• Westwood International

Consistent Communication in Your Hybrid Team

Updated: Jul 26



When teams transitioned to a fully remote or hybrid set-up, many saw a shift in their communication from balancing different schedules to not being able to interact face-to-face.


Have you noticed a negative shift in your communication? Let’s nip it in the bud.


Be proactive instead of reactive by creating a system of consistent communication. Not sure where to begin? Here are 6 great ways to get started.


1. Set clear expectations

Setting expectations are a crucial part of ensuring that everyone is on the same page and creates a culture of accountability and transparency. According to a LinkedIn article, “...the failure to set clear expectations is what ultimately leads to disappointment, underperforming, missing deadlines and the list of misses goes on.” Clear expectations not only support consistent communication but it makes your team happier, improves performance, sets priorities, improves teamwork, and enhances the connection between daily tasks and overarching goals. Hello win-win-win-win-win-win...


2. Make sure all voices are heard

What are some differences that you’ve been noticing in your team’s participation and productivity when you transitioned to a remote setting from being in-person in the office? When in-person and in the office, it's much easier to connect with body language and eye contact to see when someone has something to say. A great way to maintain consistency is to find ways to boost participation in your remote meetings. Running out of ideas to do so? Try these three approaches:

  • Share a digital note where people can leave messages in real-time during the meeting.

  • Host a roundtable discussion and set the expectations ahead of time that everyone has to contribute one idea

  • Clearly communicate the plan ahead of time to allow people to prepare.


3. Write a strong agenda before meetings

An agenda aims to outline your meeting to stay on track, manage time, allow folks to prepare, and encourage participation. Not to mention, this is a great way to show your team that you respect their time by staying true to the allotted amount and allowing them to prepare as needed.


4. Find a project management software that works for you

Managing projects is no easy task and can quickly become disorganized and chaotic when one moving part is impacted. Project management softwares are excellent tools to help you plan efficiently, centralize information, be transparent on deadlines and individuals’ progress, streamline delegating tasks, boost productivity, and help to manage workflows on remote and hybrid teams. Depending on what you’re looking for in your software, be sure to explore Teamwork, Asana, and all of the other great options out there.


5. Offer support

Without having spontaneous chats with our coworkers, mentors, and distant colleagues, communication is down with our weaker ties. Along with the many great ways to offer support to your coworkers in a hybrid setting, think about setting up remote office hours. Taken from the university structure, office hours are a remote version of an open-door policy that offers a lower barrier to entry to access new ideas and better understand what’s happening on the ground. This is also a great way to build connections with your team in a hybrid setting and create space for folks to develop individual relationships with their mentors.


6. Regular communication

Meetings are a great time to make sure that everyone has a shared vision of what’s going on and the common goals that you’re all working towards together. With your hybrid team scattered about and working from home, you lose the beauty of ad hoc meetings — such as brainstorming over a meal or popping into someone's office. Consider a daily production meeting in the morning or throughout the day to maintain consistency. Check in on your team daily by going around and sharing on a scale of 1-10 how they are doing and what they’re working on for the day.


The most important thing to focus on is creating a system that works for you and your team. Create the structure together and ask your team for ways that everyone can hold one another accountable. Looking for more great tips? Check out our leadership library for tips, tools, and other helpful resources.

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