With the increasing shift towards hybrid work setup, many leaders and organizations are discovering innovative ways to blend remote and in-office work. And if you’re reading this, it probably means you care about making it work for you and your team.
A study led by Nicholas Bloom, a Stanford economist, finds that employees who work from home two days a week are just as productive and just as likely to be promoted as their fully office-based peers.
In a survey conducted by Gallup, shows that 6 (Six)in 10 (ten) employees with remote-capable jobs want a hybrid work arrangement. About one-third prefer fully remote work, and less than 10% prefer to work on-site.
These studies show that today’s workforce is placing greater emphasis on hybrid work. In this article, I will discuss the hybrid work setup, the strategies we implement at D&V Philippines, and why leaders like you should consider adopting it.
Tips for a More Productive Hybrid Work Setup
To build a productive hybrid work setup, consider implementing these eight tips within your organization:
1. Set expectations
The first step to building a productive hybrid work setup is to set expectations. This means that you need to clearly define what your employees are expected to do and how they will be measured.
You can do this by creating a job description for each role, which includes the tasks and responsibilities of the position, as well as any performance metrics that need to be met. You can also include the hours they should be available, how often they should check their email and other communication tools, and what kind of work they should be doing during those times.
When you have these measures in place, you can avoid any confusion or miscommunication later on.
2. Establish communication protocols
This is another important step in setting expectations. You should have a clear understanding of how often you will meet with your team members, what kind of information they need from you and when it’s appropriate to reach out to them.
3. Build trust
Trust is the foundation of any successful relationship, and it’s especially important when you’re working with remote team members. You need to be able to trust that they will do their best work even if you can’t see them in person every day.
Read: Hybrid Workforce in Accounting Firms: How to Make it Work?
4. Make time to know your team members
One of the best ways to build trust is by getting to know your team members on a personal level. This doesn’t mean you have to become best friends with everyone, but it does mean that you should make an effort to learn about their interests and hobbies outside of work.
5. Encourage team activities
Another way to make the team productive is to make an effort to get them together outside of work. This could be as simple as having a team lunch or dinner, or it could be something more elaborate like going on a group outing. The idea is to create opportunities for your team members to interact with one another in ways that are not related to their work.
6. Promote collaboration
To promote collaboration, you must encourage your team members to work together on projects, rather than doing everything themselves.
For example, if one person has a skill set that another person needs for a project, then they should be encouraged to share their knowledge with each other to guarantee the successful completion of the project.
7. Facilitate continuous learning
Promote continuous learning within your team. This means that you should encourage your team members to learn new skills and expand their knowledge base.
8. Establish boundaries
Lastly, if you want your hybrid team to be more productive, be sure to establish boundaries. A successful hybrid work setup requires clear boundaries to maintain work-life balance and avoid burnout.
Without proper guidelines, employees might struggle to separate their professional and personal time, leading to decreased productivity and morale.
Establishing Communication Protocols
Like any good partnership, effective communication is the cornerstone of any successful hybrid work environment. Here are five communication protocols we follow at D&V Philippines to ensure smooth collaboration and alignment:
1. Basic Training
The first thing that you need to do is to make sure that each employee receives essential training for their tasks, so they also get to know every protocol that the organization has.
2. Encourage them to ask question
Encourage the team to review their task and also be open to feedback as it will help them work independently, which is also needed to clarify their doubts.
3. Give Regular Updates
To make sure everyone is on the same page, then be sure to maintain a “business as usual” approach by sending regular updates as needed. And if any issues come up, encourage them to raise it to their direct supervisors for review and resolution.
4. Raise Issues Quickly
If issues aren’t resolved within the immediate team, we also encourage them to escalate the issue to the Operations Leadership Team (OLT) or Vice President via chat. Then, schedule a meeting.
5. Have Regular Meetings
To make sure everything works fine then be sure to hold monthly or quarterly 15-30 minute check-ins with internal teams and clients to ensure everyone is on the same page.
Using the Right Tools
After knowing the communication protocol, it is also important to understand that technology plays a critical role in hybrid work setup. At DV Philippines, we utilize various tools for communication and productivity.
When a client prefers using their own tools, we accommodate these preferences if it ensures more effective task completion. Our onboarding touchpoints act as checkpoints to ensure seamless integration of our teams into clients’ systems while maintaining efficiency and data security.
Keeping an Open Feedback System
As mentioned above, regular feedback is also needed and important in a hybrid setting. Here’s how to make it work:
Minimum Monthly Check-ins
Make sure to conduct at least one meeting per month. In my case, we do it once a week, depending on the familiarity of team members, the team’s ability to adapt, or the nuances of the account.
Case-by-Case Approach
Feedback should always be documented and formally communicated. However, we at D&V Philippines tailor our approach based on the situation. For simple things, a quick message or email works fine.
But for more serious or personal matters, we set up a meeting—online or in person—so we can talk it through properly. The way we deliver feedback depends on what it’s about and how urgent it is.
Record, Assign, and Follow Up
To make sure feedback is heard and acted on, you must list the action items and the party responsible at the end of each meeting.
It should be shared with the group and given a deadline so you can easily follow up on them. If possible, schedule the next meeting or send a calendar reminder so they can factor them into their schedule.
Getting Client Feedback
Client feedback is essential in refining our services and strengthening our partnerships. At D&V Philippines, we actively collect feedback through various channels:
Many clients prefer written communication, making email a primary channel for sharing feedback. This method allows for clear, documented exchanges that help us track concerns, suggestions, and recommendations efficiently.
Surveys
To gain deeper insights into client satisfaction, our internal departments conduct regular surveys. These help us assess service quality, identify areas for growth, and ensure that we continue to meet our clients’ needs.
Regular Check-ins
Aside from emails and surveys, we also prioritize real-time conversations with our clients. Through scheduled check-ins, we discuss service performance, celebrate team successes, and address areas for improvement. These sessions also foster knowledge-sharing and collaboration, paving the way for stronger and more productive partnerships.
Read Next: How our Company Prioritizes Work-Life Employee Growth and Well-being
Challenges of Hybrid Setup
As with any advantage there’s also disadvantage, below are some of the challenges of hybrid setup:
1. Work-life Balance
The first thing that comes to my mind is work life balance since some struggle to keep work hours separate from personal life, leading to burnout.
2. Building team cohesion
This setup is a mix of onsite and online, hence some teams are uncomfortable with each other as they fear voicing suggestions or corrections. If left unresolved, this can hamper task progress.
3. Communication Barriers
The biggest challenge of hybrid setup is communication. It’s hard to keep everyone on the same page, especially when you have team members that may not be able to communicate effectively with each other due to different time zones and work hours.
4. Inclusion and Diversity Considerations
The hybrid setup can also be a challenge for inclusion and diversity efforts. Hence, it’s important to ensure that all employees feel included in the workplace, regardless of their location or working hours.
5. Performance Evaluation Challenges
Another challenge is that it can be difficult to evaluate the performance of employees who work remotely. This is because there are no physical cues or direct interactions with coworkers, which makes it hard for managers to gauge how well someone is doing their job.
Overcoming Challenges
Work can be tough sometimes, but as leaders we must take proactive steps to address common challenges. Here’s what you can do:
1. Keep communication clear
As leaders, we must establish clear communication channels. Emphasize the need to be in touch during office hours and respect personal time.
2. Invest in employee growth.
Give them the opportunity to learn new skills and improve so they stay motivated in their role.
3. Build a culture of trust
Create an environment where the team feel safe voicing their concerns and challenges without fear of judgment.
4. Give the right tools
Make sure employees have the right tools and technology to do their jobs well and be more productive as well,
5. Show appreciation
Let employees know that they are valued, respected, and appreciated to boost morale and job satisfaction.
Building a Strong Hybrid Team
To build a strong relationship within your hybrid team, below are some of the steps you can do:
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Empower the Team
– Once they own the tasks, they will have more incentive to think beyond what is required and learn to resolve issues on their own.
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Open communication/feedback
– Foster a culture of transparency where team members feel comfortable sharing their thoughts, ideas, and feedback. This openness not only builds trust but also drives continuous improvement within the team
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Stay actively involved
– Be present in your team activities and show your support to create a sense of unity.
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Own up your mistakes and grow from them
– Acknowledge mistakes, take responsibility, and use them as learning opportunities.
Maintaining Work-Life Balance
Helping your team manage workloads and avoid burnout is really important, especially with this kind of setup. Below are some of the things you can consider to maintain work-life balance:
- Open your lines of communication and assure your team that they can reach out to you if they face any difficulties.
- Check in with team members experiencing unexpected overutilization. It may be worthwhile to revisit their workload. It may be the process that needs to be improved or there’s just too much work to do. The process may need improvement, or there may simply be too much work to handle.
- Remind them to establish boundaries without compromising accountability.
- Step in when necessary to address workload imbalances and prevent burnout.
D&V Philippines Policies on Hybrid Work Arrangement
At D&V Philippines, we have implemented a comprehensive Hybrid Work Arrangement Policy to guide employees working remotely. This policy helps support employees’ well-being and creates a better work environment.
It sets clear rules and expectations for both employees and their supervisors, making sure it maintains operational efficiency and team collaboration.
You may also read: Understanding the Work-from-Home Policy in the Philippines
What Sets D&V Philippines Apart in Hybrid Work?
At D&V Philippines, we embrace hybrid work as part of our flexible and adaptive approach to business. While we support hybrid work, we also take our clients’ preferences and requirements into careful consideration to ensure a setup that works for everyone. Here’s how we do it:
We believe hybrid work helps our team stay productive and engaged. At the same time, we adjust based on our clients’ needs to make sure everything runs smoothly.
- We Prioritize Security and Compliance
We understand that hybrid work also comes with cybersecurity challenges. That’s why we have robust security measures in place to protect client data, ensuring compliance with industry standards and best practices. Our adaptive approach also allows us to implement secure solutions tailored to each client’s needs.
- We have Clear Policies and Standards
Our Hybrid Work Arrangement (HWA) Policy outlines clear rules and expectations for remote work, ensuring that both employees and managers are on the same page. This also establishes the minimum standards for technology, HWA setup, communication tools, and more.
By focusing on these areas, we ensure that our teams remain productive, engaged, and aligned with client expectations.
The Bottom Line
A hybrid work setup takes effort, but with the right steps, it can be smooth and productive. Take a moment to review your current setup and see what can be improved. Remember, small changes can make a big difference in creating a happy and successful hybrid team.
Build Your Remote Accounting Team with Confidence
If you need help bringing more accountants into your accounting firm, regardless of where they work, you can reach out to D&V Philippines. With over a decade of experience offering comprehensive finance and accounting services across the globe, you can be sure that we are a trusted partner you need. Schedule a free consultation with us today.
You can also visit our website to find out what our clients say about us and download our whitepaper, Finding the Right Talents: D&V Philippines’ Solutions for Modern Accounting Firms, to learn how we can help you build a scalable team of top-notch accountants.
This article has been written in collaboration with Angelica Garcia, a content specialist at D&V Philippines.
