As the return to the offices gains momentum, it looks like there will be a mix of office and home-based scenarios—aka hybrid workplaces. A Future Forum survey of 10,000 knowledge workers found that employees want flexibility. Some of the findings:
- 76 percent want flexibility on where they work.
- 93 percent want flexibility on when they work.
- 56 percent are willing to find more flexible job opportunities.
- Flexibility is second only to compensation in the factors leading people to change jobs.
Managing Hybrid Teams' Productivity
In 2020, lockdowns that mandated remote work transformed the way people work, leading to a rebound in business productivity. For instance, Prialto's 2021 Executive Productivity Report revealed that 74 percent of executives reported being more productive while working from home.
7 Productivity Tips for Hybrid Teams
All-remote work differs significantly from a hybrid workplace that includes some remote employees, others working full-time in the office, and some alternating between the two. This setup introduces new communication and productivity challenges. You might need to adjust your use of tools, processes, and collaboration practices. Here are some tips to help maintain productivity in a hybrid team.
1. Create a Buddy System
Microsoft found that 56% of employees who had at least one meeting with an assigned coworker every 90 days reported increased productivity. This figure rose to 73% for those who met two to three times, 86% for four to eight meetings, and 97% for more than eight meetings. The trend clearly shows the benefits of frequent interactions. Therefore, it's important to ensure that remote workers regularly meet with office colleagues.
2. Set Communication Expectations
When we all worked in the office, tools like Zoom and Slack were used infrequently and without specific guidance or expectations. After shifting to remote work, these tools became the digital equivalents of chatting across a desk, over a cubicle wall, or quickly gathering in a conference room. It is helpful to establish guidelines for when to use each tool for different purposes. For example:
- Use instant messaging when you want a response within 30 minutes.
- Use email if you need a response by the end of the day.
- Schedule a video call if your messaging takes more than three instant messages or emails.
"People use the same tools and commit to following the same processes," said Brian Kardon, CMO of InVision. "This can create an equal playing field for all employees and becomes an integral part of the culture that binds people together—despite the distance."
3. Check In With Your Team Members 2-3 Times Each Day
Checking in a few times a day might seem like overkill, but it's essential because silence can be confusing. 'Out of sight, out of mind' isn't a recipe for productivity. You might think you're empowering your employees by giving them space, and they may interpret that as you not caring. Regular check-ins are especially important for your direct reports. Always ask if they have everything they need or if they'd like additional support.
Learn more: 8 Communication Best Practices for Remote Teams
4. Assume Positive Intent
Assuming positive intent becomes easier with regular one-on-one meetings. Like silence, written communication can also be hard to interpret. It's simple to think someone is critical or resistant if you're not in frequent contact. You'll find that everyone performs better when operating with optimistic assumptions—this fosters trust and psychological safety.
5. Give Positive Feedback
Recognition is one of the most potent drivers of workplace engagement, Gallup found, calling positive feedback a "low-cost, high-impact" practice.
- 90 percent of workers say they work harder when they receive positive recognition.
- Employees who receive one piece of praise per day are 30 percent more productive.
- Only one in three employees said they receive feedback.
Recognition is even more critical in a hybrid environment when some people will not hear the praise in the office.
6. Have Saily "Standup" Team Meetings
Holding a daily team meeting for 5-15 minutes boosts productivity significantly. Make sure everyone briefly talks about their plans for the day, mentions any blockers, and requests help if needed. Daily standups give teammates the opportunity to support each other and prevent unnecessary delays in projects. Standups work best when everyone is in front of a computer with a personal screen. If some team members are in a conference room while others work from home, it can be hard to hear each other, make eye contact, and stay attentive.
7. Use Data to Measure Performance
Teams are most productive when everyone has and tracks clear and measurable performance expectations. Your team has to understand your goals to be successful. Using data takes performance out of the realms of opinion and speculation. Managers know that employees are reaching their goals regardless of their location. Examples of performance data include:
- Sales numbers for salespeople
- Marketing qualified leads for marketers
- Software pushes into a repository for engineers
Objective performance measurement improves productivity and reduces stress for hybrid teams. Everyone can see whether people meet their goals.
The Importance of Culture
"When part of a team moves back to the office, and others stay remote, the experiences diverge," InVision's Kardon said. "Some meetings happen in an office; others happen virtually. Perks and benefits apply to one cohort but not another. Processes that should be followed by everyone are unevenly respected."
Treating employees differently based on their location or work structure can create two cultures. The risk is that the separate remote and on-site experiences become institutionalized, and the playing field is no longer level. "Over time, these differences tend to concretize, revealing the ultimate danger in partially remote workforces: the creation of essentially two different organizations."
Use these tips to improve productivity and strengthen culture at the same time.
