The Importance of Meeting Equity in the Hybrid Workplace

As businesses adapt to the hybrid workforce model, the challenge of ensuring fair participation across all employees has grown. With some workers in the office and others working remotely, proximity bias—where employees who are physically closer to leadership receive more opportunities—can lead to unequal experiences. To avoid this, many employers are focused on fostering "meeting equity," ensuring that all employees have an equal chance to contribute and excel, regardless of their location.

Meeting equity wasn't a term often discussed before the pandemic, but it has become essential as hybrid workforces have emerged. It refers to creating an environment where everyone, whether in the office or working remotely, has the opportunity to share their ideas and engage in discussions. For example, when a meeting is held with in-office employees gathered around a table and remote workers joining via video call, the in-office group may unintentionally neglect remote participants. This can prevent remote workers from fully participating and contributing their perspectives.

A study by Barco, a technology company, revealed that 80% of workers believe that technology could improve the hybrid meeting experience. However, a significant number—one in three—feel that their voices aren't heard during hybrid meetings. Additionally, 56% of employees report that meeting leaders focus too much on those physically present, leading to remote participants feeling excluded.

How Technology Can Ensure Meeting Equity

Technology plays a crucial role in achieving meeting equity by providing solutions that enhance communication for both in-office and remote employees. For example, companies like Poly have developed tools that improve meeting experiences for hybrid teams. Poly’s solutions cater to different types of meeting spaces, allowing companies to create the ideal environment for all participants, regardless of where they are joining from.

In larger conference rooms, it’s vital to consider factors like seating arrangements, voice-activated commands, and noise-canceling features. These innovations help ensure that remote workers feel included and can follow along with the discussion. Tools such as Poly’s intelligent cameras and Owl Labs' Meeting Owl, which uses AI-powered 360-degree cameras, allow remote workers to feel as if they are physically present in the meeting, making for a more equitable experience.

Addressing Proximity Bias in Hybrid Teams

Proximity bias—the tendency to favor employees who are physically close to leadership—can exacerbate feelings of exclusion among remote workers. Leaders may unintentionally give more opportunities to those nearby, overlooking remote employees who may have valuable insights. While proximity bias has always existed, it is especially amplified in a hybrid environment, where remote workers may feel out of sight, out of mind.

To reduce proximity bias, leaders need to be intentional in their actions and conscious of who is given opportunities. This starts with awareness—acknowledging that proximity bias exists and working to create equitable opportunities for all employees, regardless of where they work. Leaders should regularly assess team dynamics and ensure that both remote and in-office workers are given equal chances to contribute and develop.

The Role of Employers in Reducing Proximity Bias

Employers can take proactive steps to address proximity bias by educating their leadership teams and implementing systems to track employee engagement and career progression. By regularly reviewing data and engaging with remote employees, companies can create a more inclusive environment that minimizes bias.

Leaders should hold themselves accountable by consistently asking: who is getting opportunities, and who might be overlooked? By intentionally distributing tasks and checking in with remote workers, employers can ensure that everyone feels valued and included in the decision-making process.

Final Thoughts

Meeting equity is vital for building a balanced, inclusive workplace in today’s hybrid world. By adopting the right technology, fostering awareness around proximity bias, and creating inclusive practices, companies can ensure that all employees—whether remote or in-office—have an equal opportunity to contribute and grow.

At Burke Recruiting Inc., we specialize in helping companies build diverse and inclusive teams. If you’re looking for expert advice on improving your hiring practices or enhancing your workplace culture, we can assist you in achieving the best results. Learn more at burkerecruiting.com.

Reference: https://www.worklife.news/spaces/meeting-equity-proximity-bias/