Best Practices

Getting Started in the Hybrid Work Environment

  1. Be flexible and patient. We’re all figuring this out together.
  2. Use Google Calendar working location to show when you're on-campus or working remotely.
  3. Add a Zoom link to all meetings. If you are the host, let your attendees know if you intend to conduct the meeting in hybrid mode or only on Zoom. 
  4. When scheduling meetings, observe colleagues' work location and schedule meeting space accordingly.
  5. Respond to calendar invites ahead of time to give the organizer time to prepare for in-person, hybrid, or remote meetings. You may need extra time setting up a conference room for hybrid meetings.
  6. When replying to a meeting invitation, indicate in Google Calendar whether you are attending virtually or in a meeting room.
  7. In Google Chat, set a Custom Status indicating whether you are on-campus or working remotely.  You can add an emoji and have it auto-clear at a specific date and time.
  8. Learn how to plan and facilitate hybrid meetings:
    1. Strategies for Blended Meetings
    2. Planning your Hybrid Meetings
  9. Use online tools such as Google Docs, Lucidchart, Trello, and similar for collaborative work like meeting notes, project and task management, and more.
    1. OIT Training resources
    2. Guides and Resources for using Google Drive
    3. Quick Reference Guides for Common Applications
    4. Tools for Hybrid Work

Tips for Teams

  1. Establish common standards and expectations for communications especially when hybrid. Recommended procedure: Use Google Chat and email for normal, non-urgent communication among your team. Use phone or text for more urgent situations.
  2. Use the IT Service Catalog to find tools for managing tasks and productivity across projects or departments.
  3. Be intentional about maintaining social opportunities. Have fun! But don’t forget those who are working from alternate locations. There are many great games and activities for hybrid and remote teams.
  4. Communicate with your team regularly. A regular email newsletter or recorded all-hands meetings can help provide consistent and accessible communications.