Creating Culture, Connection and Collaboration in a Hybrid Team

I’ve been reading Daniel Coyle’s The Culture Code, and it's a reminder of how much the world of work has changed since it was published just six years ago.

In the book, Coyle emphasises the impact of physical proximity in building trust, collaboration, and a strong team culture. He suggests that it’s easier to create connections and a shared sense of purpose when teams are physically close.

Today businesses are grappling with the challenge of balancing some employees' preference for hybrid working, while others want to return to the office. Then there are the needs of the business that are pushing some organisations to enforce a return to the office on a more regular, if not, full-time basis. There’s no simple solution.

So, what does that mean for how we build a culture of trust, collaboration, and psychological safety in teams when we can’t be physically close?

It’s all about creating another kind of proximity—emotionally, virtually, and through human-to-human interaction. Here are a few ways we can adapt Coyle's insights to the modern hybrid and remote workplace:

• Build Belonging
  Just because teams aren’t physically together doesn’t mean they can’t feel close. Can you create virtual "watercooler" moments or spontaneous interactions through video calls or chat channels? These can replicate those spontaneous office interactions that help people bond. Can you meet for breakfast, lunch, or after-work drinks just for fun?

• Create Connections:
  When team members are scattered across different locations, it’s easy for people to feel isolated or left out. Checking in with people individually and as a team is even more important when we're not physically together. Emails, Teams or Slack messaging lack that opportunity for real human-to-human connection that we all need. Use video calls and start with a chat to show you care about each other as individuals before jumping into the meeting's agenda.

• Set Clear Expectations, Roles and Boundaries
  One of the biggest challenges in remote teams is lack of clarity around roles and responsibilities. This can lead to confusion and missed expectations. To avoid this, ensure that each team member has a clear understanding of their role within the team and how they contribute to the team’s success. This clarity helps to reduce stress and promotes a greater sense of purpose and alignment.. Also, establish boundaries to protect work-life balance, especially in remote settings.

• Co-create Your Culture, Values, and Behaviours:
  Your team culture will evolve whether you like it or not, so it’s crucial to involve everyone in consciously shaping it. For example, a culture where people turn up late for meetings, leave cameras off, and multi-task breeds more of the same behaviour. So, discuss and agree on your norms and expectations as a team.

• Create Psychological Safety:
  Psychological safety refers to an environment where team members feel safe to take risks, make mistakes, voice concerns, and share ideas without fear of judgment. Create an environment where team members feel safe to speak up without fear of judgment or reprimand. Be vigilant to ensure that when someone shares their concerns or ideas, they are met with support, not dismissal. Praise openness and reinforce that transparency is both safe and valuable.

• Celebrate Small Wins Together:
  Highlight shared successes and praise individual contributions or positive behaviours. Collective recognition goes a long way in building and maintaining motivation and trust.

• Be Vulnerable and Empathetic:
  As the leader, role model transparency, vulnerability and empathy - acknowledge the challenges the team has faced, demonstrate vulnerability, and openly discuss how to address the ongoing issues. Leaders who embrace vulnerability help to cultivate psychological safety by showing that it’s okay to admit mistakes, ask for help, or not have all the answers.

• Have fun together:
  Introduce fun team-building activities - not just for work-related tasks but also on getting to know each other as individuals. This could include storytelling sessions, where team members share more about their lives outside of work. Remember those virtual pub quizzes or wine and cheese tastings we did during lockdown?

Hybrid work doesn’t have to mean disconnected teams. It can be an opportunity to build a stronger, more resilient culture.

How do your teams build connection and trust when you're not physically close?

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If you would like to strengthen the culture, communication and collaboration of your remote or hybrid team, get in touch with Polly to discuss how a facilitated team workshop could help. Contact Polly by email on polly@pollyrobinson.co.uk or call 07966 475195.

Help Your Team Manage Stress and Build Resilience: 10 Tips for Leaders

Stress is inevitable, the world is full of change and uncertainty, and it’s a challenge we all face - at work and at home. As leaders your people’s wellbeing and helping them to manage stress and build resilience, or inner strength, is no longer a tick box exercise, it’s essential.

With the right tools and support, stress can be managed effectively, leading not only to healthier individuals but also to a stronger, more resilient team.

1. Understanding Pressure vs. Stress

It’s essential to recognise the difference between pressure and stress. Like Goldilocks, the goal is to find “just right” pressure—not too little and not too much.

• Productive Pressure: When managed well, pressure can keep us focused and motivated. In the right amount, it enhances performance.

• Excessive Pressure: If it becomes overwhelming, however, pressure crosses into stress, leading to fatigue, irritability, and decreased performance.

Actionable Tips: 

Encourage team members to recognise when they feel engaged and focused rather than tense or overwhelmed. Set Short, Manageable Goals to maintain a sense of progress and keep pressure in check. Smaller goals can keep productivity high without overwhelming the team. Remind your team to take short, refreshing breaks to recalibrate during peak pressure periods. Simple actions like stepping outside or taking a few deep breaths can prevent the shift from pressure into stress.

2. Acknowledge and Accept Your Emotions

When you feel stress building, could you take a moment to acknowledge it. Awareness of how you feel physically and emotionally helps you address stress before it becomes overwhelming.

• Recognise the Signs: Pay attention to physical cues like a racing heartbeat or shallow breathing. These are your body’s “check engine” lights.

• Pause for Perspective: Rather than reacting instantly, pause and reflect. Ask yourself, “Will this matter a month from now? What would my wisest friend advise?” This bird’s-eye view can provide much-needed clarity.

Actionable Tips:

Encourage team members to identify and name their emotions (e.g., “I feel anxious” or “I’m frustrated”). Research shows that labelling emotions reduces intensity, helping you feel more in control. Use Reflective Questions: Teach your team to ask themselves reflective questions when stressed. For instance, “What’s in my control here?” or “What would help me feel calmer?” This promotes a more balanced response rather than an immediate reaction.

3. Lead with Empathy

Being an empathetic leader is one of the most powerful ways to build resilience. When leaders take the time to understand each team member's unique challenges and stressors, it can make a significant difference in how they approach their work. Empathy builds trust and shows your team that they’re valued beyond their productivity.

Actionable Tip:

Use empathy in your day-to-day interactions by actively listening and offering tailored support when challenges arise. Sometimes, a quick conversation or a kind word can make all the difference.

4. Foster Open Communication

One of the best ways to help your team manage stress is to create a culture of open, honest communication. This starts with you, the leader, being transparent and approachable. Encourage your team to share their concerns, listen actively, and respond with empathy. When employees feel they can talk openly about challenges without judgment, they are more likely to address issues proactively, reducing stress in the long run.

Actionable Tips:

Start meetings with a brief personal update to set an example. When leaders share openly, team members feel more comfortable doing the same. Implement “Psychological Safety” Rules by establishing norms where everyone feels they can voice concerns without fear of judgment. One simple rule is, “All questions are good questions.” Reinforce that it’s okay to ask for help or say, “I don’t understand.”

Schedule informal one-on-one check-ins every few weeks to provide a safe space for team members to share any stressors or workload concerns. Actively listen, empathize, and brainstorm ways to address any challenges they bring up.

5. Encourage Work-Life Balance

While productivity is essential, balance is key to long-term success. Constant work without adequate rest can lead to burnout, so it's important to encourage breaks, time off, and healthy boundaries between work and personal life.

Actionable Tip:

Model work-life balance yourself by setting boundaries. For example, avoid sending emails after work hours, and use your vacation days. When your team sees you prioritise balance, they are more likely to do the same.

6. Give Your Team with Stress Management Tools

Resilience isn’t just about bouncing back; it’s about having the right tools to cope with challenges in real-time. Offering workshops or providing resources on stress management techniques like mindfulness, time management, and exercise can help your team develop skills to handle stress effectively.

Actionable Tip:

Organise a monthly wellness day or provide access to resources like meditation apps or fitness classes. Small investments in well-being can go a long way in helping employees manage stress.

7. Recognise and Reward Efforts

When people feel appreciated, they are more engaged and motivated. Recognition can be a powerful way to mitigate stress and build resilience. Celebrating successes, even small ones, helps create a positive work environment and reinforces a sense of purpose.

Actionable Tip:

Develop a simple system for celebrating achievements, such as a monthly shout-out in team meetings or a “thank you” board in the office. Positive reinforcement promotes a culture of support and resilience.

8. Build a Sense of Team Unity

Teams that support one another through tough times are more resilient. Fostering strong team bonds encourages employees to lean on one another for support, which can alleviate individual stress levels.

Actionable Tip:

Schedule team-building activities that align with your team’s interests, whether that’s a casual lunch, a team sports day, or a virtual trivia night. A unified team handles stress more effectively and comes together to support each other in times of need.

9. Encourage Flexibility

Allowing flexibility can reduce stress by giving employees some control over how and when they work best. This could mean flexible hours, remote work options, or allowing team members to switch tasks based on energy and focus levels.

Actionable Tip:

Consider implementing “focus hours” where employees can work uninterrupted or allow flexible start and end times for those who may be balancing work with other responsibilities.

10. Provide Learning and Development Opportunities

Learning opportunities can help employees feel empowered and equipped to handle challenges. When team members have room to grow and develop new skills, they’re more resilient in the face of change and better prepared to manage stress.

Actionable Tip: Start with my free online workshop How to Cope with Stress & Build Resilience.
Join this workshop to discover practical tools to strengthen your resilience and support your teams. We'll delve into:
🌿 What is Wellness
🌪️ Distinguishing Pressure from Stress
🚦 Establishing Healthy Boundaries and Habits
🌟 Overcoming Overwhelm
🌱 Cultivating Resilience
🧘 How to support your team

👇 BOOK A PLACE 👇

This workshop can also be tailored to run for teams and organisations in-person or virtually.