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How do you design an effective hybrid team structure?

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Hybrid teams, where some members work remotely and others in the office, are becoming more common and popular in the post-pandemic world. However, designing an effective hybrid team structure is not a simple task. It requires careful planning, communication, and adaptation to balance the needs and preferences of both remote and on-site workers. In this article, we will share some tips and best practices for creating a hybrid team structure that fosters collaboration, productivity, and engagement.

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1 Assess your team's goals and needs

Before you decide on a hybrid team structure, you need to understand your team's goals, roles, and responsibilities. What are the main tasks and projects that your team works on? How do they depend on each other and on other teams? How do they measure their performance and progress? How do they communicate and coordinate their work? These questions will help you identify the essential functions and processes of your team, as well as the potential challenges and opportunities of working in a hybrid mode.

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2 Choose a hybrid team model

There is no one-size-fits-all solution for hybrid team structures. Depending on your team's goals and needs, you can choose from different models that vary in the degree of flexibility and synchronicity. For example, you can opt for a fully flexible model, where each team member can choose when and where to work, as long as they meet their deadlines and expectations. Alternatively, you can adopt a partially flexible model, where some team members have fixed schedules and locations, while others have more autonomy. Or you can go for a fully synchronous model, where all team members work at the same time and place, either in the office or remotely.

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Cristina Schwartz, MBA, PMP, CSM

Productivity, documentation, process optimization, and knowledge system design expert. 20 years of experience as an auditor, accountant, problem-solver, and independent consultant.
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based on the operations' needs as well as the employees' availability, organizations can adopt a hybrid model that works best. Here are 5 of the most used hybrid models: 1. Mandatory office with a few flex days 2. Office-first with optional remote work 3. Hybrid (or 50/50 split) 4. Remote-first with optional office visits 5. Only from home with few onsite days

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3 Establish clear expectations and boundaries

Regardless of the hybrid team model you choose, you need to set clear expectations and boundaries for your team members. This includes defining the core hours, availability, communication channels, and tools that your team will use. It also involves clarifying the roles, responsibilities, and expectations of each team member, as well as the feedback and recognition mechanisms. Moreover, you need to respect the boundaries of your team members, especially the remote ones, and avoid micromanaging, overloading, or interrupting them.

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Sugandha Mahajan

McKinsey & Company | INSEAD MBA | Strategy | Empowerment
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Setting and communicating expectations with acceptable KPI markers (e.g., expected on-site delays) can help align the entire team to an effective working model. This exercise also helps identify critical areas that would require additional support (e.g., responses to customer requests to ensure customer experience is not negatively impacted). As a result, the organization can implement strategies to support their working force (e.g., using GenAI tools to increase productivity and efficiency)

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Cristina Schwartz, MBA, PMP, CSM

Productivity, documentation, process optimization, and knowledge system design expert. 20 years of experience as an auditor, accountant, problem-solver, and independent consultant.
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Granting employees more autonomy over their work arrangements can lead to numerous benefits for both the individual and the organization. However, it's important to implement flexible work policies thoughtfully, ensuring clear communication, equitable access to opportunities, and ongoing support for remote collaboration and communication. Some examples of typical workplace boundaries: - No calls after hours - Being able to say no, when already busy - Limits on screentime - Ensuring breaks are long enough

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4 Foster communication and collaboration

Communication and collaboration are key to the success of any team, but especially for hybrid teams. You need to ensure that your team has regular and effective communication and collaboration opportunities, both formal and informal, across different modes and platforms. For example, you can use video calls, chats, emails, and project management tools for formal communication and collaboration, and use social media, virtual coffee breaks, or online games for informal communication and collaboration. You also need to ensure that your team has a shared vision, purpose, and culture, and that they celebrate their achievements and support each other.

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5 Adapt and iterate

Finally, you need to remember that designing a hybrid team structure is not a one-time event, but an ongoing process. You need to monitor and evaluate the performance, satisfaction, and well-being of your team members, as well as the impact of the hybrid mode on your team's goals and needs. You also need to solicit and incorporate feedback from your team members, as well as from other stakeholders, such as customers, partners, or managers. Based on the data and feedback, you need to adapt and iterate your hybrid team structure to optimize its effectiveness and efficiency.

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