Managing your team when it involves hybrid or remote work may require a different approach. It can be more difficult to keep up with where employees are focusing their effort, progress being made, barriers and stumbling blocks, and how to best plan who does what work and when.  

MICA’s hybrid work arrangement policy 

 Below are practical tips and tools for managing hybrid or remote employees and teams.

• Set clear expectations: It is crucial to provide clear guidance on priorities when employees work remotely. 

• What is the same as in-office work and what may be different?

• Are there specific times of day that you would expect employees to be immediately available?

• Consider frequency, means, and ideal timing of communication. For example, Zoom for daily check-in meetings, Google Chat for day-to-day communication, text message when something is urgent.

• Communicate the best way and time to reach you during the workday

Just as in office environments, people leave their remote workspaces for breaks, meals and errands. Setting ground rules will help to avoid undue confusion.

• Acknowledge the challenges: Communicate a sense of calm, and reinforce and recognize the bumps, missteps, and growing pains that can come along with these changes. Partner with your team to create communication plans, seek feedback and input on what is and isn't working.

• Establish structured check-in meetings: Quick conversations that normally happen in hallways, before or after meetings, or just from stopping by each other's desks may no longer be possible. Be intentional about checking in with each employee and following up. This could be one-on-one calls, if your employees work more independently from each other, or a team call, if their work is highly collaborative or a combination of the two. Regular check-in meetings provide a forum in which employees know that they can consult with you, and that their concerns and questions will be heard. Consider a quick team meeting to begin and end the day. This keeps everyone updated and when the team hears the same message at the same time, they can meaningfully contribute, and everyone feels more socially connected. 

• Make sure everyone has access to the same systems. There are multiple systems available for messaging, video calls, file storage, etc. It's important to set and enforce the expectation for which systems your team will be using.

• Provide several different communication technology options: Email alone is insufficient. Employees benefit from having multiple options for different reasons. For example, video conferencing gives participants many of the visual cues that they would have if they were face-to-face and can be useful for complex or sensitive conversations, as it feels more personal than written or audio-only communication. Other tools include Google Chat, Slack, etc.

• Communicate intentionally: Remote communication can be more complex than face-to-face so it is important to actively listen, repeat back or ask questions to ensure understanding, and be on the lookout for any signs of misunderstanding. Make sure to clarify who is responsible for what by when at the end of every meeting. If a team member has a hearing or vision disability that may make remote work more challenging, seek out support from your HR rep for assistance in finding ways to position all employees for success.

• Watch for new stressors in your remote team members: Situations that result in a change in work arrangements have the potential to create stress and/or anxiety. Adapting to working differently can be challenging to your team. Employees can access the Employee Assistance Program (EAP) for free and confidential resources related to support with their personal and professional lives. Common challenges of hybrid/remote work include lack of face-to-face supervision, lack of access to information, social isolation, and distractions at home.

• Seek feedback and ideas: Ask your team about their needs and concerns, ideas for communicating better and being more cohesive as a team, and feedback to help you better lead and support them. You are all in it together, and the inclusive discussion and collaboration can lead to some great ideas and solutions for your team.

• Set the example: Your employees are looking to you as a model for how to navigate the changes and succeed in a remote work environment. Setting a tone with positivity, active communication and an openness to discussing questions and concerns will help your team be better prepared for success in a remote workplace.