Balancing communication for remote and on-site employees: Are you effectively reaching everyone?

We all want to be planful and anticipate the needs of our team in this hybrid world. Some assumptions can be made to ensure the inclusion of both workstyles to enhance and equalize engagement during meetings and collaboration. Example, do not hold onsite meetings if you have a blended team, encourage engagement with polls, reactions meeting chat features. Above all, ask your team what they need to succeed in teaming with others, and you can create a plan that works for all.

Balancing communication for both remote and on-site employees is essential to fostering an inclusive productive work environment. Utilize tools that enable seamless communication across the board, such as: Microsoft Teams or Zoom. This ensures that everyone is in the loop regardless of their location.

In my federal IT role, I bridged communication gap between remote & on-site teams. Remote felt isolated & overloaded with email, while constant communication hindered on-site focus. Led needs assessment (survey & discussions). Results: Remote: Wanted frequent, concise updates (IM/video clips). On-Site: Preferred structured meetings with clear agendas. Implemented solutions: Remote: Daily video updates & dedicated IM channel. On-Site: Weekly meetings with agendas & brainstorming sessions. Outcome: 15% increase in employee satisfaction & 10% improvement in collaboration metrics. Highlighted importance of understanding diverse communication needs for a more inclusive & productive environment.

Apesar dos diferentes ambientes se adequarem melhor com modelos de comunicações diferentes, num ambiente de trabalho híbrido é importante manter a centralização das informações com processos claros e transparentes. Caso contrário os colaboradores em diferentes modelos de trabalho poderão ter informações distorcidas e não alinhadas. Se houverem algumas pessoas presenciais e outras virtuais priorize a experiência virtual, pois momentos sem áudio, conversas paralelas ou interação em lousas que não estejam visíveis no online vão tornar a comunicação falha. E é automático que o time presencial se conecte mais e acabe “esquecendo” os demais online.

Choosing Tools Selecting the right tools is paramount for balanced communication. In my experience, one thing I have found helpful is to consider the specific needs of both remote and on-site employees. For remote employees, digital platforms that facilitate instant messaging and video conferencing can bridge the gap caused by physical distance. On-site employees, on the other hand, might appreciate traditional methods like meetings or bulletin boards. The key is to use a mix of tools that cater to different working scenarios while maintaining a consistent message across all mediums.

Transparent Information Sharing: Make sure all important updates and information are accessible to both remote and on-site staff, perhaps via a shared drive or internal blog.

Create opportunities for team-building and socializing that include everyone, such as virtual coffee breaks or hybrid events.

Asking for your hybrid workforce's input is a great way to take the temperature. Offering anonymous employee feedback surveys - via email or other channels as long as everyone has the chance to participate - may ensure more candid responses, especially if your remote and onsite employees are assured their feedback is confidential and will be used constructively. Avoid leading questions to ensure responses are genuine and not influenced by the phrasing of questions. Open-ended questions are good options as they can yield details and nuanced feedback. You may conduct surveys regularly to ensure ongoing communication between leaders and employees. However, before soliciting feedback, ensure the organization is prepared to act on it.

Foster an environment where all employees feel comfortable sharing their thoughts on communication practices, and be willing to adapt based on that feedback.

Schedule consistent meetings to touch base with th team members. This can help remote employees feel more connected and valued.