Reading the Room maintaining communications in Online, and Hybrid Work Environments

Over the past few months, I've had countless conversations with customers, business owners, and managers grappling with the same challenge—aligning business needs with the realities of remote and hybrid work. Unsurprisingly, with teams spread out across locations and time zones, particularly disjointed cross-functional teams, it’s harder to ensure everyone is on the same page. I kept hearing things like, "I can't tell if my team is engaged in our Zoom meetings," or "We’ve lost the camaraderie we had when we were all in the office." These are valid concerns, and they highlight a crucial issue; how do we effectively "read the room" when the room is increasingly virtual or hybrid?  That got me thinking—it’s not just about managing remote work but about understanding the nuances of how people engage differently in online, face-to-face, and hybrid environments. Whether you’re leading a team, working in HR, or handling cross-functional projects, the key to success lies in adapting how you communicate, how you listen, and how you set expectations. With that in mind, I’ve pulled together some practical strategies that can help you read the room and make your work environment more cohesive, whether you're in the office, on a Zoom call, or balancing both. So, let's dive into some actionable solutions to help bridge the gap and create a more connected, functional team environment, no matter where your people are working from.

 HOW DO WE READ THE ROOM IN THE REMOTE AND HYBRID WORKSPACE?

Reading the room traditionally involves picking up on non-verbal cues, body language, and facial expressions in face-to-face interactions. It helps you gauge how people are feeling—whether they’re engaged, confused, or needing support. In online or hybrid work, this becomes trickier as you lose many of the immediate visual cues you may have been accustomed to. Instead, you need to rely on other indicators like tone, response times, and the level of engagement in chats or emails.

 How to read the room in a virtual or hybrid environment:

 If you are working remotely pay attention to chat participation, how often people speak up in meetings, and even the tone of written communication.

• If you are a hybrid team member, be conscious of how you split your attention between in-person and virtual contributors, ensuring everyone feels equally included. In both situations, you will likely have to make more effort and even over-communicate to make up for the lack of face-to-face connection.

 ACTIVE LISTENING

 Whether you're in a physical room or an online meeting, active listening is crucial for understanding the needs and concerns of others. In face-to-face settings, this may mean maintaining eye contact, nodding, or giving verbal cues to show you're engaged. In online meetings, where participants might be muted, active listening involves reading between the lines, responding thoughtfully in chat, or directly acknowledging their input.

 How to practice active listening:

• Don’t interrupt; allow others to finish their thoughts.
• Paraphrase or summarise what someone has said to confirm your understanding.
• Engage with what’s being said, whether through verbal cues in person or written acknowledgement in virtual settings.

 AVOID MAKING ASSUMPTIONS (ASSUME POSITIVE INTENT)

 Without the usual body language or tone that comes with face-to-face interactions, it’s easy to misinterpret messages in online or hybrid settings. For example, someone not responding right away doesn’t mean they’re ignoring you—they could be busy or dealing with a poor internet connection. Adopting a mindset of positive intent can help prevent misunderstandings and foster a more trusting, collaborative work environment.

How to avoid negative or misplaced assumptions:

• If someone seems unresponsive or distant, check in with them in a friendly way instead of assuming disengagement.
• When feedback is delivered via email or text, don’t immediately infer a negative tone—thank the sender and ask clarifying questions if needed.
• Extend the benefit of the doubt, especially when working across different time zones or under stressful conditions.

 BE PRESENT – FULLY SHOW UP FOR YOUR MEETING

 Being present is about showing up fully in meetings, whether in person or online. In online settings, this is often demonstrated by turning your camera on. Having your camera on allows others to see your facial expressions and reactions, which builds a sense of connection and engagement. If you're leading a meeting or discussion, setting this example can encourage others to follow suit.

 How to be present:

• Turn your camera on during important meetings to show engagement and help others feel connected.
• If you're in a hybrid setting, make sure to address both in-person and virtual participants equally.
• Limit multitasking to stay focused and actively participate in conversations.

 CHECK-IN TO SHOW INTEREST AND FOSTER CONNECTIONS

 Checking in with colleagues is crucial, especially in online and hybrid work environments, where physical distance can sometimes translate into emotional distance. Regularly asking how people are doing—not just on the work front, but personally as well—helps to foster connection and trust. A quick check-in can also give you insight into how someone might be feeling about their workload, a project, or team dynamics.

 How to check-in:

• Start meetings by asking, “How is everyone doing today?” or “Any updates or concerns before we dive in?”
• Send periodic direct messages or emails to see how individuals are doing at work.
• For hybrid work, consider alternating between virtual and in-person check-ins to maintain a balance between both groups.

 CREATE SENSIBLE AND PURPOSE-DRIVEN MEETING PROTOCOLS

Structured and thoughtful meeting protocols help maintain focus and ensure that both in-person and virtual attendees feel included. In online and hybrid work, clarity on who speaks when, how feedback is handled, and the use of tools like chat or reactions becomes even more critical.

How to establish meeting protocols:

• Set clear agendas and share them ahead of time.
• In hybrid settings, ensure that remote participants have equal opportunities to contribute, possibly using a moderator to monitor online comments or questions.
• Stick to time limits to respect everyone’s schedules and allocate specific time for Q&A or discussion.
• Only invite targeted meeting participants – avoid inviting ‘everyone’ just because Teams or Zoom facilitate this function.

 USE FORMAL CHANNELS

 Relying on formal communication channels ensures that important messages don’t get lost and that sensitive or critical information is handled professionally. Casual platforms like instant messaging apps are great for informal communication but shouldn’t replace more formal methods when it comes to serious matters.

How to use formal channels:

• For key updates, project discussions, or sensitive conversations, use email or official project management tools.
• Document important decisions and next steps, even if they were discussed in a casual setting.
• Ensure that formal channels are accessible to everyone, both in-person and remote workers.

DON’T ASSUME 24/7 AVAILABILITY – MAINTAIN PROFESSIONAL BOUNDARIES

 With the rise of online and hybrid work, it can be tempting to assume that people are always available—after all, they’re just a message away. However, respecting boundaries and not expecting 24/7 availability is key to maintaining a healthy work-life balance for yourself and your team.

 How to respect availability:

• Be clear about response time expectations for emails and messages.
• Avoid sending non-urgent messages after hours or over the weekend.
• Encourage time off and breaks to prevent burnout, especially in remote settings.

 OVER-COMMUNICATE TO ENSURE THAT YOUR TEAM KNOWS YOU ARE PHYSICALLY AND EMOTIONALLY AVAILABLE

 This point is especially true in online and hybrid work, where physical presence is reduced, it's better to over-communicate to ensure everyone is aligned. Being emotionally available—responding to concerns, engaging in discussions, and checking in—helps build a supportive team culture.

 How to over-communicate:

• Provide regular updates on project progress, meeting outcomes, policy changes etc – strike a balance between inclusiveness and repetitiveness.
• Encourage feedback and questions and be proactive in addressing concerns.
• Share notes and follow-up actions after every meeting to ensure transparency.

 CHANNEL THE COMPANY MISSION & VALUES IN ALL COMMUNICATION

Whether you're working online, face-to-face, or in a hybrid format, it's important to channel the company’s mission and values in your communication. Aligning discussions and decisions with the organisation’s core values keeps everyone on the same page and strengthens team cohesion.

How to channel mission and values:

• Reference the company’s goals and values when discussing projects, decisions, and team expectations.
• Encourage behaviours and practices that reflect these values, such as collaboration, accountability, and innovation.
• Celebrate achievements that align with the company’s mission, whether it’s an individual’s success or a team effort.

 PROMOTE AND DEMONSTRATE ACCOUNTABILITY

Accountability is key to maintaining trust and productivity in any work environment. In face-to-face settings, accountability might come from daily check-ins or visible task tracking. In online or hybrid settings, using clear project management tools, task lists, and regular updates ensures that everyone knows what they’re responsible for.

 How to ensure accountability:

• Assign clear ownership for tasks and make sure deadlines are visible to the entire team.
• Use tools like Trello, Asana, or other project management software to track progress and responsibilities.
• Follow up on action items regularly and hold people accountable constructively and transparently.

 AND FINALLY… REMEMBER THE ‘LEAKY BUCKET'

In any work environment—whether online, face-to-face, or hybrid—there’s always going to be some “leakage.” Like trying to fill a leaky bucket, you can pour in all your effort, but you’ll never be able to catch every drop. No matter how hard you try, you simply can’t make everyone happy all the time. People have different preferences, work styles, and expectations. Some will love the flexibility of remote work, while others miss the office culture.

Instead of exhausting yourself trying to plug every hole, focus on the bigger picture. Do your best to create a balanced, productive environment, but accept that a little bit of leakage is inevitable.

 How to manage the Leaky Bucket:

• Be adaptable in your approach but clear on your boundaries.
• Solicit feedback but don’t feel pressured to accommodate every individual preference.
• Focus on the overall goals and outcomes, not just the immediate reactions.

 Reading the room in online, face-to-face and hybrid work environments requires adaptability, empathy, and clear communication. By actively listening, managing expectations, respecting boundaries, and channelling the company's values, you can create a work environment that fosters productivity, engagement, and mutual respect—no matter where "the room" happens to be.

 Janet Tumulty

9.9.24