{"id":15771,"date":"2021-01-25T10:00:20","date_gmt":"2021-01-25T10:00:20","guid":{"rendered":"\/gb\/en\/blog\/?p=15771"},"modified":"2023-01-17T10:49:27","modified_gmt":"2023-01-17T10:49:27","slug":"the-ultimate-guide-to-remote-hybrid-work-etiquette","status":"publish","type":"post","link":"\/gb\/en\/blog\/the-ultimate-guide-to-remote-hybrid-work-etiquette\/","title":{"rendered":"The Ultimate Guide to Remote & Hybrid Work Etiquette"},"content":{"rendered":"

Even before 2020\u2019s unprecedented events,<\/span> 4.7 million<\/span><\/a> people were already working remotely \u2013 and the Coronavirus pandemic has led to a significant increase.<\/span><\/p>\n

All the signs are that remote or hybrid working is likely to stay, as more companies realise the benefits. One survey reports that<\/span> 68 per cent<\/span><\/a> of large company CEOs are planning to downsize their office space, while<\/span> 77 per cent<\/span><\/a> of remote employees say they\u2019re more productive when working from home.<\/span><\/p>\n

A remote workforce means fewer overheads, no need for lengthy commutes or overseas travel, and a better work-life balance for employees. Hybrid working can offer the best of both worlds, offering the flexibility to work from anywhere but still maintaining a small physical workplace with hot-desking and a bring your own device (BYOD) policy.<\/span><\/p>\n

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The potential benefits are clear but remote, and hybrid working is not without their own unique challenges. Moving to either of these new working ways can be a steep learning curve for traditionally office-based businesses.<\/span><\/p>\n

And this \u201cnew normal\u201d comes with a whole new set of guidelines, which remote and hybrid teams need to learn to make the transition as smooth as possible, and avoid any possible pitfalls.<\/span><\/p>\n

Whether you are part of an established business or a small startup, this article will give you some valuable etiquette tips to make remote and hybrid working work for you.<\/span><\/p>\n

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Scheduling, Punctuality, and Time Zones<\/strong><\/h2>\n

Punctuality is just as important in remote work as it is in the physical workplace. In fact, perhaps more so. If you\u2019re working from home, you can\u2019t use the excuse of getting stuck in traffic, missing the train, or not finding a place to park.<\/span><\/p>\n

If you\u2019ve got a<\/span> virtual meeting<\/span><\/a> or a call scheduled, make sure you\u2019re prepared for it with plenty of time to spare, with your device switched on, apps open, video, and audio working.<\/span><\/p>\n

Of course, everyone knows that sometimes life gets in the way, and unforeseen circumstances can throw you off schedule \u2013 especially if you have family commitments. But don\u2019t just join the meeting late and flustered. If something happens that makes a delay unavoidable, let your colleagues know as early as you can.<\/span><\/p>\n

Planning work schedules ahead of time can help avoid problems with punctuality. If meetings are set up a week or even a month in advance, team members will be able to see if there\u2019s a scheduling clash and rearrange a meeting if necessary.<\/span><\/p>\n

Remote and hybrid working offers companies the opportunity to operate with a global workforce, bringing challenges of its own. The main aspect to consider here is time zones.<\/span><\/p>\n

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To help with smooth planning, you should always define the time zone when arranging a meeting or a call. This saves colleagues from contacting you to determine whether you meant 9 am in the UK or the US. Learning the abbreviations for time zones is a handy tip.<\/span><\/p>\n

Make sure you\u2019re aware of the different time zones in which your colleagues and clients are operating. Nobody wants their device to ring or ping in the middle of the night. Don\u2019t expect immediate responses if someone is working in another part of the world, and don\u2019t be tempted to send a second \u201cfriendly reminder\u201d if you haven\u2019t heard back from them during your own workday.<\/span><\/p>\n

Efforts to schedule meetings in your guests\u2019 time zone will be appreciated, especially if you\u2019re hoping to impress a potential client or business partner. Another way around the time zone issue is to rotate meeting times, so the same team doesn\u2019t have to compromise on every occasion.<\/span><\/p>\n

However, if huge time differences mean that it\u2019s actually impossible to schedule a meeting with everyone present, remember that most video conferencing apps allow you to<\/span> record<\/span><\/a> a meeting or generate a virtual transcript which can be shared later with those who couldn\u2019t attend.<\/span><\/p>\n

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Online Meetings and Conferences<\/strong><\/h2>\n

The availability of high-quality video conferencing software is a real boon for remote and hybrid working, as scheduling and joining online meetings is a simple process.<\/span><\/p>\n

But it\u2019s important to remember that virtual meetings have their own etiquette, which should be followed to maintain the right level of professionalism.<\/span><\/p>\n

Firstly, you should aim to create a work environment wherever you are. Don\u2019t make or accept calls (audio or video) in a busy place with background noise. If you\u2019re out somewhere and find yourself in a noisy place, or if you\u2019re at home and the neighbour starts mowing the lawn or revving up a motorbike, don\u2019t be afraid to ask the caller to reschedule when things quieten down.<\/span><\/p>\n

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If you\u2019re working from home, make sure you set up a designated place for work. Your home might not have a study, but you could use a separate room with a closed door, away from any distractions. This will also help you to distinguish your work life from your home life.<\/span><\/p>\n

Do your best to keep your surroundings looking professional. A blank wall, a tasteful painting, or a bookshelf works well. Don\u2019t let people see a pile of dirty laundry or the kids\u2019 toys in the background!<\/span><\/p>\n

Decent lighting is also essential. You can check this by doing a test video. Angle your device correctly, so you (not your ceiling or floor) are front and centre.<\/span><\/p>\n\t

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It\u2019s fine to stay in your pyjamas all day if nobody\u2019s going to see you, but for a video conference, you should make an effort to wear work clothes. This includes your lower half \u2013 you never know if you\u2019re going to have to get up from the screen, so don\u2019t be tempted to pair a shirt and tie with trackie bottoms (or nothing at all!). Dressing the part, even in the home office, will also help you get into the right frame of mind for work.<\/span><\/p>\n

If you\u2019re going to be on a long call, prepare<\/span> by making a drink and using the toilet before starting. Eating while on a call is a no-no as it looks unprofessional. The same goes for the temptation to multitask, such as taking other phone calls or replying to messages on a different screen \u2013 even while you\u2019re on mute.<\/span><\/p>\n

Speaking of which, it\u2019s best to keep your microphone on mute until it\u2019s your turn to speak, to avoid any possible background noise. Nobody needs to hear you clearing your throat or slurping your coffee. It also helps with the quality of the call if everyone except the current speaker is muted. Some apps have a \u201craise hand\u201d function so that the host can spot someone trying to contribute.<\/span><\/p>\n

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Maintaining eye contact with people on the screen is an important part of remote work etiquette, as is body language. Try to look as if you\u2019re interested at all times, not staring off into space or chewing on the end of your pen.<\/span><\/p>\n

Be aware of facial expressions \u2013 you might get away with eye-rolls on an audio-only call, but not on video. Make sure you look alert and fully awake, even for early morning calls.<\/span><\/p>\n

We\u2019ve all had to get used to a lot of new technology lately, and it can take some breaking-in. Before your call, make sure you know how to use the software, and that the equipment is working correctly.<\/span><\/p>\n

It\u2019s simple to test the audio and cameras on your device, or even make a test call. Your colleagues will get annoyed if they have to wait around while you yell \u201ccan you hear me now?\u201d into the mic, wasting everyone\u2019s valuable time.<\/span><\/p>\n

We all know computers are not infallible, so testing in advance will help you find out if there\u2019s a problem, and you can let others know in advance that you may need to reschedule. If you\u2019re taking a conference call in your vehicle, test the signal strength and try to find a place where it\u2019s not going to cut out.<\/span><\/p>\n

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In a video call, you can learn to pick up on visual cues. If another person seems harassed or busy, keep the meeting short and to the point. Use an agenda and stick to it.<\/span><\/p>\n

If you\u2019re hosting, send the agenda and any other relevant material to attendees beforehand. Ensure you have all relevant paperwork close at hand, so you don\u2019t waste time searching for it. Most video conferencing software has a<\/span> screen-share<\/span><\/a> option for sharing digital material.<\/span><\/p>\n\t\t