Keep your team engaged no matter where they are

Hybrid offices have become “the new normal” for many businesses. Employees often see this flexibility as a perk. For managers and business owners, however, it comes with its own challenges.

When your team isn’t physically in the same place, clear communication becomes more important than ever. It’s critically important to make your remote employees feel as much a part of the team as anyone in the office. This may require a shift in how you think about communication strategy, but ultimately, creating more inclusive meetings inspires employees and boosts productivity — which is ultimately good for your bottom line.

For more effective strategies on running hybrid meetings and presentations, check out our guide, How to run a meeting that maximizes collaboration and efficiency.

Building a strong hybrid culture

Think about your company culture. This collection of brand values and strategic practices should act as a guiding path for business leaders. Historically, however, office culture was just that — created for those in the office. In this new normal, hybrid and remote employees are often left out of the conversation.

According to Indeed, “When your staff has little face-to-face contact, you may need to be more intentional about establishing the culture you desire.” Managers must actively work to replace this “lost synergy” by creating a hybrid culture that encompasses more than just what happens in the office. You want to erase the invisible barriers between “office workers” and “remote workers” to create a cohesive team.

When building a thriving hybrid culture, start at the beginning. Make sure your onboarding processes accommodate both in-person and remote employees. Create clear policies and boundaries concerning work schedules, expectations, and goals. Include remote employees in workplace activities and clubs, even if they’re participating virtually. Promoting open, transparent communication goes a long way.

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Creating more inclusive meeting spaces

Because remote employees are missing that face-to-face connection with their teammates, meetings carry more weight in hybrid culture. It’s critical to make the most of this time. You’re likely already hosting regular meetings with your onsite and remote employees. Have you considered how to make the latter group feel included? While it may feel productive to run hybrid meetings in the same way you would if all participants were in the same room, that puts remote workers at a disadvantage.

To foster more productive and inclusive meetings, here are some steps to take:

• Break the ice: Start each meeting with a bit of casual conversation. This gives everyone a chance to get comfortable before you dive into the agenda.
• Raise your hand: Many conference call apps have a “raise hand” function. Encourage your employees to use this rather than jumping into the conversation. This way, everyone gets a turn to speak.
• Look to the chat: Some employees might feel more comfortable expressing their ideas in the meeting chat rather than interrupting. Keep an eye on the chat window, answer any questions, and share top insights with the whole group.
• Accommodate different time zones: If your employees report in from across the country or around the globe, do your best to schedule meetings at a time that suits everyone. If that’s not possible, change up meeting times. That way, there’s no single group that’s frequently asked to sign on early or work after hours.
• Share resources: If you’re presenting, make sure everyone can see what you do. Put slideshows up on the screen for your in-person attendees and share your screen virtually with those calling in.
• Use interactive elements: Polls, breakout rooms, and shared whiteboards are just a few ways to use digital tools to your advantage. Encourage real-time collaboration so meetings don’t feel like one-sided lectures.

Your remote employees should never feel left out simply because they’re not in the room. By implementing more inclusive meeting practices, you’re fostering an environment where everyone feels seen and heard.

The role of technology in successful communications

Employees feeling seen and heard is important, both literally and figuratively. Technical difficulties are a barrier to productive meetings, especially when hybrid culture relies so heavily on technology. Make it a priority to equip your team with the tools they need to do their jobs well.

For meetings, this means being able to clearly see and hear coworkers during conference calls. Laptops with high-definition cameras are a good start, but standalone webcams typically have higher resolution. For remote employees, headsets with microphones make it easier to stay engaged during meetings. If your onsite employees are using a conference room, make sure the microphone at the table can clearly pick up voices from all directions. Investing in user-friendly technology goes a long way toward creating a welcoming hybrid culture.

Did You Know?:You can get even more out of the RICOH Meeting 360 by using the companion app. The app makes it a breeze to change screen layouts, adjust network settings, and get the latest firmware updates. Click here to learn more.

Our recommendation: RICOH Meeting 360

Communication is one of the biggest challenges to overcome when you’re managing hybrid teams. To create more inclusive meetings, you need the right strategies — and the right technology.

The RICOH Meeting 360 was designed with hybrid meetings in mind. This three-in-one conferencing device uses dual high-resolution cameras to deliver 360-degree panoramic views of the conference room. Advanced speech detection highlights active speakers, ensuring that everyone feels heard. You can even customize your viewing experience and easily switch between a variety of screen layout options. Learn more about the RICOH Meeting 360 and how it creates more immersive, productive meetings.

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