Do not be afraid of new rituals: team up, be open, make conscious decisions, collaborate, respect time for focused work and leave space for rest.

1. Do not be afraid of new rituals: team up, be open, make conscious decisions, collaborate, respect time for focused work and leave space for rest.

2. Gain support and trust for new ways of hybrid working/collaboration with middle and senior management (their behaviour, attitudes and internal communication are key).

3. Create a guide with descriptions and principles of hybrid working/collaboration.

  • Methods of remote work/collaboration
  • Office layout (community socialization, teamwork, individual work)
  • How to use time effectively
  • Team connection options
  • Design, selection and deployment of communication technologies
  • Safety and hygiene rules
  • Individual and team performance development and monitoring

4. Customize team requirements to suit them best.

  • Verify the key needs and wants of individuals on the team
  • Write down daily, weekly, monthly and strategic rituals

Example: 15 min. online stand-up meetings, 30 min. F2F meetings, weekly TYKOS meetings, monthly ad-hoc informal meetings, quarterly strategic meetings…

  • Create an individual profile…

More in the office – Petra, Pavel
More in the office and at the customer – Tomáš, Jitka
More home office – Karolína, Tereza
More from anywhere – Jirka

5. Create rules for video meetings.

  • Choosing an online platform for corporate communication (Microsoft Teams, Cisco Webex, Zoom, Google Meet…)
  • Choosing an online platform for informal communication (Whatsapp…)
  • Virtual background yes/no/on what occasions
  • Rules from the home office: headphones, camera, internet connection, chair ergonomics, adjustable working desk
  • Rules from the office: acoustics, sound system, lighting, room video systems, control system, reservation system, interactive tools, connection method, flexible furniture, formal and informal zones…

6. Create standards for different meeting types so people can instantly recognize whether it is F2F, hybrid, virtual, formal/informal, video on, video off…

Face-to-face meeting means that everyone must be physically present at the meeting, preferably in a meeting room.

Virtual meeting means that the meeting is completely virtual and no meeting room is reserved.

  • Set a clear path and goal of the meeting (send the content of the meeting in advance…)
  • Invite the right people (wisdom), mix in team members from other departments (new insights).
  • Content goal (new ideas) or relational goal (align the team and build trust)
  • Reduce meeting duration from 60 minutes to 30 or 45 minutes.
  • Voting and chat stimulate discussion and encourage creativity.
  • Use cameras, multitasking thanks to video, low level of non-verbal communication (feelings and attitudes)
  • Maintain concentration (surrounding noise, email, SMS… poor sound, unstable internet connection...)
  • Use breakout rooms, smaller numbers of people, you will increase the energy of the individual, but also of the whole team, you will support equal inclusion, an opportunity for introverts
  • Asynchronous form of communication / we create together before, during and after the end of the event
  • MS Whiteboard, Mural, Miro…. from collaboration to co-creating a common idea
  • You check the energy of the team and verify what causes them to be restless or, conversely, what has generated interest, engagement and humour
  • Have facilitators available (watch the time, try to get people involved evenly, check the content page, take notes…)
  • All meeting participants should be seen as the same avatar

Video On means that all participants have their cameras on.

Video Off means that the camera is not required to be on during the meeting.

Hybrid meeting means that some of the participants sit in the meeting room and some join remotely from anywhere.

  • Continuously and evenly engage all team members and remote ones.
  • We see remote participants in well-arranged boxes, we see participants in the rooms in a common picture.

Video is optional. In this case, it is up to each participant whether or not to activate the camera.

7. Choose a platform for asynchronous business communication. Alternatively, choose a second platform for informal discussions.

  • Corporate platform: Microsoft Teams, Cisco Webex, Zoom, Google Meet
  • Office 365, SharePoint, Intranet, Yammer

Create daily or weekly (physical, virtual, hybrid) meetings to coordinate work with team members. 

Plan face-to-face informal team meetings, foster social/physical interactions and corporate community/culture.

10. Share desks, encourage flexibility in the work environment.

11. Create spaces for social informal interactions.

12. Create spaces for informal collaboration.

13. Create spaces for a flexible way of working/collaboration (mobile furniture and properly designed communication technologies).

14. Design spaces to be friendly for physical, virtual and hybrid meetings.

15. Choose places exclusively for focused individual work or for remote communication.

16. Create informal zones for short work between meetings.

17. Create interactive experience zones with a completely new experience.

18. Set up mobile reservation of a desk, meeting room, wellness or parking space.