Posted on Dec 11, 2024
Balancing Remote and In-Person Workplace
How to Bridge Virtual and In-Person Gaps
Can a virtual meeting ever match the engagement of an in-person discussion? What habits ensure that every participant—whether at home or in the office—feels equally heard and productive?
Our work with diverse organizations has revealed that establishing clear norms, understanding the strengths and weaknesses of virtual workplaces, and providing flexibility are key to successful collaboration.
“The key to managing a hybrid workplace is establishing consistent, non-negotiable norms for behavior, whether you're in person or virtual."
The two key behaviours most affected by the hybrid work environment are meetings and task delegation. Below are examples of how establishing a fixed structure can help ensure objectives are met effectively while allowing flexibility in work location.
Establishing a Fixed Structure for In-Person and Virtual Meetings
Whether a meeting is held in person or virtually, it is essential to follow the same set of norms to ensure effectiveness and inclusivity. Below are key principles to uphold in any meeting format:
1. Prepare in Advance
- Communicate objectives, the agenda, and any necessary preparation well before the meeting.
- Remember: the more time spent preparing beforehand, the less time will be required in the meeting itself, reducing the need for additional meetings in the future.
2. Facilitate Inclusively
- In hybrid, virtual, or in-person meetings, ensure everyone has an opportunity to contribute.
- Go around the room (or virtual space) and check for understanding or input before moving to the next topic. This practice helps avoid missing valuable perspectives.
3. Close with Clarity
- Always end meetings with a clear summary of decisions, next steps, and assigned ownership.
- This practice ensures alignment, prevents miscommunication, and keeps all participants on the same page, regardless of their location.
4. Prioritize Documentation
- Accurate and accessible documentation bridges the gap between virtual and in-person attendees.
- Shared notes or recordings provide a common reference point, enabling effective asynchronous follow-ups and ensuring that everyone stays informed.
5. Encourage Camera Use for Virtual Meetings
- For virtual meetings, especially during challenging discussions or brainstorming sessions, keeping cameras on fosters engagement, connection, and collaboration.
- Being visible helps build trust, allows for non-verbal communication, and ensures active participation from all attendees.
The more time spent preparing beforehand, the less time will be required in the meeting itself, reducing the need for additional meetings in the future.
Establishing a Clear and Consistent Delegation Framework in Hybrid Work Environments
Another example of maintaining consistent norms for key behaviors, regardless of whether interactions are in person or virtual, is task delegation. At Jalapeño Employee Engagement, we follow a clear structure whenever we delegate a task. This structure is communicated in a meeting and posted on Gchat for complex tasks, or solely on Gchat for simpler tasks. Here's the structure we use:
1. Purpose/Context: What is the purpose of the task? Why is it important?
2. Objective/Goal: What is the desired outcome we aim to achieve?
3. Completion Date and Time: When should the task be completed?
4. Check-In Point: When will progress be reviewed?
5. Estimated Time: How long should it take to complete the task?
6. Responsibility: Who is responsible for completing the task?
7. Feedback and Reporting: Who will provide feedback to the delegatee? To whom will they report?
8. Authority and Autonomy: What level of authority does the delegatee have to make changes? How much autonomy do they have?
9. Resources and Support: What resources or support are available to help ensure the task is completed successfully?
Adding a Personal Touch to Meetings
At Jalapeño Employee Engagement, one of our consistent norms for scrum meetings is to start with a fun, personal question. For example, we might ask, "Who was your biggest celebrity crush?" or "What's your favourite comfort food?" or “ How do you handle a difficult landlord?”This simple practice helps team members begin the meeting by sharing a bit about themselves, fostering connection and engagement. As they move on to share daily progress and reflect on their work, this personal touch sets a positive tone and strengthens team cohesion.
Designing Your Hybrid Workplace with Unique and Non-Negotiable Norms
To make the most of a hybrid work environment, it's essential to collaborate with your team to determine which behaviors require fixed structures and consistent norms in your organization, regardless of being in-person or virtual. Additionally, identify the types of events that should be conducted in person and thoughtfully customize each interaction to optimize the benefits of both formats. Book your free consultation when you need support in designing a unique, productive, well-connected, and humanized hybrid workplace.
With over a decade of experience in organizational and industrial psychology, we at Jalapeño Employee Engagement help leaders and companies create thriving, inclusive workplaces. We use technology and psychological science to drive positive change in organizational and leadership development, strategic planning, and essential skills training and coaching. We offer services and tools designed to enhance well-being, innovation, and productivity for small and midsize teams. At Jalapeño, we combine research with practical expertise to bridge the gap between theory and real-world application. We have designed and delivered courses in organizational development and leadership coaching for master’s students and executives. These programs align academic insights with the evolving needs of today’s workforce.