In this third episode in our Maximising Hybrid Working mini-series we explore how to make the most of the days we are in-person. For those fortunate enough to have this option available, we share tips for planning ahead and balancing the workload of being in-person whilst your 'digital twin' is silently gathering more emails. If you use your in-person time to sit glued to the screen fielding emails then this is missing the benefit of face-to-face relationship-building, energy transmission and key culture-defining moments.
We share our SSS concept - bring Synchronicity (align who and when is coming in) to enable Serendipity (chance, informal conversations and knowledge-sharing) and create Social Moments (eating together as a team could replace umpteen hours of meetings through closer bonds).
We are the first generation of adults able to bring such flexibility to how we work, A useful listen for those finding their way with their hybrid working pattern, it also gives some language to help change or improve things if its not quite there yet.
Curious? Take a deeper dive with some of our relevant episodes:
Ep. 129 Keeping Hybrid Communication Lines Open
Ep. 134 Book Club: How to Talk to Anyone - Tips for Easier Social Interactions
Ep. 110 Gratitude Resets Your Attitude
Ep. 93 Hybrid Presentation Skills
In this third episode in our Maximising Hybrid Working mini-series we explore how to make the most of the days we are in-person. For those fortunate enough to have this option available, we share tips for planning ahead and balancing the workload of being in-person whilst your 'digital twin' is silently gathering more emails. If you use your in-person time to sit glued to the screen fielding emails then this is missing the benefit of face-to-face relationship-building, energy transmission and key culture-defining moments.
We share our SSS concept - bring Synchronicity (align who and when is coming in) to enable Serendipity (chance, informal conversations and knowledge-sharing) and create Social Moments (eating together as a team could replace umpteen hours of meetings through closer bonds).
We are the first generation of adults able to bring such flexibility to how we work, A useful listen for those finding their way with their hybrid working pattern, it also gives some language to help change or improve things if its not quite there yet.
Curious? Take a deeper dive with some of our relevant episodes:
Ep. 129 Keeping Hybrid Communication Lines Open
Ep. 134 Book Club: How to Talk to Anyone - Tips for Easier Social Interactions
Ep. 110 Gratitude Resets Your Attitude
Ep. 93 Hybrid Presentation Skills
Secrets from a coach Thrive and maximize your potential in the evolving workplace. Your weekly podcast with Debbie Green of Wishfish and Laura Thompson-Staveley of Phenomenal Training. Debs Lord you alright, I'm more than alright. Actually, I'm feeling buoyed up by our opportunity mindset mini series that we've just wrapped up, and it really does make a difference, doesn't it? The mindset you bring to things and just you know how you view stuff. I know that sounds such an obvious thing, but it changed your thoughts, changed your world.
Speaker 2:Yeah, absolutely, and I think we just need to keep reminding ourselves of that every now and again, because we can get so caught up in what's going on day to day, what's happening around us, that we don't stop and think about how lucky we are sometimes that we can have this mixture of how we work and be grateful for that and, as you said, it's like, oh okay, my life's not too bad actually when it comes to that, but it does take a mindset shift to be able to stop and think about that, and I think that's super important, that we do more of that where we just stop and pause and take a moment and then reset ourselves to, you know to be what we want to be.
Speaker 1:And with that in mind I mean that, I guess, is our overall intent for this four-part focus looking at maximizing hybrid working.
Speaker 1:So we've looked at effective time management for remote working being ruthless with your boundaries and your time management to then be as productive as you can without it kind of spalling and leaking out into other areas of life. We've then had a really good look at well, actually, how do you create that sense of belonging? What does it mean to have great remote teamwork? And this focus is going to be about, well, how do I maximize every moment, how do I make every moment count on the days where I am then in person with a team, Whether that is going to a home office where everyone then comes in, or whether that is meeting up in another workplace together.
Speaker 1:But how do I make those in-person work days, how do I make every moment count?
Speaker 2:And I think we have to be intentional in our approach to enabling that to happen. So when you're thinking about OK, I'm going to be in office today, so I won't be able to maybe work the same way that I would at home, that's OK. And it's then setting yourself up for success. So we're working smarter around. What will that look like for me, if I know I'm in office? So how will I go about maybe thinking about setting my own goals, what would be my priorities when I get in there?
Speaker 2:And I hope it's not just going to go and sit in a meeting room all on your own, because then you might as well just be at home. It's intentionally making your plan that says, actually, I'm going to meet as many people, I'm going to be face to face in meetings, I'm going to have the ability to be creative, to have, as you said, those off the cuff interactions that we can have when we're in office and make the most of every moment that I've got, as I'm in there, not just stuck in some booth either, where you're not going to see anybody. So, yeah, it's intentional.
Speaker 1:I just think it's such a fascinating topic, Debs, because you know, like we've talked on the previous ones of this, we're the first generation of adult workers trying to work out what's that sweet spot of being flexible and agile and yet being organised enough to then actually be in the same place at the same time with other people, and we've kind of boiled it down to a couple of essays, haven't we? So we have.
Speaker 2:S-S-S-S-S-S-S. Not that many, but yeah.
Speaker 1:Often what people say about when you're then in person is you have that creativity, that spark, that collaboration, and we've kind of summed that up as those serendipitous moments, moments so the serendipity of all we happen to be in the lift together and then when I say house things, you give me a bit of an insight about a project you're working on. My brain is then able to go oh actually, and then we can join some dots up. That never would have happened if only we get to have formal books in teams or zooms or whatever that might be. So those serendipity moments of chance happening, conversations that create a bit of spark. But here's the thing, debs. You see, because of that serendipitous conversation, a new piece of work has now formed Right. So what then happens? So we're there in the lift, we then have this oh okay, well, let me send you information.
Speaker 1:That's another little task which is now going on to my little mental workload, so you can see it where actually people get to the end of their working day when they're in person and they're fired up because they've all of that energy, but on that commute home, the reality of oh my God, I've got all of these follow up emails and all of these things and I've got out of conversation with Debs and that was like quarter to nine this morning and the day just kind of goes by. So there's the serendipity. But from that then is then thinking actually that is work, having that conversation. The work isn't the follow up email. That's kind of part of it, and then I guess you've got the synchronicity.
Speaker 1:So we're going to share a bit of some sort of case studies we've seen, but actually teams have been able to work out when are the days that we are all in together, and when we're in together we've synchronized our working week. So Wednesday, for example, might be the day when a particular team all then comes in, and it's interesting because where there's been some clients that have sold some of their office space, they can't actually fit everyone all in. So, teams have had to be quite organized to work out their day or days where they then come in.
Speaker 1:And then the third. S we thought might be quite cool is the socializing. So we've seen it, devs, haven't we where those teams that eat together that might have a breakfast at the start or go out for a beer or whatever?
Speaker 1:it is after actually making those social times as well. If there's been less time when you're working hybrid for those chit-chat moments, so the serendipity which is actually when we are then in a place physically together, there's just more chance to have surprise or unplanned conversations that can spark some stuff. There's then the synchronization. So actually when are we going to synchronize the days that we are then going in so we can make that time count and then making time for some social stuff? Because if we're all sitting there just clearing through emails, then actually we're missing a trick in terms of some of the softer side of work, which is often what then creates that sense of belonging and motivation and all that other stuff.
Speaker 2:Yeah, I love that because you're right Law, but it takes practice. If we've been out of practice and if you are somebody that has been working in an office, now we know that not everybody works in an office right, and there are people that are out there on the front line that are facing into things every single day. So I suppose that's where the gratitude comes from, that says, okay, understanding their roles can help, but we can still create those moments of having those good conversations that enable those magic moments to happen, and I think it is with purpose and intent that will enable those things to come alive, so that it's not just a wasted day, and I love what you said around it might not feel like work, but actually that's what you're there to do is to create new ways of working, new ways of thinking, and you can only do that if you are synchronized in coming in on a particular day to be able to do that. And I think sometimes when you have that chance meeting with someone and I love it when you go into a retail outlet and you're in a shop and you're listening to them chatting away and you go, I'm missing that sometimes because we don't have those moments that they may have, and I think that's where you can see the difference.
Speaker 2:They're chatting, they're happy, they like what they're doing, whereas actually if we're only staying at home and we're not coming in the office, then we're missing those opportunities to connect and be part of something. Like you said, the belonging of it, I think, is super important, but I think you have to really practice it again, because I think some of us got out the practice of it, of coming in. What does it mean to come into the office? Oh, this is odd, this is different, and even though we've been out of the lovely BC as somebody said to me before COVID, it's been a year and a bit. Really I think we're still playing catch up with how we can make the best of that situation.
Speaker 1:I had a really interesting little observation on a first steps into management session that I was running with one of our dear clients. I'd kind of forgotten but I sort of knew. I think they've got about 80 people that work in total for this company. They're a well-known brand but there's a powerhouse it's quite a small powerhouse of people that work to make all the magic happen. Anyway, I had 12 people who were sort of new entry-level manager type level and some of them have never met each other.
Speaker 1:There's basically people in the whole company but because of how they may have been in the office at the same time. But actually the nervous nurse especially if you're quite an introverted type of character, I'm quite happy bouncing around from one office to another, going all right, everyone. I'm just that built that way. It comes with its good things and it comes with its talk to me about distracting others and maybe it's a bit less of a positive, I think, for the introverts. What they found is I know because they've let us know that because there was an opportunity to actually put face to a name and then build a bit of trust with each other the ongoing little catch ups in the kitchen, for example, when they are now in. I think extroverts might find it easier they're all lonely if they're less social opportunities but actually they might be perfectly comfortable bouncing into an office and just greeting everyone that they meet.
Speaker 1:For more introverted characters, actually, that opportunity if you haven't got a training course coming up, there's an opportunity to start it Just maybe preparing before you go in for your in-person day, who might be some people that I can tap up via teams or via email to say are you in tomorrow? Should we have a catch up? I think, whether you're introvert or extrovert, there's a real benefit from having those catch ups. But how you happen upon those people, if you're more of an introverted character or you're newer to a team or you just feel a little bit less sure on your feet because you're not quite sure how the land lies, then you can book in dates ahead of going in to then know that you're meeting up with someone for a coffee at half nine or whatever.
Speaker 1:Then it just grows and then you get more of that sense of belonging which we know is absolutely instrumental from a team culture point of view and people wanting to stay.
Speaker 2:Yeah, I think you're right. Whilst you might be a distraction in the office, I just think actually, well, why not? Because you might spark loads of interest. But I suppose there's got to be some element of if you are easily distracted. It's like, how do you, if you plan what you're going to do, if you're thinking about your schedule for the day, what does that look like? Do you put in some buffers for those distracted moments as well? I think it's Don't do it.
Speaker 1:I'm just giggling to myself. I think it's Thinking how come the days that I go in, none of the rest of the team are around God, thank God Shreddy comes in on Tuesdays. I can't get any work done because he just comes in and just wants to chat Because we won't get any work done. I love that.
Speaker 2:So self-awareness is probably key with this, I think self-awareness is super key with this to know what works for you but also what works for others, and I love that about if you're planning it and you're going to know and reach out and see who is in.
Speaker 2:I know one of people that I coach does just that. You just reminded me as you were talking about it actually. So she will plan in who's coming in, so she makes the most of those face-to-face interactions that she's got. So she also knows and I'm going back to your point of whilst you're having those conversations, your mental list of things to do is getting bigger and bigger maybe, but I think that ability to then capture some thoughts or write down, carry a good old-fashioned pen and paper unless you want to use technology, of course you can is just capture your to-do list, you know, whether on a tablet or on your phone or writing it in a book, so that you can look at it and see as it's going, and then you can prioritise as you go, providing you've planned in to your schedules some just thinking time.
Speaker 2:I was with a team yesterday, actually a worldwide team that came together, and that was one of the things they said was you know, when they come in the office, whether in the offices in their own countries. They do make a point of building in time to interact with people. So they all come together. Like I was saying, they all come at the same time and they've accommodated for people that are maybe on flexible working or, you know, parents that are dropping kids off at school, etc. So they make a point of by 10 o'clock they've all sat around a table having a chat, having some breakfast, but at the same time they're talking about how they are, you know, how are they feeling, what's going well, what isn't. So they're utilising that time well because then they have an awareness of what other people are doing, which then enables them, if they hear a chance conversation over here, they can then connect the dots because they've understood it.
Speaker 2:So them coming together as one team has been super valuable and having thinking time during that time they were together was also really important for them to do it. So we scheduled in some thinking time, so forced thinking time, because as a facilitator we can structure the day right Law. So it was purposefully built into the day we had with them where we said, okay, every hour and a half it was, there was a 15 minutes, not just to grab a cup of tea, like we would normally do. But they then had sat together with the people they needed to connect with that they don't normally get to see in person, and they had a focus 20 minutes of thinking time together and I timed it and everything and it worked really well for them because they got so much done, because they were super focused in that moment of giving themselves that time. So I think planning your day is going to be super helpful for you.
Speaker 1:And I guess, in terms of making the moment count, so you could have two people that are dialing in on a call going right, should we have a chat before this meeting? Do a bit of thinking, but there is something in the middle. Oh, is that the word Unimitable, inimitable, inimitable with the human chemistry aspect and, if you, don't believe that there is a difference between 2D so on a screen and 4D.
Speaker 1:You know that kind of you know the time and sort of evolving through it, then you know you have not experienced the joys of internet dating because there, I think, you get absolute evidence of you could have a virtual relationship with someone and think, oh my gosh, this person's great, completely different. And you're then in person. And if we were to take it from the world of personal romantic relationships into professional trust and respect-based relationships in work, yes, you can go to all sorts of amazing benefits from a virtual only working relationship. But I'm seeing time and time and again, debs, people saying actually now I've actually met you and we've had a conversation, we can just have easier conversations after because you've made that connection in the real world and then virtually from that point on, you've got a stronger relationship.
Speaker 1:And what I'm sort of starting to see is that six months seems to be the sweet spot.
Speaker 1:So if we are all together as a team twice a year, then actually if a couple of people are off on holiday on the next quarterly one, it's kind of okay.
Speaker 1:If it slips into longer than six, seven months, then that kind of chemical impact that we have on each other I think sort of starts to erode a little bit. Then it gets a little bit more, you know, just sending memes to each other on a WhatsApp chat, for example, rather than actually having kind of proper sort of communication. So I think it's such an interesting time to be viewing this, because you know, we haven't had we're the first generation to be looking at this stuff. And what is the sweet spot that you're finding as you're listening to this about balancing the efficiency of working remotely but then the chemistry of when you're then in person? And how do we then take advantage of those magic moments, as you were then kind of saying, but without it then being that you are overworking to compensate because you have a good night out, you might have a hangover, you have a good day in the office. What's the hangover task that have been building up? How?
Speaker 2:do?
Speaker 1:I then do that so what I am starting to sort of hear people saying is, when I am, then after I've been a day in the office altogether, I now keep the morning after as clear as possible to be able to deal with all the tasks I've sort of accrued in those kind of chat conversations.
Speaker 2:Yeah, that's really important, but that's about adapting and adjusting right, because we never had to do that normally. But now, as you said, I've got to think about the next day and plan and be organized, and these are all the things that can really help us. Yeah, transition from in office to home office to in office again really well, if we are organized around it, and I think we can't get away with not being organized anymore. I want someone's don't like to work to a complete timetable and this is what we're doing. I think there has to be an element of planning, organization. I think it has to be some boundary management going on in the middle of all of this as well, and that ability to adapt and adjust to what's coming in.
Speaker 2:I think you have to pivot quick, quite quickly now, and I know you always talk about the evolution of humans, right, we're not. I can never remember how you put it, but you talk about it really well. But you know it takes decades for the humans to Catch up with what's going on in the world, or something like that. I never remember how you say that around, how we can we take us a bit longer to evolve? I'm whilst we get used to the new way of being.
Speaker 1:What she says with a hunchback that's formed from looking at my smartphone for twenty five years. Well, there was a lot of years ago at seminar about human evolution, how we are. Yes, we do take longer to adapt to stuff because we are so versatile in our language, so that's how we pass on our safety messages generation to generation. You know whether that is ring a rose yes, you know songs from like four hundred years ago, whatever or whether that is us being able to chat and day to day and pass things on.
Speaker 1:Where is the animals have to change really rapidly from a physical point of view because they haven't got language to do it. So, yeah, they. So you know how do we share an exchange info? And then, how do you ensure that I'm an? Even today, I heard a client talking about the old guard who have been in the business for years and years and years. How do we ensure their feathers aren't ruffled by the new recruitment intake that's then coming? How do you sort of blend that? And how do you blend that when you're there physically in a place together, you've then got the chemistry and the empathy that builds up from people actually finding out about each other. If we're all just there dialing on a call and you know we don't really interact, then that's where these kind of in groups and out groups can kind of form. So you know it's, it's we have to think about how we're going to adapt and evolve and, yeah, one of the one of the things I think that I've certainly started to think as I'm doing more and more.
Speaker 1:Traveling is what actually is causing some stress moments. What can I do to be really smart now, on a monday, for example, to just make the first day, friday, a little bit easier? And are there some things that you can do when you are working remotely that set you up for success for later on? For example, if you know you got to do a key piece of admin when it's important for you to have reliable wifi, or to risk it to do on a train when they might not be wifi, or seat or wait yeah, or a certain place then you're.
Speaker 1:You're resting on all sorts of variables. Nothing the moment you step outside your own house. You have got so many different variables that could impact your sense of controlling your day and when you work, virtually other than your own wifi packing up or a dpd driver kind of knock it on the door randomly. You've got a bit more opportunity to plan for that.
Speaker 1:So that's why I see kind of causes, some ruffles and some stress and people being exhausted on the day that they come back is you've had a whole day battling with the obstacles that day-to-day life out there throws at you, you know, and if you're trying to, in your mind, clear off some of those adrimony tasks as well, and if that's happening more than you know a couple of times and that's a pattern, and then there are some things that you can do about that, maybe to just clear some of that other stuff before, and then you can just enjoy that time when you're in.
Speaker 2:Yeah, that's so important, isn't it? As you said, you might plan to do some work on the train, but you may not get the signal and it cuts in and out. And then what you do? Do you stress about it or do you accept it for what it is, or do you not even plan to do that on the train? And if the opportunity is presented to you that you can then take it Rather than go? I'm just going to enjoy this journey. You know, I'm just going to be in the moment and be present and not get caught up in. I must keep working. It's just. You know, use the commute, use the journey to just look out the window, even, and just maybe listen to some music, or, you know, do something that's good for your soul, not just work is what I would say, and it could be.
Speaker 1:I'm seeing more and more people setting an out of office for the day that they're going into the office, which then again manages expectations that I'm not going to be there immediately responding to stuff, because I'm actually here face to face with people. And then not only does that manage expectations of others, but it removes that pressure building up of oh God, what's happening in my inbox Because you've yeah, you put that on.
Speaker 1:So, in a funny way, being in the office means you're away from your laptop, so it's that out of office because you're in the office and again, that just might be a new little hack that just helps you then maximize every moment you have when you're there in that office so you're not running two jobs. I'm here face to face, but in the meantime my digital twin, the online version of me, is collecting loads of work and it's just, it's like running two jobs in one. So if that sounds a bit familiar, then you know what we're seeing is a couple of simple things that can just help that setting out of office because you're not going to be there as much.
Speaker 1:Plan your time as much as you can around it so that you've got a bit of slack the day after when you're back at your home office or wherever that might be, to clear away maybe some of those things that have gathered from the day that you were in, because it's work, but it's a different version of work.
Speaker 2:Absolutely. And I suppose that would link into my call to action is you know, just embrace it, just embrace the fact that you can be adaptable and flexible around your you know, whatever your work does look like, and just yeah, embrace it and live in that moment. Yeah, that would be my call to action. And how?
Speaker 1:fortunate for those for us to be able to have that choice, and there might be people listening to this thinking I'd love to have the choice of not going in or out, but I mean, you know, it's like a cat, isn't it? When it's outside it wants to come in, when it's inside, it wants to go out.
Speaker 1:So for those, people that are able to work hybridly. They wish that. You know, there are some things that are a bit different and likewise, but it's you know, it's your thought process that makes it so. Am I blessed with hybrid working? Am I cursed with hybrid working? The choice is yours in terms of how you do it. But that sort of set in a plan and those kind of practical things we've talked about, my share of the secret would be if it feels like the fear is built up a little bit in terms of going into the office, then what could you do to make it a bit easier? Is there a key person that actually you know? You just always have a really good interaction with them. If it's been a while since you've gone in or you're just starting to use a new work kind of pattern, could you share the secret, get them to listen to this and then think right, we're going to be in the office together or wherever the place of work might be. How are we going to really make it count?
Speaker 2:Nice, oh, I like that, and I think that leads quite nicely into our next episode, doesn't it Lord? Because we're talking to somebody who has done lots of research on this and we're going to be exploring that on the next episode.
Speaker 1:Oh yeah, we've got a guest? Yeah, we have a guest, yeah, kate Madison Greenwell, who's just so inspiring to listen to, so she is going to be giving her a snapshot of all the research that she's done looking at how do you make hybrid meetings engaging and productive, so I'm really looking forward to that.
Speaker 2:Yeah, I like that. And returning to the office, yeah, so, yeah, I'm looking forward to that too. So I'm looking forward to having a really good week of a mix of things that are going on, laura, I hope you have a good one too. And enjoy the view. If you're standing on a train, just look out the window, or people watch, get a really word hard for that gratitude sense.
Speaker 1:Reneanna, I'm so happy that I went into the office today. Find you those depths, listen to a podcast like this, and then you're learning on the move.
Speaker 2:Hey, exactly, that's it Perfect, let's do that, oh, wonderful week.
Speaker 1:All right, I'll see you next time.
Speaker 2:Love you, bye.
Speaker 1:We hope you've enjoyed this episode. We'd love to hear from you. Email us at secretsfromacoachataolcom or follow us on Instagram and Facebook and, if you're a Spotify listener, give us a rating, as it makes it easier for us to share the secret with others.