1. Introduction
Projects are of increasing importance for the economy in the 21st century. Public institutions and businesses prefer to organize a growing number of their activities and personnel around flexible projects [
1]. In the context of the European Union, international projects funded through competitive programs such as Erasmus+ (plus) constitute a consistent strategic choice to promote multilateral cooperation across borders towards common objectives with positive economic and societal impact [
2].
Projects are temporary actions with concrete goals and unique deliverables that have a clear beginning and end [
3]. Project management includes a series of processes organized into five coherent groups: initiation, planning, implementation, monitoring, and closure [
4]. Moreover, the successful management of projects addresses several activity areas and processes related to team development, scope achievement, time management and scheduling, cost control, internal and external communications, risk management and quality assurance. Human resources and their relationships through multimodal communication lie at the heart of projects.
However, projects are complex endeavors that face several risks and challenges throughout their duration as diverse obstacles can derail their smooth execution. In fact, there is reported evidence that most projects fail: over half of projects exceed their planned resources or time or fail to deliver the sought outcomes [
1,
5]. Common problems of projects include poor or ineffective communication (e.g., unanswered emails), lack of skills, resources, and limited personnel availability due to excessive workload [
5]. Projects with multiple intercultural and international teams feature an additional layer of complexity as it results in coordination issues of everyday work [
6]. In the context of Europe, there are several project funding frameworks for different purposes such as Horizon Europe for research, LIFE for environmental protection, and Erasmus+ for education and training [
2]. International projects that involve academic partners from different countries face additional challenges such as different academic calendars, structures, and work cultures [
7].
Projects often involve members with complementary skills and geographically distributed teams in multiple locations called remote or virtual teams [
8]. The distance between virtual team members increases complexity in terms of coordination, visibility, communication and cooperation towards the common objective [
9]. Virtual teams require multiple technological tools and platforms to address practical aspects of their work related to management, work scheduling and tracking, scope and cost progress monitoring, procurement, quality assurance and control, and written and oral communications within the team, with other internal and external stakeholders, and collaborators [
10]. These needs can be facilitated by virtual office suites with interoperable online applications on the web such as Microsoft 365 and Google Apps/Workplace [
11]. Suggested tool categories include instant messaging, online meetings, file sharing, and joint calendars [
12]. A recent systematic literature review established the importance of emotions and relationships as well as work-life balance and digital well-being as keys for optimal team performance [
13]. It verified that one of the most important challenges of virtual teams that can undermine the team’s cohesion and achievement is the building of trust that emerges both from formal and informal interpersonal interactions, demonstrating to team members that they value each other and their collective mission [
14,
15]. Previous research has shown that collaborative activities and meetings in immersive learning environments enable virtual team members to become an online community forged by cordial professional relationships that mitigate physical isolation [
16,
17].
The recent COVID-19 pandemic introduced an additional burden for project teams as it disallowed travel and regular physical team meetings [
18]. As a result, all project teams were instantly transformed into virtual teams [
19]. At the same time, the effects of the climate crisis rendered a turn towards sustainable project management with fewer greenhouse gases emissions [
20]. Hence, it is of paramount importance to identify and share effective remote project management practices. Specifically, this work responds to the call to identify and understand innovative project management practices with the support of information communication technologies [
18]. The goal of this study is to address the scarcity of related research and evaluate the effectiveness of online community software for project management effectiveness. It presents evidence from the capacity-building Erasmus+ BENEFIT project, which featured 10 academic working groups residing in Europe and in the Middle East.
Online community evaluation in the context of project management focuses on three dimensions: usability, team effectiveness, and intergroup relation. The usability of an information system is a critical and well-established measure of its capability to execute with effectiveness its primary functions towards an educational goal [
21]. If a software platform has high usability, it can effectively support and enable teams in achieving their mission. Conversely, low usability due to technical or design factors can inhibit project teams’ efforts and more importantly demotivate users from the adoption and use of a critical infrastructure.
Microsoft (MS) Teams belongs to the tools that have been widely deployed for remote emergency teaching and the facilitation of the needs of online working groups and communities during the pandemic [
22,
23]. One of its comparative advantages is that it is incorporated seamlessly within the online MS authentication service and software apps ecosystem. Moreover, in the context of online learning and online, remote project management, MS Teams combine one important feature: it can facilitate three essential modes of communication and collaboration [
24]:
Synchronous online meetings through audio and video conferencing;
Asynchronous, flexible written communication through both public threaded posts and private messaging;
Shared storage along with collaborative creation and editing of team files.
Additionally, through elaborate user access option modifications, Teams can facilitate the operation of multiple groups, sub-units and divisions in separate, and dedicated spaces (called channels), open or private, within the same online virtual environment (MS Teams). However, the richness of functions does not guarantee its usability for every use case and should be investigated.
Successful project teams have harmonic relationships, communicate openly, can resolve tensions and disagreements and achieve productive results through trust and cooperation [
25,
26]. In the context of multi-partner, international projects, several autonomous groups co-exist and operate independently. Often members from all partner teams form and participate in committees that are involved with the governance and the performance of essential project tasks that are relevant to most partners such as dissemination, monitoring, and quality assurance [
27].
Effective project team development and management is a crucial aspect of project management that directly influences the performance and satisfaction of team members. Project teams undergo different stages: forming, storming, norming, and performing [
28]. Upon their creation, in the storming phase teams face challenges related to work culture, priorities, habits, communication style, decision making, and conflict resolution that need to be discussed and resolved [
29,
30]. This can ensure the prevalence of positive emotions that are instrumental for high performance. The management of successful virtual teams is closely associated with a shared vision and strong feelings of belonging in a virtual community [
31,
32]. In this direction, principles of effective virtual team management include establishing virtual presence and collaboration and positive team relationships [
33,
34]. These issues are amplified in the context of multinational projects with multiple autonomous teams of partner institutions with members that need to cross-collaborate in different functions and working groups. In online settings, team stability, commitment, and persistent communication are essential for project success [
35].
The study’s conceptual framework, depicted in
Figure 1, addresses a gap in the existing literature and offers a theoretical examination of the effectiveness of managing online teams, particularly in the context of the COVID-19 pandemic. This framework encompasses both direct and indirect connections between the usability of MS teams and the effectiveness of team management, employing intergroup relations as the mediating variable in the connection.
Based on the conceptual framework, seven research hypotheses were formulated for investigation, namely:
H1. Usability of MS team has a positive and significant effect on team effectiveness.
H2. Usability of MS team has a positive and significant effect on intergroup relation.
H3. Intergroup relation has a positive and significant effect on team effectiveness.
H4. Intergroup relation mediates the link between usability of MS and team effectiveness.
5. Conclusions
In the context of this study, it should be emphasized that the BENEFIT project had planned to train Palestinian higher education faculty members in online learning course design and remote teaching. This professional development action was foreseen prior to the pandemic to strengthen the technological and pedagogical capabilities of concerned academic faculty members. Indeed, this procedure has been critical to the overall project’s success. As a result, this study was carried out to evaluate the performance of the BENEFIT team while employing MS teams throughout the pandemic. The findings of this study revealed that the usability of MS Teams had actual and positive influence on team performance, intergroup interactions, and team member relationships. However, this study has additional limitations, most notably the small sample size of 52 participants, which is related to the modest size of the project community. As a result, future researchers can improve the study model by increasing the sample size. Such an approach would broaden the scope of research, making it a valuable resource for evaluating international projects within the larger filed of project team management. Furthermore, future research should investigate other moderating factors that were not addressed in this study. For example, characteristics such as cross-cultural communication and corporate culture, which are known as factors impacting team success, might be valuable subjects to investigate.
As a result of the study findings and discussion about the obstacles experienced by Erasmus+ project BENEFIT during the COVID-19 epidemic, numerous practical insights were formulated, which can be valuable for academic institutions and project teams facing comparable challenges. Improving MS Teams usability is related to a favorable and statistically significant influence on team effectiveness. This implies that increasing the usability of MS Teams can lead to an improvement in total team performance. Furthermore, better MS Teams usability has a favorable and statistically significant impact on Member Relations and Intergroup Relations within the project community. This suggests that improving the usability of MS Teams can improve connectivity and communication both between partner groups and among individual group members. Furthermore, greater intergroup relations are favorably and strongly related to the project’s team effectiveness. This means that increasing cohesiveness in intergroup interactions might lead to increased team effectiveness. Finally, through its influence on intergroup relations, the usability of MS Teams has a positive and statistically significant effect on team effectiveness. This elucidates the causative link, implying that by strengthening intergroup ties utilizing MS Teams as a facilitation tool, team effectiveness may be improved. In essence, these findings highlight the possibility of using MS Teams to promote stronger intergroup interactions, which in turn improves overall project team effectiveness.