A Manager's Guide to Successfully Managing Hybrid or Fully Remote Employees
When discussing the future of work, hybrid or remote work is often one of the first topics.
Some are fully satisfied with abandoning office space, while others prefer a hybrid model where employees come and go as needed. In short, flexibility is key to the future of work.
However, hybrid and remote work is not all sunshine and rainbows. Managing remote employees compared to office-based ones comes with its own challenges and trade-offs, and preparing for the transition requires a strategic approach.
How have managers' working conditions changed in the remote and hybrid world?
When the pandemic hit, companies had to adapt quickly to continue operating under lockdowns and employee fears. Many were able to make this transition rapidly and with minimal difficulty, proving that remote work can be successful.
However, challenges arose. The structure of daily routines went AWOL. There was less distinction between start and end times of the workday. Without the '9 to 5' structure, boundaries for both employees and employers were easily crossed.
Employees had to balance home and family responsibilities, such as childcare with kids now learning at home, dogs barking during Zoom calls, or managing multiple family members working in the same house, alongside workloads, meeting schedules, and deadlines.
Communication methods also shifted: what used to be an in-office meeting became a video conference, email, or chat on Teams or Slack.
Nearly every aspect of work was new and different, leaving managers feeling less prepared and less confident in their role. Managers lost their most effective way of communicating and in-person meetings, increasing the likelihood of frustrations and misunderstandings that arise from fewer face-to-face interactions.
Common challenges of remote work
Remote employees typically refer to fully remote workers who are 100% home-based, while hybrid employees combine office work with home work. The split between office and home can vary depending on business needs.
The foundational technology for remote or hybrid work is cloud technology. While it's great for staying connected throughout the workday, it also means that in some cases employees work 'on the go'. There is more freedom but less unity without a centralized place for communication, such as a conference room.
Both employees and employers or managers have a greater degree of freedom—in some environments they can work where and when they want. However, this complicates communication because employees and managers may work on asynchronous schedules and need more coordination to connect.
Moreover, the lack of one-on-one interaction can take a toll. In-person interaction boosts emotional engagement, so without the 'human element' of the workplace, the team may feel isolated and disconnected.
Additionally, there is an increased likelihood of misunderstandings, insufficient communication, or information silos between departments, reducing productivity. Employees no longer have the 'mutual knowledge' or social cues that come from in-person interactions that can clarify situations.
For example, an employee may be having a bad day and come across as a bit irritable in communication. In an in-person situation, a manager might let it slide upon learning it was a particularly tough day (if not disrespectful), but in a virtual environment, they may be less tolerant because they are unaware of the stressors.
Finally, both employees and managers may struggle with distractions such as kids at home, household chores like laundry or cooking, or ambient noise from TV, traffic, mail delivery, etc. While it's important to note that most employees feel more productive in a remote or hybrid environment, home distractions can affect performance.
This leads to another issue: micromanagement. Unable to observe and monitor employees in the office, some managers may worry that employees aren't working hard enough, leading to micromanagement.
Micromanagement is counterproductive. Post-pandemic, concerns about employee productivity at home have subsided, not to mention that micromanagement negatively impacts employees' mental and physical health. Additionally, they may feel that their managers do not support or trust them.
Ways to successfully manage a remote or hybrid team
1. Create structure where it makes the most sense
In some businesses, the '9 to 5' schedule still makes sense, even for a remote or hybrid team—the schedule is just virtual. In workplaces that allow flexible schedules and set deadlines or tasks instead of hours, structure can be created through daily check-ins.
You have many options for daily check-ins: from one-on-one calls to team calls and group chats in communication apps. The right choice depends on the type of work (collaborative vs independent), but the most important feature is that check-ins are predictable, scheduled, and follow an expected format. During these check-ins, you and the employee(s) can discuss progress, issues, or questions.
2. Establish ground rules and expectations
Remote work can be efficient and productive, but it's up to the manager to set team expectations regarding response time, online presence, and availability. For example, you can specify that daily meetings require video conferencing, and that urgent or personal messages are best sent via instant messaging on Slack.
Additionally, both you and employees should understand which communication channels and times are best to use during the workday, especially in an asynchronous environment. For example, you might be available for Zoom meetings or phone calls late in the day, but prefer messages for urgent conversations in the early hours.
Moreover, you need to monitor and manage communication between employees and teams to ensure they are sharing necessary information. Misunderstandings can occur in virtual teams, but clear communication from the manager about expectations can minimize communication mishaps.
3. Give employees autonomy
As mentioned, some companies require all employees to work at specific times. But if possible, it's better to give employees flexibility in how, when, and where they work. One of the main benefits of the 'work from home' model is that employees gain greater job satisfaction, increased productivity, and better work-life balance by having more control over their schedule.
For example, an employee might be more productive early in the morning before the kids wake up, or a creative person might prefer working in the evening (as many do). Granting such flexibility allows employees to manage their time and motivation in a way that suits them.
4. Foster connections
One of the downsides of remote work is that employees can experience social isolation due to lack of in-person interaction with colleagues. Managers can combat this by providing opportunities for social interaction during remote work.
In practice, this means setting aside time for informal conversations on non-work topics. This can be done by allocating time at the beginning of phone calls to catch up, or organizing a virtual video conference where each team member receives a care package.
While holding social events in a virtual space may seem a bit strange, remember that this works well for concerts and other entertainment events. Moreover, managers who use this type of social interaction report reduced feelings of isolation and increased collaboration with remote employees.
Enhance communication
During an abrupt shift to remote work, employees may experience increased stress, anxiety, worry, or uncertainty, but this can also happen with an experienced remote team. It is important for managers to listen, communicate, and empathize with employees.
This is especially necessary when the company undergoes sudden changes or a crisis. Research on emotional intelligence has shown that employees look to their managers for cues on how to respond to workplace situations. If a manager appears stressed or uncertain, employees will feel the same.
Effective managers should monitor employees' emotional states and listen to their concerns and fears. During the conversation, it is important to encourage and appreciate the employee to reassure them that everyone is part of the team.
Key takeaways
Managing a remote or hybrid team is not as scary or stressful as it seems. If you effectively address the challenges and adapt to changes, you can achieve better work-life balance, greater flexibility and engagement, and higher productivity from your employees.