As hybrid workforces become increasingly common, collaboration has become increasingly important. With teams spread across different locations and time zones, organizations must find effective ways to foster collaboration and productivity.
Let’s explore the concept of hybrid team collaboration, including its challenges, along with valuable tips and tools to encourage successful collaboration in a hybrid work environment.
What is hybrid team collaboration?
Hybrid team collaboration refers to the processes, procedures and policies teams use to work together in a hybrid work model. A hybrid work model includes employees in both remote and traditional in-office locations. Ideally, team members should be able to share information, brainstorm, collaborate and complete work no matter where they’re located.
Types of hybrid team collaboration
While each hybrid workforce has unique rules on how they collaborate, the five most common types are:
- In-office and synchronous: In this common model, teams meet together in the same location at the same time. While fully in-office teams meet this standard, companies that require all team members to be on-site on set days and times are also in-office and synchronous. This model is often touted for creating a stronger company culture and better problem-solving capabilities as team members meet face-to-face.
- In-office and asynchronous: When companies allow employees to choose when they come into the office, they may choose different days or times. This takes away the expectation of immediate response times but provides more flexibility and time to reflect. It also gives employees space to work without interruptions.
- Remote synchronous: When remote employees work together at the same time but from their own locations, this is considered remote synchronous work. This model works well for larger groups of employees who need to focus on the same projects at the same time.
- Remote asynchronous: If employees are spread across time zones or work shifts, remote asynchronous work allows them to complete tasks on their own schedules. It’s best suited for projects where individual contributors don’t need to discuss problems in depth but need space to solve problems on their own.
- Mixed synchronous: Organizations may let team members choose when they come into the office, which means there’s a mix of remote and in-office employees working together. This common style of hybrid collaboration helps build relationships, foster project coordination and support real-time collaboration while still providing flexibility to involve a broader set of stakeholders in decisions.
The challenges of hybrid team collaboration
Although companies have been developing hybrid teams for years, it’s still a relatively new concept for most organizations. It provides benefits like flexibility for employees and a broader talent pool for the organization, which can hire the best candidates from around the country or even the world.
However, hybrid team collaboration comes with challenges, especially when it comes to communication. Teams need the right tools to get in touch and communication is further strained by time zones or differences in location.
Security is another problem for hybrid teams. IT and compliance departments must create strong safety nets to keep privacy and security in check across teams working from different locations. At the same time, workers must have access to collaboration tools, technology and the files they need to complete their work.
Perhaps the most common issue with hybrid workplaces is building a sense of community. Remote team members may miss connecting with coworkers in person or feel left out when other team members meet together on-site. They may also miss opportunities for advancement by not being as visible as their in-office counterparts or because they can’t meet with mentors in person. Hybrid teams can’t always be as spontaneous as on-site teams, especially when it comes to brainstorming or socializing. Remote workers may also have trouble establishing work-life balance because there’s no sense of an end to the day when you don’t leave your office.
7 tips for encouraging hybrid team collaboration
While hybrid team collaboration presents challenges, failing to support hybrid workers is not an option. Owl Labs reports that 84% of surveyed workers want flexibility to choose their work schedules, including working from home. And according to Greenhouse Candidate Experience, 76% of employees also say they would find a new job if their current employer ends flexible work arrangements.
In other words: Organizations that want to remain competitive have to figure out how to overcome the challenges of hybrid work.
Follow these proven strategies to foster a collaborative and productive hybrid work environment.
1. Set clear expectations and guidelines
Employees need to know and understand what’s expected of them when it comes to hybrid work, so it’s important to set a clear hybrid work policy that answers questions such as:
- Who’s allowed to work remotely?
- When is remote work allowed?
- How often do employees need to come into the office and can they choose when they do?
- Are employees expected to work standard hours or can they choose when to work?
- Can remote work be taken away from employees and for what reasons?
- What tools and technology do hybrid teams need?
It’s also important to establish clear chains of responsibility when it comes to projects and tasks, as these can get muddy when people don’t regularly talk in person to clear up issues.
2. Adopt a digital-first approach
Ensure all work is done, logged and archived via digital means, period. If any team members work in a physical office together, it’s tempting to use traditional methods like whiteboards or paper notes to collaborate. This may not seem like a problem, especially for employees who work in-person synchronously. However, remote team members won’t have access to those notes or brainstorming ideas, and even team members who are present can lose the thread if the whiteboard is erased or the notes are lost. Start using digital tools for every aspect of work to ensure all team members have access when they need it. Standardizing the use of digital tools also ensures you have data for future projects or compliance and auditing.
3. Use inclusive communication channels
According to Grammarly, poor communication costs U.S. businesses $1.2 trillion every year. Open and transparent communication among team members is especially important for hybrid teams. Tools like instant messaging, video conferencing, virtual meeting platforms and file sharing systems help bridge the communication gap to ensure everyone is on the same page. Beyond digital views like these, it’s important to ensure hybrid team members know when to make information available. For example, do people know when to post a project update in a group thread for everyone to see rather than messaging a single individual? Provide clear guidance on how to use communication channels in ways that encourage collaboration with everyone who needs to be involved.
4. Promote team-building activities
To ensure remote teams trust each other, hybrid workforces have to go the extra mile to strengthen relationships through team building. Traditional team-building activities like in-office potlucks, after-work happy hours or in-person meetings aren’t possible for many hybrid teams, which means the company has to get creative. Online games, virtual happy hours, team challenges and online mentorship programs foster camaraderie and enhance collaboration. In addition, encourage employees who work in the same area to meet in-person from time-to-time, even if they work on different teams.
5. Offer flexible work schedules
Flexibility is one of the main benefits of hybrid teams, and it’s essential for organizations that want to attract and retain the best talent. Empowering team members to choose which working hours align with their productivity peaks and personal commitments enhances satisfaction and productivity — and there are plenty of flexible work arrangements to choose from. Accommodating individual preferences while ensuring overlap for collaboration drives engagement and maximizes performance. For example: Let employees choose their own work hours, but make sure they decide on a schedule that allows everyone to work at the same time for more collaborative projects.
6. Provide hybrid collaboration training
Many workers today are “digital natives” and use technology easily. But you shouldn’t assume every member of your team is adept with your tools and technology. Beyond creating a policy that outlines how to use the company’s technology stack, employees should receive ongoing training to reinforce skills and learn new techniques. Additionally, provide hybrid-focused training on setting meetings, managing time efficiently and communicating effectively with colleagues.
7. Optimize hybrid meetings
Virtual team meetings are still an important part of collaboration, but it’s easy for remote workers to get burned out on video calls (yes, Zoom fatigue is still a problem). Unnecessary meetings also frustrate employees by keeping them from being productive. Create policies that ensure meetings are necessary and well-planned. Encourage employees to avoid multitasking and reduce on-screen distractions during online meetings. Many employees also find taking a walk or calling into a meeting rather than using the video function helps them concentrate on the conversation. And there’s nothing wrong with using email for information that doesn’t require immediate discussion.
Promote hybrid team collaboration with ActivTrak
Improve collaboration among your hybrid team members with ActivTrak’s comprehensive workforce analytics platform. Give managers and employees insight into productivity trends, technology use and well-being to manage and optimize your workforce, no matter where they are. Empower leaders to offer flexibility and hybrid options with data to back up policies and decisions. Contact our sales team today to get started and take the first step toward a more collaborative hybrid work environment.
