Creating connection

How to build connections and create spontaneous moments in hybrid teams

5 minutes

One of the main effects of the pandemic was how organisations were forced to rethink their work arrangements and reassess and reconfigure their traditional work arrangements. This seismic event prompted a critical examination of existing workplace structures, and one of its byproducts is the hybrid team.

Hybrid teams, consisting of employees with flexible work arrangements, have the unique advantage of leveraging the strengths of both remote and in-office work styles. According to studies, more than 60% of companies around the world are now adopting the hybrid model. However, despite the advantages, this dynamic work model also presents distinct challenges, particularly in the realms of communication, connection, and teamwork.

Building connections in a hybrid team

Building connections with colleagues has proven to be a challenging and unequal experience for many workers. The absence of in-person social norms, rituals, and ad hoc interactions, made worse by the shift to remote or hybrid work models, has led to fractured relationships and a sense of disconnection among employees.

In traditional office settings, social norms organically develop through face-to-face interactions. When you greet an officemate you meet in the hallway, have a chitchat while getting water from the dispenser, or say hello or good morning whenever you come into the office, these seemingly insignificant exchanges contribute a lot to the fabric of workplace relationships. In remote or hybrid setups, the absence of these exchanges makes it difficult for team members to connect and build relationships.

Why are spontaneous discussions important?

Email is the default official communication channel for most organisations, but we all know it can be boring. Some employees even hate going through their emails, if not out of necessity. A recent Forbes’ study found that 4 out of 10 employees are likely to quit due to email fatigue. And surprisingly, 9 out of 10 employees dread sorting through their Slack or Teams work messages.

This goes to show that while technology promotes efficient remote collaboration, it cannot completely replace the unique benefits offered by face-to-face interactions. In-person collaboration is much more effective, and this holds true even in the context of hybrid work models.

When you talk to a person face-to-face, it is easier to catch non-verbal cues such as their body language and facial expressions. These cues contribute significantly to effective communication because they help you gauge their reactions and sentiments. They also give emotional context to the conversation, allowing better understanding among team members.

In-person interactions also allow you to pick up on subtle variations in tone and inflection, which convey additional layers of meaning. Face-to-face conversations give you a glimpse of your team member’s intentions and emotions as you speak, so you can adjust your reactions and replies in real-time.

While technology attempts to bridge the gap, nothing can replace face-to-face and spontaneous interactions. While hybrid and remote work models offer flexibility, organisations may find that certain aspects of communication and connection are best nurtured through face-to-face interactions.

Recreating spontaneous interactions helps build relationships, enhances collaboration, and maintains a sense of team spirit. It is not easy for hybrid teams, but having the right strategy will make it work.

How to re-create spontaneous interactions in hybrid teams

Managing hybrid teams means balancing remote and in-person work effectively. This is to ensure that both in-person and remote employees have sufficient opportunities to collaborate, network, and bond.

Here are some strategies to ensure that your team members get a lot of opportunities to interact:

1. Define your working hours.

Encourage the team to set their schedules so that other members know when you are available for communication and collaboration. It avoids misunderstandings and allows for more spontaneous interactions within overlapping work hours.

2. Schedule regular in-person meetings and events.

Whether they are team-building activities, brainstorming sessions, or casual gatherings, these opportunities allow team members to connect face-to-face.

3. Designate an Office Day.

Assign a specific day of the week where team members are encouraged to work from a physical office location. This helps create a sense of routine and predictability. And they also get to meet the other team members regularly, improving camaraderie and relationships among them.

4. Engage in social activities.

This can be done both in-person and virtually. You can hold virtual coffee breaks, online games, or team challenges that encourage informal interactions. In-person social activities can range from team lunches to after-work outings.

5. Use the right collaboration tools.

Instant messaging platforms, virtual whiteboards, and video conferencing tools with breakout rooms can be effective in recreating the unplanned interactions that often happen in a physical office setting. Some platforms, like Microsoft Teams, let you coordinate your schedule with the team so you know whether they are working from home or in the office and which hours they are available. This allows you to schedule meetings at a convenient time for everyone.

6. Establish casual communication channels on chat and messaging platforms.

This encourages team members to share non-work-related content. Work channels can be boring and they might be hesitant to interact using the company channel. Unofficial chat groups give your team members the opportunity to join in spontaneous, random, and fun conversations. The use of emojis, GIFs, and polls makes these daily interactions more fun and engaging.

Remember, the key to fostering a culture that values spontaneous interactions is to create opportunities for both virtual and face-to-face engagements. The more opportunities you create for them, the higher and better the team’s interactions will be, regardless of whether they’re working remotely or in the office.

Hellomonday