Tips for Managing a Hybrid Workplace

Hybrid work has quickly become one of the most popular working models, with employees increasingly seeking flexibility in where and how they work. While this structure offers benefits like improved work-life balance and wider talent pools, it also presents unique management challenges.

Employers should adopt best practices to ensure that they can support employee wellbeing while maintaining high performance and engagement. Here are some practical tips for managing a hybrid workplace.

Establish Clear Communication Channels

Effective communication is the foundation of any workplace, and in a hybrid model, it becomes even more crucial to ensure that information flows seamlessly between in-office and remote employees.

• Streamline communication tools: Use platforms like Microsoft Teams, Zoom, and Slack for both formal and informal communication. These tools bridge the in-office vs. remote gap and allow for synchronous and asynchronous collaboration.
• Openly discuss expectations: Consistently communicate job expectations, reporting processes, and communication protocols. Make sure that all employees know how to stay connected with their teams, regardless of where they work.
• Hybrid meeting best practices: Hybrid meetings should be inclusive. Use video conferencing tools with features like polls, virtual hand-raising, and screen sharing to ensure remote employees have equal participation opportunities and know their input is valued.
• Consider neurodivergent workers and employees with disabilities: Incorporate meeting practices that support employees’ different needs. For example, offering agendas ahead of time, enabling closed captions, recording virtual meetings, and allowing flexible communication methods (e.g., chat participation vs being on video) can make meetings more accessible for all.

Set Clear Expectations and Goals

A clear structure is essential to managing hybrid teams. Without explicit expectations, it can be easy for tasks to slip through the cracks.

• Clarify roles and responsibilities: Ensure each employee understands their role and how they contribute to the team’s success. Clearly communicate how remote and in-office tasks will be managed and measured.
• Track progress and performance: Use project management tools such as Asana or Monday.com to track progress and performance metrics. This helps keep everyone accountable and on the same page.

Promote Inclusivity and Collaboration

Inclusivity in hybrid work environments requires proactive planning. Remote employees can sometimes feel excluded from in-office dynamics, so leaders must ensure that everyone remains connected and engaged.

• Bridge the gap between in-office and remote employees: Actively include remote workers in discussions, meetings, and decisions. Ensure they have access to the same resources and opportunities as their in-office colleagues.
• Facilitate social connections: Organize virtual team-building activities or hybrid social events to strengthen team relationships. For remote employees, create opportunities for collaboration and interaction to prevent isolation.
• Plan for training and workplace integration: Create a structured training plan that helps remote staff adjust quickly to their work environment and feel supported by the team. Onboarding for new hires may include virtual shadowing, e-learning, or more gradual task assignment. Existing employees may also need ongoing training and support if they are transitioning to remote work.

Support Employee Mental Health

Hybrid work can exacerbate mental health concerns like isolation and anxiety. Employers should prioritize mental health and provide the necessary resources to support their teams.

• Address mental health concerns: Remote employees may feel isolated without an inclusive and connected company culture. In-person employees returning to the office could experience anxiety about new routines or health and safety concerns. Offer mental health resources such as virtual wellness programs, counseling, and access to Occupational Therapists to provide strategies for managing stress. For employees struggling with performance related to mental health, additional assessments or coaching may be beneficial.
• Monitor well-being: Check in regularly with employees to see how they are coping. If an employee’s work location is changing, check in before, during, and after the change. Be mindful of signs of burnout or disengagement, and offer support accordingly.
• Promote work-life balance: Encourage employees to set clear boundaries between work and personal time, especially when working remotely. Flexibility should not come at the cost of well-being.

Prepare the Tools and Workspace

It’s crucial to have the right technology and equipment in place to ensure that all employees can work efficiently.

• Anticipate technology needs: Ensure that all employees have access to the necessary IT systems, tools, and support they need to perform their roles effectively. If an employee is moving from in-person work to remote work, evaluate potential technological barriers and make a plan for resolving issues as they arise.
• Provide ergonomic equipment: Provide employees with the ergonomic tools they need to work comfortably, safely, and productively. External monitors, keyboards, and mice are just the basics of an office space – setting up the workstation properly is essential to prevent musculoskeletal disorders. If an employee presents with functional limitations related to sitting or computer use, consider engaging an Occupational Therapist to conduct an ergonomic assessment – they can help recommend the proper equipment and body positioning to improve comfort and reduce harm.
• Evaluate accommodation needs: As employees’ work environments change, so may their accommodation needs. An employee who thrived in a remote workspace might find that they require different tools or modifications in an office setting, or vice versa. Lighting, noise control, break times, workstation location, assistive technology, and/or more may have to be assessed to ensure an employee can work to their full ability. An accommodation assessment by an Occupational Therapist can assist in determining these needs.

Develop a Hybrid Work Policy

Develop a hybrid workplace policy with clear guidelines to ensure consistency and transparency.

• Workspace, privacy, and safety considerations: Clearly define legal and privacy issues related to working from home. Outline how health and safety standards will be maintained for home workspaces, including ergonomic setups, incident reporting, and safe electrical systems.
• Clarify equipment responsibilities: Determine who is responsible for providing and paying for the necessary equipment, such as computers, office furniture, and ergonomic tools. Offer support for employees to acquire these tools if needed.
• Establish clear hours of work: Outline the work hours, expectations for availability, and flexibility options for employees. This may include policies around responding to messages, attending meetings, and the right to disconnect. Understand how hours of work will be managed and reported.

Train Managers for Hybrid Leadership

Managers will likely require a different approach and skills to effectively support and guide a dispersed team.

• Provide management training: Offer leadership training focused on supporting healthy teams. This can include training on communication strategies, psychological health and safety, providing accommodations, and supporting employees with mental distress. Manager Mental Health Training can help address challenges leaders may be facing with health and productivity across both in-person and remote teams.
• Foster empathy and flexibility: Encourage managers to be understanding of the unique challenges faced by workers. Management requires balancing accountability with empathy.

How Can Gowan Consulting Help?

Gowan Consulting has Occupational Therapists and workplace consultants across North America that can assist with making your workplace healthier. We can assist with anything from ergonomic assessments to mental health to workplace accommodations and return to work. If you have employees struggling with work performance, make a referral or contact us to see how we can find the best workplace solution.