Inclusion for Virtual Teams Banner by Culture Spark Global

How To Cultivate A Culture Of Inclusion In A Virtual Team?

by | Inclusive Leadership

Technological advancement and globalisation has opened up unlimited opportunities and transformed the dynamics of the workplace. Meetings can now happen virtually with employees based in multiple locations. Organisations can operate across different continents and time zones, with its members of different linguistic capabilities, geographical understanding and cultural capabilities. As such, organisations face new challenges. One of which is, how can organisations cultivate inclusivity in our increasingly virtual world?

With the added challenge of the nature of virtual teams, cultivating a culture of inclusion is even more crucial in leveraging the diverse perspectives, talents and strengths. However, the work of fostering the desired culture within an organisation is challenging and complex. In essence, to develop a culture of inclusion, you need to understand inclusion, identify the barriers and take proactive steps in fostering inclusion in your organisation. This is not a one-time effort and it requires every person in the organisation to embody the speech, behaviours and decisions with the lens of inclusion.

Inclusion is a bouquet of flowers by Culture Spark Global

📸 by Pexels

What Does Inclusion Mean?

As the world’s economies shift towards the 4th Industrial Revolution and with a growing middle-class population globally, we are seeing greater diversity in our workplaces and in our customer base. In this article, diversity includes various dimensions, such as ethnicity, religion, gender, education, socioeconomic status, and age. Research by BCG found that “Companies with above-average total diversity had both 19% higher innovation revenues and 9% higher EBIT margins, on average.” 

A lot of different flowers make a bouquet.

~ Anonymous

Technology and globalisation provides a multitude of opportunities to hire talents from different geographical locations and for talents to work from anywhere in the world.  A survey by Global Workplace Analytics and FlexJobs indicates that remote work* has grown 91% over the last 10 years, and 159% over the last 12 years. 

An inclusive culture in the workplace means that everyone is recognised, empowered and involved. People are given the time and space to contribute their diverse talents and perspectives. Different values, beliefs, and way of life is valued and respected. The dignity and worth is respected and appreciated. An inclusive culture means that organisations need to continuously advocate, promote and sustain a sense of belonging.

Not Enough Time by Culture Spark Global

📸 by whoisdenilo

What Are The Barriers to Inclusion on a Virtual Team?

Despite its many benefits, organisations fail to harness these differences. Organisation’s focus on demographic composition and spotted campaigns are ineffective. Before diving into the methods of how to foster an inclusive workplace, we’ll explore 3 major barriers to inclusion.

Barrier #1: There’s just no time to make inclusion work.

People may perceive inclusion work as time-wasting and not task-focused. People might feel frustrated and impatient in lengthy brainstorming sessions, in hearing the opinions of everyone on the team, in delaying tasks because something was “discovered”. Time spent in including others might mean taking time away from achieving KPIs or revenue targets.  

The price is high when you don’t make inclusion work. For example, a team member has insights into the unique needs of a customer but is overlooked by others because such information does not conform with the established norm nor the organisation’s vision.  Eventually, the changes needed does not take place and the organisation may lose the loyalty of a particular group of customers.

There are two young fish swimming along, and they happen to go past an older fish swimming the other way who nods at them and says, “Morning, boys, how’s the water?” They continue until one of the younger fish eventually looks at the other and asks, “What the hell is water?”

~ David Foster Wallace

Barrier #2: People aren’t sure exactly what inclusion is.

If one has not experienced inclusion in their entire life, it is hard to imagine what an inclusive workplace looks like. Sometimes, we are so entrenched in our culture that it’s hard to see it as any other way. In a culture with a lack of inclusion, people who are different might become targets of criticism, discrimination or even bullying. And yet, nothing is done because “That is the way it is.”  

Barrier #3: We’re not convinced that inclusion really benefits.

An organisation might attribute their success to the homogeneity of the group. Because they are the same age, gender and race, they work well together. Homogeneity could also extend to the way people think and behave, even though their age, gender and racial profile might be different. In the extreme, this leads to groupthink. 

Psychology Today defines groupthink as “a group of well-intentioned people make irrational or non-optimal decisions spurred by the urge to conform or the discouragement of dissent.” An organisation that relies on homogeneity and groupthink will often lead to poor decision making, lacking creativity and the ability to adapt to fast-changing times. 

Inclusive Conversations by Culture Spark Global

📸 by Pixabay

3 Approaches to Foster Inclusion

The work of inclusion requires consistent effort from everyone. While there are many ways to foster inclusion, practising the 3 approaches below will help you in the long term.  

Practice Inclusive Conversations

When leaders encourage and support conversations about diversity, this allows team members to express their unique values and background. Over time, members’ sense of safety and belongingness within the group strengthens. 

Along with conversations about diversity, leaders and members need to practice inclusivity. Inclusivity in a conversation means allowing everyone the equal opportunity to ask and answer questions, to express their thoughts and feelings as well as to contribute their unique value and strengths. Leaders and its members need to model inclusive conversations by demonstrating active listening, asking meaningful questions, have an open and curious mind, as well as an appreciation for diversity.

On a virtual team, there is the added challenge of logistics and the lack of cultural environmental context. As such, inclusive conversations need to be deliberate and cannot be a serendipitous “water cooler” conversation as in an office. This means leveraging on the most effective communication channel to allow a multi-way discussions, which could mean a video conference call, group chat, or a scheduled offsite event.

It is not an easy conversation to practice. With patience and persistence, inclusive conversations can become the foundation of cultivating an inclusive culture.

Sharing Perspectives by Culture Spark Global

📸 by Jopwell

Encourage Others To Share Their Perspective. 

For the culture of inclusivity to flourish, members must feel comfortable, free, and safe in speaking up, in asking questions, and sharing new ideas. This sense of freedom to be authentic can only happen when there is psychological safety in the team. Based on Google’s landmark “Aristotle Project”, psychological safety is found to be the number 1 key dynamic in making great teams successful.

A team with low psychological safety will constantly feel anxious and stressed that their speech, actions, and even thoughts go against the established norm and be penalised for it. In a low psychological safety environment, an alternative idea or perspective is often met with resistance, sarcasm, criticism and even humiliation. Eventually, the sense of recognition, empowerment and involvement will be reduced and diminished. This erodes team cohesion and teamwork.

However, if a team cultivates high psychological safety, new ideas, perspectives and opinions will be responded with a sense of curiosity, openness to learn and support. 

In a virtual team, fostering psychological safety and encouraging members to speak up has an added layer of complexity. This is because each team member may understand the lingua franca differently, and are unable to effectively decipher non-verbal messaging via emails, text chat, phone calls and unstable video conferencing connection. As such, misinterpretation, misunderstanding and conflict may arise. As a leader of a virtual team, you need to be aware when such incidence occur and take immediate steps to resolve them. 

Psychological safety is a belief that one will not be punished or humiliated for speaking up with ideas, questions, concerns or mistakes.

~Amy Edmonson

Appreciate Each Other’s Unique Value

When members feel like they are an important part of the team, they feel a great sense of belonging. The need for belonging is an inherent human desire. The primal need to belong has helped mankind to survive millennia. For true belonging to happen, every team member will need to feel safe and free to express their authentic self and be appreciated for it.

Belong Express by Culture Spark Global

True belonging is the spiritual practice of believing in and belonging to yourself so deeply that you can share your most authentic self with the world and find sacredness in both being a part of something and standing alone in the wilderness. True belonging doesn’t require you to change who you are; it requires you to be who you are.

~ Brené Brown 

In a virtual team, showing up authentically is a challenge, as people are limited by their fluent use of technology, the stability of the internet connection and even fluency in the lingua franca. Increased awareness is required to recognise and acknowledge the value of each individual. When members speak up about their concerns or share their perspectives, remember to appreciate their contribution, acknowledge their courage, and reflect upon the value and strengths demonstrated.

This form of appreciation is not often done neither is it easy. A small change in how you appreciate others can have a large impact. With deliberate and persistent practice in your daily conversations, eventually showing appreciation can become second nature.

In Summary

Fostering a culture of inclusion in your virtual team can be challenging. It requires one to understand the meaning, purpose as well as its benefits. It also requires one to identify barriers and the consistent effort in cultivating inclusive speech and behaviours within the virtual team. As with any culture change, the price is high but the rewards are significant. In the long term, it will not only benefit the organisation, but also change the lives of your people. 

Want to have inclusive conversations with your team?

Reach out to us for a FREE 30-minute consultation.

Or check out our public programmes and participate in one that best suits you!

Ling Ling Tai's Animated Photo

Ling Ling, Tai

Ling Ling is a seasoned Learning and Development Professional with a passion for supporting leaders and teams in leveraging diversity, increasing intercultural awareness, and cultivating inclusive workplaces. Her lifelong work spans across 21 countries and across various industries such as manufacturing, technology, travel and non-profit. Having lived and worked in 6 countries, she believes that openness, compassion and inclusion creates  thriving and engaging workplaces.

If you don’t make things happen then things will happen to you.
~ Anonymous