What are the best communication tools and platforms for hybrid teams?

1 Synchronous vs asynchronous communication

One of the first decisions you need to make is how much synchronous and asynchronous communication you need for your hybrid team. Synchronous communication is when you interact with your team members in real time, such as through video calls, phone calls, or instant messaging. Asynchronous communication is when you communicate without expecting an immediate response, such as through email, project management tools, or recorded videos. Both types of communication have their advantages and disadvantages, depending on the context, urgency, and purpose of your message. Ideally, you should have a balance of both, and establish clear expectations and norms for when and how to use each mode of communication.

2 Video conferencing tools

Video conferencing tools are essential for hybrid teams, as they allow you to see and hear each other, and create a sense of presence and connection. Video conferencing tools can be used for various purposes, such as team meetings, one-on-one check-ins, brainstorming sessions, presentations, or social events. When choosing a video conferencing tool, you should consider factors such as the quality of the audio and video, the ease of use, the security and privacy features, the integration with other tools, and the cost and scalability. You should also make sure that everyone has access to the necessary equipment, such as a webcam, microphone, and headphones, and that they follow best practices for video etiquette, such as muting when not speaking, using a suitable background, and looking at the camera.

3 Instant messaging tools

Instant messaging tools are another key component of hybrid team communication, as they allow you to exchange quick and informal messages, ask questions, share updates, and provide feedback. Instant messaging tools can be used for both synchronous and asynchronous communication, depending on the urgency and nature of your message. When choosing an instant messaging tool, you should consider factors such as the speed and reliability of the service, the availability of features such as emojis, gifs, or voice messages, the organization and management of channels and groups, and the integration with other tools. You should also make sure that everyone knows how to use the tool effectively, such as by setting their status, using appropriate language and tone, and respecting boundaries and working hours.

4 Project management tools

Project management tools are crucial for hybrid team collaboration, as they allow you to organize, track, and manage your tasks, deadlines, and deliverables. Project management tools can help you improve your productivity, transparency, and accountability, and reduce confusion and duplication of work. When choosing a project management tool, you should consider factors such as the functionality and flexibility of the tool, the ease of use and customization, the reporting and analytics features, and the integration with other tools. You should also make sure that everyone understands how to use the tool correctly, such as by updating their progress, assigning roles and responsibilities, and communicating any issues or changes.

5 Knowledge sharing tools

Knowledge sharing tools are important for hybrid team learning, as they allow you to create, store, and access relevant information and resources. Knowledge sharing tools can help you onboard new hires, train existing employees, document best practices, and share insights and feedback. When choosing a knowledge sharing tool, you should consider factors such as the accessibility and usability of the tool, the searchability and organization of the content, the security and privacy features, and the integration with other tools. You should also make sure that everyone contributes to and benefits from the tool, such as by creating and updating content, commenting and rating content, and following the guidelines and standards.

6 Social and fun tools

Social and fun tools are valuable for hybrid team culture, as they allow you to build trust, rapport, and engagement among your team members. Social and fun tools can help you celebrate achievements, recognize contributions, foster creativity, and have fun. When choosing a social and fun tool, you should consider factors such as the variety and suitability of the activities, the ease of use and participation, the feedback and rewards features, and the integration with other tools. You should also make sure that everyone feels comfortable and included in the tool, such as by respecting preferences and diversity, providing options and alternatives, and avoiding pressure or competition.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?