Hybrid Work Best Practices for Small and Mid-Sized Teams

It can be challenging to maintain the flexibility of remote work and the structure of an in-person work environment. When transitioning to a hybrid work model, you may wonder how to balance these factors to support your team’s work performance and overall experience.

As you begin a new quarter, you can gradually incorporate hybrid work best practices. Keep in mind that habits can take up to two months to stick, so be patient with yourself and your employees as you try out these practices in your business.

Are you ready to improve your hybrid collaboration and remote team management? Let’s dive in.

Set the Foundation for Hybrid Success

It’s easy to fall short of one’s expectations, especially when they are not communicated. This is a consistent issue that many businesses struggle with. Rather than assuming everyone can read your mind, it’s best to be straightforward and share your expectations with your team.  

For instance, defining everyone’s work schedule, reviewing roles and responsibilities, highlighting in-office obligations, and automating deadline reminders. You may also clarify:

• ​Operational hours: Define specific time frames when all team members should be available for collaboration and deep work.

• In-office days: Schedule in-person days for collaboration, team building, and company meetings.

• Flexibility: Remind your employees that they can schedule their remote days to suit their personal needs, as long as they complete their tasks.    

Establish Clear Communication Protocols

Communication guidelines ensure everyone is in sync with workflows and basic procedures, leaving no room for confusion. However, when mistakes do occur, you can use them as learning opportunities. Consider recording your errors and solutions in a standard operating procedure document and sharing it with your team to avoid similar issues in the future.

It’s also essential to create a safe work environment where team members feel comfortable expressing their thoughts and concerns.

Not sure what to include in your communication protocols? Use these ideas as a starting point:

• Communication tools and apps: Define your communication channels and their purpose. For example, use Slack for basic questions, email for formal topics, and comments in a project management software for progress updates.  

• Response times: Set timelines for expected responses from team members. Requirements may include a few hours for priority emails and 24 hours for informal questions.

• Meeting Agendas: Establish a game plan to guide your meetings. Agendas can keep your virtual sessions on track without too many detours. You can also include icebreakers and small-group discussions to build rapport with your crew.

Organize Schedules for Hybrid Work

Work schedules can provide structure in a hybrid work environment. When your team has a clear calendar for their week, they can organize their personal and social lives without the looming fear that they’re still on the clock.

Wondering how to create work schedules that accommodate remote and in-office work days? Take a survey or meet with each employee to understand their preferences. Then, plan your team’s schedule with intention.

For instance, don’t designate in-office days just because. Do so for a specific purpose, such as collaborating on a project or hosting team-building workshops. Having a reason to work in person will make commuting more worthwhile for your team.

It’s important to note that schedules are not set in stone. Their purpose is to provide a strong foundation for the workplace. However, when people get sick or want to take a vacation, it’s necessary to be flexible. Monitor and update schedules to accommodate your team accordingly.

Hybrid Work Best Practices: Communication and Collaboration Tips

For a successful hybrid work experience, communication and collaboration must be a priority. You can lead your team powerfully by building trust through consistent, transparent communication.

When you bring trust to the equation, you can better delegate ownership of workflows and projects without micromanaging. In other words, you can create a robust system within your company that doesn’t depend on you alone.

Daily Check-ins and Transparency

Dedicated one-on-one meetings allow you to touch base with your colleagues, identify roadblocks, and support their professional growth. You can maintain productive discussions by:

• Setting clear expectations: Clarify each team member’s key performance indicators (KPIs). You can review goals and progress during quarterly meetings.

• Normalizing feedback: Allow for back-and-forth feedback in your conversations. For example, you may share ideas and ask for your colleague’s input.

• Exemplifying ideal communication skills: Be a leader who guides your team through your actions. For instance, you may explain reasons for decisions in the company and admit your mistakes. Leading by example can inspire your staff to communicate more clearly.

Digital Tools for Effective Communication

Sometimes transitions can feel like throwing spaghetti against the wall and seeing what sticks. Fortunately, you can avoid some trial and error by using the following digital tools to support your hybrid experience:    

• Microsoft Teams: This collaboration platform offers direct messaging, virtual meetings, file sharing, and integration.

• Slack: Slack is ideal for real-time messaging. It includes custom communication channels and direct messaging. It’s also a great centralized app for building community.

• Zoom: Consider using Zoom for high-quality virtual meetings. Some key features are scheduling sessions, meeting recording, and AI transcription.

• Asana: You can use Asana to assign tasks, tag key participants, and coordinate internal systems.

Read this blog for more recommendations on AI productivity tools in the workplace!

Creating Connection Through Physical Spaces

Connecting with other humans still matters, especially in a world where many professionals feel disconnected from one another. Through collaborative spaces, you can reignite your creativity and bounce ideas off other members. For instance, rather than relying on ChatGPT, you can break through your creative dilemmas by having organic conversations.

In-office environments can also help create a unified culture through shared experiences. Yes, you can maintain a healthy work culture remotely, but there’s something powerful and innately human about building camaraderie face-to-face.

In addition, working closely with high-performing peers can positively influence your work behaviors. It may also improve your productivity levels.

Metro Offices: Coworking and Meeting Rooms for Hybrid Synergy

Coworking spaces and meeting rooms create an inclusive work environment where remote and in-person team members can work together seamlessly. Imagine entering a bustling coworking building in Washington, DC. You see business lounges filled with professionals discussing their interests, dedicated desks for deep concentration, and smart meeting spaces integrated with the latest technology.

Every workstation serves a purpose and accommodates unique work styles. Whether you want to collaborate on your in-office days or you prefer the privacy of a conference room for client meetings, you have access to these professional options at Metro Offices.

Some essential features of our hybrid meeting rooms include:

• Video conferencing technology: Connect to your digital communication tools with ease through AV equipment, high-definition displays, projection options, and wireless screen sharing.

• Customized design: With modular ergonomic furniture, you can rearrange the space to match your needs for the day.

Our locations also offer wellness gyms and community cafés, so you can schedule coffee or workout breaks to reenergize yourself. Consider becoming a Metro Offices member and maximizing your hybrid collaboration experience.

Monitoring Productivity and Morale for Hybrid Teams

Beginning a new quarter by implementing hybrid work best practices is commendable. From there, it’s essential to ask: Is it making a notable difference?

One way to gather information is by documenting your team’s productivity levels and morale. Productivity is easier to measure and more objective than morale. However, there are many ways you can collect data that not only answer this question but also help you improve your hybrid work practices.

For instance, you can create key performance indicators for each team member and review their progress quarterly. You can also use surveys to determine your employees’ confidence and optimism.

Simple Ways to Measure Hybrid Performance

Consider defining what success clearly looks like for your team. For example, your definition may include completing a specific number of projects each quarter or maintaining a consistent workflow while resolving bottlenecks as they occur.

Your business objectives will look different for each member of your staff, so it’s essential to communicate your expectations with each individual and check in with them regularly.  

If you need help outlining goals, you can use the SMART goals framework:

• Specific
• Measurable
• Achievable
• Relevant
• Time-bound

SMART goals help break down objectives with intention and allow you to create a game plan that moves you towards achieving an ideal outcome.  

You can also use productivity tools through your project management software to review your team’s efficiency. For instance, some platforms record the time it takes to complete tasks. Project management software, such as ClickUp and Trello, offers a clear visual of your company’s workflow, goals, and analytics.

If you want more human insight, you can use surveys featuring long-form answers, which can provide a richer, in-depth understanding of your employees’ perspectives. Some examples of questions you may ask include:

• What aspects of your work cause the most frustration? What parts of your work are the most meaningful?  

• How would you describe the morale or work culture within the company at this time?

• What is one thing we can do to support your well-being and morale?

• What’s a barrier that prevents you from doing your best work? Any recommendations on how we can resolve this issue?

Encouraging Flexibility Without Losing Structure

Maintaining flexibility in a hybrid work environment can be a tricky balancing act. On one hand, you want to believe that your remote team is checking tasks off their to-do lists without any oversight. On the other hand, you know there are plenty of distractions that can pull your employees’ focus.

How can you promote flexibility while maintaining structure? You can start by:  

• Creating a culture of work autonomy: Delegate tasks and give your team permission to determine when, how, and where they can complete their work. Have your team take ownership of their projects and learn how to be self-reliant.

• Offering flexible policies: Include flexibility in your employee handbook and guidelines. It’s essential to align your documents with your company’s current culture and values.

• Focusing on outcomes: Recognize the value of deliverables based on the quality of the work, not the time spent on the final product.

Hybrid Work Best Practices to Include in Your Business

If you have concerns about maintaining a healthy balance between flexibility and structure for your team, use the following hybrid best work practices from this post:

• Communicate your expectations.
• Clarify your operational hours and response times.
• Schedule in-office days and highlight their purpose.
• Emphasize flexibility on remote days.
• Set communication guidelines for your tools, response times, and meeting agendas.
• Offer routine check-ins.
• Use collaborative spaces for brainstorming sessions, exploring internal matters, and more.

Empower your hybrid team with flexible coworking memberships at Metro Offices.