Most people (89%) expect to work from home at least partly, and this expectation is over 90% in the digital and knowledge-based sectors. But, it extends to all industries, even those tied to on-site manual and manufacturing work.
On one hand, the hybrid model aims to enhance employee productivity and satisfaction. Research suggests that employees extend their hours when working from home.
What are the benefits of effective communication for hybrid teams?
Eighty-five per cent of employees working in a hybrid model want it to continue. Research shows a hybrid model uses different communication methods, such as remote platforms (Teams, Slack, Zoom), SMS, emails, calls, and video conferences.
Effective communication for hybrid teams has many benefits, such as boosting productivity, engagement, and collaboration. It also enhances inclusivity and team morale.
What are the biggest communication challenges faced by hybrid teams?
Recent data reveals a significant productivity drain stemming from technology-related interruptions. These disruptions consume 28% of the average workday. They cost the US economy an estimated $588 billion annually.
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Lack of information
One of the major challenges is the lack of information. In today’s connected world, we mostly use digital tools to share information: email, messaging, and project management apps. However, this heavy reliance on digital platforms can create a gap. Remote employees often miss important details from in-person talks and casual chats. They also miss things from spontaneous meetings.
Difficulties with nonverbal cues
Communication is 93% Nonverbal. In face-to-face conversations, we naturally use body language to communicate. This includes things like smiling, nodding, and posture. These unspoken signals help us understand each other better.
However, online meetings make using these natural body signals harder, and we become more aware of our appearance and voice on camera. This can make the conversation feel less natural and harder. To compensate for this, people may exaggerate their body language. For example, they might nod more than usual to show agreement. This can sometimes feel unnatural and make the conversation less relaxed. This can lead to misunderstandings and miscommunications.
Lack of interpersonal connections
It’s tricky to keep everyone on the same page. Some team members work from home, while others are in the office. Building strong relationships and a sense of togetherness takes extra effort. Since people aren’t always in the same place, it’s harder to have casual chats and fun team activities. This can make people feel less connected and make it harder to work together effectively.
Compromising trust
Trust issues can arise in a hybrid work environment and are a major barrier to communication. Confusion can occur when some employees work remotely while others are in the office. Some may feel left out and doubt fairness. The lack of regular in-person interactions can hurt teamwork and make building strong relationships and trust harder.
Psychological safety
Psychological safety is a crucial communication issue in a hybrid workplace. Some employees, especially remote workers, may feel less connected. They may not want to share their thoughts when switching between remote and office work. Fear of being judged can stifle open communication and teamwork, harming team unity and productivity.
How can you make sure everyone feels included in team meetings?
The relevance of being valued and feeling included in the team meetings is high. Here are some tips to help you make your hybrid meetings more inclusive:
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Flexible and effective meeting spaces
Meeting locations must provide equal access for in-person and remote participants, ensuring no one feels excluded. Prioritise tools such as high-quality cameras, microphones, and smart screens. Instead of discussing hybrid flexibility, focus on meeting formats. They must fit all participants’ needs. Use the best format: virtual, in-person, or hybrid.
Communication through many channels
Emphasise ensuring all team members get the pre- and post-meeting messages. This is especially important for those who couldn’t attend. Recommend distributing meeting minutes, recordings, and follow-ups via a central channel.
"For bridging communication gaps in hybrid teams, all you need is to embrace a mix of strategies that foster clarity and inclusivity. Setting clear goals ensures everyone understands their roles, and organizing regular meetings keeps everyone on track". - Joe Lieber, President, Cleveland House Buyers
Clarify the meeting’s purpose and use appropriate tools
Emphasise how meeting tools may help with inclusivity. They can aid remote attendees with live polls, breakout areas, and interactive whiteboards. Assess if meetings, not just emails, are needed.
Seeking feedback on meeting experiences
Regularly seek feedback on the inclusiveness of meetings. For example, ask if everyone has had a chance to contribute.
Monitor participation and encourage interactions in meetings
Focus on the people, especially remote participants. They interact less. So, seek their opinions in conversations. Use small-group conversations or icebreakers to build deeper relationships during meetings.
Set up meeting times early
Schedule the meetings in advance. This will give attendees time to prepare. Also, make sure that the meeting time works across time zones.
Create agendas for inclusive meetings
Before the meeting, it is important to have a clear agenda and share materials. We should follow a plan to keep discussions on track. This way, everyone can speak, and no one takes over the conversation. Having a moderator can also help create an environment where everyone participates equally.
"By setting clear goals and hosting bi-weekly meetings, we make sure every team member knows their role and the expectations. It is important to hold virtual meetings frequently because this fosters a shared understanding while keeping communication flowing smoothly."- Brandon Hardiman, Founder, Yellowhammer Home Buyers
Honour participation both during and after meetings
To boost morale and visibility, meetings should praise individual and team efforts.
What tools can help you communicate and work together
In today’s fast, linked work world, success demands good communication and teamwork. There are numerous tools designed to streamline team interactions and project workflows. Here’s an overview of tools categorised by purpose to help your team work smarter.
Communication tools
Communication is vital in a hybrid work model. It keeps all team members aligned and informed. Some of the important tools are:
Messaging platforms
Slack: Allows real-time messaging, organised by channels, with integrations to other tools.
Microsoft Teams: Combines messaging, file sharing, and video calls in one platform.
Discord: Great for informal or community-style communication.
Video conferencing
Zoom: Reliable video conferencing with breakout room functionality.
Google Meet: Integrated with Google Workspace for seamless scheduling and collaboration.
Microsoft Teams: A video meeting option bundled with the messaging and collaboration platform.
Email management
Gmail and Outlook: Popular email platforms with robust collaboration features.
Front: Shared inboxes for teams to collaborate on email replies.
Collaboration and project management tools
To stay organised, we need project management and document-sharing tools. They are key to keeping everyone on the same page.
Project tracking
Trello: Offers simple, visual Kanban boards for task management.
Asana: Helps teams organise tasks, set timelines, and track workflows.
Monday.com: Provides customisable project management dashboards.
Jira: Designed for agile teams and software development.
Document collaboration
Google Workspace (Docs, Sheets, Slides): Enables real-time editing and collaboration on documents.
Microsoft 365: Cloud-based Word, Excel, and PowerPoint with shared access.
Notion: Combines note-taking, document sharing, and project management in one platform.
File sharing
Google Drive: Cloud-based storage integrated with Google tools.
Dropbox: Secure storage and file-sharing capabilities.
OneDrive: Seamlessly integrates with Microsoft 365.
Team coordination and time management
Managing schedules and time is vital for productivity. These tools help maintain efficient operation.
Calendars and scheduling
Google Calendar: Offers shared calendars and easy meeting scheduling.
Microsoft Outlook Calendar: Integrates with Outlook for streamlined meeting invites.
"One thing that I believe bridges the communication gap in hybrid teams is combining face-to-face interactions with digital tools. Regular property walk-throughs allow us to maintain open dialogue, and using collaborative platforms like Trello or ClickUp keeps tasks organized while everyone remains informed, thereby strengthening communication pathways."- Mike Wall, CEO, EZ Sell Homebuyers
Better collaboration with conversational intelligence
While the typical chatbots fall into this category, some conversational intelligence tools will help you understand your communication and how you can your enhance your team collaboration and leadership in real time.
Ayda Insights: Collaboration analytics platform that integrates seamlessly into everyday work to guide productive and constructive collaboration.
How you can thrive in a hybrid work environment
Hybrid work is now key to modern workplaces. It allows employees to work from both remote locations and the office. This model has benefits. It boosts productivity and employee satisfaction. But, it also poses challenges. It can cause communication breakdowns, weaken connections, and hurt psychological safety.
Ayda for live meetings stresses that good communication is key. It helps to navigate challenges and build a successful hybrid work environment. Organisations can improve their hybrid teams’ workplaces by adopting a few strategies. They should use inclusive meetings and advanced collaboration tools to build trust. This will boost collaboration, efficiency, and inclusivity.
In the dynamic world of work, hybrid work is not a passing trend. It’s a transformative approach. When done right, it can drive growth, foster innovation, and boost employee well-being.
About the authors
Darja is a Behavioural Scientist and Customer Success Manager. She holds a Master’s in Social Sciences from the University of Helsinki, specialising in business anthropology and organisational psychology. She is also working on service and product development.
Pooja specialises in developing content that enhances leadership skills and promotes effective team management. With a strong focus on personal growth and organisational success, she’s passionate about exploring strategies that empower leaders to inspire, motivate, and guide their teams toward achieving common goals.
