strategy to achieve win-win bargaining that each party gains without a corresponding loss for the other party. We were able to apply collaborative strategy to other 2 conflicts.

After we confirmed to build the www.virtualspcc.com, there was conflict in resources contribution including capital and manpower. First of all, the Hong Kong Community Chest do not have budget for building this website. Besides, we just have a part-time IT expert to maintain the basic update for the organization website.

Splendor Group has an IT support team to maintain the company website as well as the online shopping system. Therefore, we asked for Splendor Group to own this task in setting up the website and maintenance. However, they are reluctant to do so even though Joe and I applied both Hard & Soft negotiation technique. As Splendor Group stood very firm on this point, we also evaluated the competence and commitment of our part-time IT staff. He was interested in this project and had the relevant knowledge to set up the website. However, he estimated that 2 hours per day will be the additional working hours after his half day work in the Community Chest. We needed to pay him 2 hours extra salary. We then used “Interest-based” negotiation to confirm that Community Chest can take up the manpower resources but there was no budget for the extra working hour salary of our part time IT staff. In previous negotiation dialogue, we notified the baseline of Splendor Group was that they did not want to give additional workload to their existing IT team members. As a result, they were willing to take care the extra hour pay for our IT colleague. 

   

Another conflict happened when we discussed the details for the video taking competition. Splendor Group insisted to issue their “Sunny Market” products as the gift to the winners of the video taking competition. But from the Hong Kong Community Chest perspective, we just simply want to give out money as the prize. As the “Interest-based” negotiation worked well for the conflict about website building and maintenance, we also aim to work out a win-win solution and we finally agreed to give both Splendor Group product and HK$1,000 cash to the winner of the video taking competition. The cash amount is responsible by the Hong Kong Community Chest.  

THE FIRST MEETING

18 Mar was the date that we created the group chat “Virtual Team”. Later on, we confirmed to set up our first skype meeting on 27 Mar. In our first skype meeting, it was a brainstorming session in generating creative ideas for the virtual project. We (Splendor and CONNECT groups) just formed this virtual team and we almost forgot that we were at the “Storming Stage” in which active listening, clarifying were required to move the team to the next stage. It was not an effective meeting because of “Blocking”, “Evaluation Apprehension” and “Personality Face Off” issues that I already mentioned in the blog. 

OUR COMMITTMENT

After our brainwriting skype meeting, we all agreed to arrange weekly skype meeting for update. This is a high commitment to attend and even though not all of the 5 team members were included in every single meeting, we had at least one representative from Splendor and CONNECT groups. From the start, we were able to conduct skype meetings as planned.

RISK MANAGEMENT

For the “Click to Donate” campaign, the technology support is quite critical to the success. I have shared this concern among our group. If I were a donor and try to make donation to the Hong Kong Community Chest, I will try to use the earned charity dollars to do on-line shopping at “Sunny Market”. A simple and easy procedure to redeem the charity dollars is expected from donors. If the workflow is very smooth, good words of mouth can be spread among friends and peers to further promote the “Click to Donate” campaign. Vice versa, it will be a risk if the system management is not working well. We both agreed to take several rounds of testing before the www.virtualspcc.com goes live. 

For the video taking competition, we had an assumption that the public response will be good. We do not have backup plan in doing advertisement to promote this campaign. I think our group should also take this into consideration that I have not shared my concern before. 

THE SUCCESS

Charity Dollars and Video taking competition to promote online donation are definitely innovative ideas to create the “Wow” effect. As far as I know, there was no similar idea in Hong Kong before. The success of the virtual.com project must bring benefits to both companies. Online donation can generate more income to the Hong Kong Community Chest and Splendor Group can also raise their corporate social responsibility and at the same time, increase the exposure of Sunny Market online shopping to the public.

MY LEARNING

This is the first time I work with other people in a virtual environment. 

Virtual collaboration is interesting because I have limiting beliefs! Joe and I are part-time students with quite a number of years working experience, whereas the morning class counterparts, they are full-time student. I had a perception that I need to apply directing approach in working with Jake, Ricky and Monkey. I tried to give directions in establishing goals and explained how to achieve them. But in fact, they were very clear about their roles in working with Joe and I for the virtual project. 

Virtual collaboration is interesting because the value system is different between Splendor group and CONNECT group. From the Korthagen’s reflective onion model, we shared common mission in achieving a win-win outcome between the Hong Kong Community Chest and the Splendor Group. As Jake, Ricky and Monkey are students from Mainland China, the growing and education environment were very different from Hong Kong. During the discussion, morning class team members were genuine in expressing their feelings and opinions, sometimes were quite directive. We need to apply framing and reframing technique to talk to their unconscious mind in order to get alignment.    

To conclude, it is an interesting experience to work with full time students of much younger generation. Through the whole project process, it reminds me the importance of respect and active listening and it is always a golden rule in the real world, no matter in the company or family