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The massive shift to remote and hybrid work was touted as a revolution, but two years later, not much has really changed in the way most people collaborate on a day-to-day basis. Despite having access to powerful tools like Microsoft 365, a large portion of the workforce remains stuck in old habits, which is causing inefficiencies and frustration.
According to SWOOP Analytics’ 2023 M365 and Microsoft Teams Benchmarking Report, analyzing more than 266,000 employees across 19 large organizations, it is generally believed that the move to remote work has largely led to “meeting overload” and Burnout is a myth. Only 1% of employees hold five or more meetings a day on Teams, Microsoft’s video conferencing platform. Less than 17% have more than two meetings per day. For the average user, less than an hour is spent in team meetings each day.
I see this type of problem often when I help clients return to the office and hybrid work. Some of them have good excuses: One told me that, because of compliance issues with stock trading, his risk management staff refused him access to team chat and had to rely on email. But what’s your excuse?
real problem
The real problem is not too many meetings but that old tools and habits still dominate. Email remains the primary mode of collaboration for most people, with the average person spending approximately two hours a day reading and writing email. Despite having access to innovative collaboration platforms like Teams, 76% of people who use Teams don’t use its chat channels, and 71% don’t post to their company’s internal social networks. About 25% of Teams users have never sent or received a chat message.
These findings point to a “silent majority” of employees who contribute little digitally and find it difficult for managers to connect with them. Although a small number of highly active users may feel fatigued, this research suggests that the focus should be on helping the wider workforce improve collaboration habits.
To maximize the benefits of tools like Microsoft 365, teams need to establish common practices for using them. It is not practical to educate every employee on the full functionality, but it is possible to agree on a subset of features and learn together. Each M365 tool, such as Outlook, Teams Chat, Meetings, and Channels, plays a specific role that contributes value. Integrating different modes of communication in appropriate contexts can help reduce inefficiencies.
For example, Team Chat is ideal for quick conversations and connecting teams together, while email may be better suited for communicating with external contacts or when formality is important. Team channels facilitate asynchronous collaboration across projects or workstreams. Regular meetings, whether in a team or individually, provide opportunities to connect with coworkers and coordinate on priorities. Determining as a group when and how to use each tool most effectively can optimize productivity.
The good news is that improving digital collaboration habits can make a big impact. SWOOP Analytics estimates that optimizing the use of M365 can increase workforce productivity by 4.5%. But making the most of the technology available requires breaking old email habits and adopting new ways of working together online. With the right focus and practice, the promise of hybrid work can eventually be fulfilled.
dangers to avoid
Some common pitfalls to avoid:
- Relying on email only: While email is useful in some contexts, using it as a primary means of collaboration creates information silos and slows down work. Channels, chat, and real-time video are better suited for active teamwork.
- Lack of clear rules of participation: Without guidance on how and when to use each tool, employees who do know typically miss out on emails. Teams should determine the role of each technology in their workflow and document their approach to provide clarity for all members.
- Ignoring the “silent majority”: Focusing only on “squeaky wheel” employees who overuse certain equipment can hide deeper issues related to collaboration and morale in the broader workforce. Analytics provide insight into how all employees interact so managers can plug gaps and bring more people into active digital collaboration.
- Failing to learn together: Don’t assume that everyone has expertise in the new platform. Choose a subset of functionalities for your team to start with and learn through regular use, troubleshooting together, and sharing tips with colleagues. Provide continuous opportunities for teams to explore new features together.
- Ignoring personal conversation: While remote work is here to stay, personal connection remains important for relationship building and complex work. Look for opportunities to get together whenever possible, even if only occasionally. Make time for water cooler conversation and socializing.
With hybrid work here for the foreseeable future, organizations have an opportunity to re-imagine how employees collaborate for greater productivity and work-life balance. But technology alone is not enough. By setting new benchmarks, learning through experimentation, focusing on the entire workforce, and valuing both virtual and in-person interactions, teams can thrive in this new paradigm. The future of work is promising, as long as we break away from the past and commit to collaborating more effectively.
Next steps to optimize your digital engagement
Leaders must make collaboration a strategic priority and commit resources to helping teams optimize the way they work together on a day-to-day basis. Some key steps:
- Analyze current collaboration patterns using tools such as Microsoft Workplace Analytics or SWOOP Analytics. Look for gaps and opportunities across the organization and within specific teams. Share insights with managers and discuss what they reveal.
- Provide education and training on new collaboration platforms, but focus on practical use cases and examples. Don’t try to cover all the functionality at once. Get started with the bare minimum needed to work effectively with a team in a hybrid setting. Build from there.
- Coach manager on bringing the “silent majority” into active collaboration. Help them find out why some team members are not connecting digitally and take steps to connect them to the group. Make collaboration an important part of performance reviews and accountability.
- Encourage the use and sharing of best practices. Ask teams to try new ways of collaborating and discuss what works well. Facilitate networking and learning opportunities between teams. Celebrate stories of victories and progress to build momentum.
- Consider reorganizing workflows and workspaces to facilitate more seamless collaboration. Shared digital spaces on platforms like Teams where people come together around projects or workstreams can help. Provide areas for hybrid teams to meet in person and work side-by-side in the office. Rethink the open office.
- Model the change you want to see. Leaders and officials should actively use the collaboration tools and methods they are promoting to set an example. Share your experiences of learning to do things in new ways. People follow what leaders do more than what they say.
conclusion
The road ahead is challenging, but the potential benefits for both employee experience and productivity are immense. By breaking old habits, adopting new technology thoughtfully and fostering a culture where collaboration is valued and nurtured, organizations can thrive in this new era. The future of work depends on how we work together. With focus and effort, that future can be bright. Teams can overcome the barriers of distance to build real cohesion and make progress, as long as they leave behind outdated tools like email in favor of all the platforms at their disposal. The power of blended work resides in a shared relationship. Now is the time to unleash that potential.
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