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Please picture this. I’m trying to assemble a piece of furniture out of a box, but I don’t have the instructions. I have all the tools and all the parts but not sure where to start. A hybrid work model without proper documentation looks something like this. It’s like being in a spaceship without a navigation system.
recently research A study conducted by McKinsey found that a whopping 68% of companies lack a structured “strategy” to guide their hybrid work model. I work with my clients all the time, so it was a surprise to see this as I am helping clients develop a hybrid based on clear and transparent playbooks that they can use going forward. best-selling book on hybrid work.
With the COVID-19 pandemic causing an unprecedented shift to remote and hybrid work environments, establishing an approach is paramount for businesses. The old adage, “If you fail to plan, you will fail” is now more true than ever.
analyze the survey
A McKinsey study assessed how well companies are implementing 12 key practices identified for effective and sustainable hybrid work models. Interestingly, a major pitfall for most companies has been in creating a balance between onsite and remote work, a “true hybrid” model.
In a way it’s like trying to play a symphony without the score. Players have their instruments, they are enthusiastic, they are talented, but they cannot synchronize their efforts without the guidance of a conductor. This clearly lacks performance gains and efficient use of real estate, akin to poker where he leaves money on the table in a game.
RELATED: Why Employers’ Forced Return to the Office Leads to a Growing Workforce and the Formation of Trade Unions
The value of documents in a hybrid model
Think of your hybrid work model documentation as your secret recipe, your blueprint, or even your company’s unique fingerprint. It outlines an organization’s approach to work: who does it, where and when. More importantly, it creates a unified vision of how work should be done, fostering smooth communication and transparency at all levels.
McKinsey research shows that even the most progressive companies stumble because they fail to implement well-documented processes. It’s like trying to build a skyscraper without a foundation. result? A wobbly structure that might collapse with the slightest tremor.
A step towards a more effective hybrid model
Documentation is the glue that binds the whole system together. This enables a more informed approach to designing effective workplaces, resulting in better capital allocation and ultimately higher productivity. Documentation promotes flexibility and dynamism, making it easier for companies to adapt to changing work patterns and trends. It’s like having a high-quality GPS system that reroutes you when new roads appear.
The most compelling evidence of the impact of good documentation can be seen in the progress of remote-first organizations and post-pandemic start-ups. Documentation enabled these entities to efficiently navigate the complex maze of the hybrid model, building structures that supported efficient workflows and strong communication channels.
Effects of cognitive biases on documentation of hybrid work models
When addressing the reality of the hybrid work model and the documentation needed to support its effective implementation, it is important to recognize how cognitive biases can affect this process. Specifically, we examine the effects of status quo and anchoring biases and how they can skew our understanding and treatment of documenting hybrid work models.
Status quo bias is a cognitive bias that prioritizes the status quo. It stems from an aversion to change and the discomfort that accompanies unfamiliar scenarios. In the context of hybrid work models, status quo bias can be a major obstacle.
McKinsey research shows that many companies struggle to create an effective hybrid model. This difficulty is exacerbated by the status quo bias, where employees and management alike may resist change and stick to traditional ways of working and documentation of work processes.
For example, the idea of documenting specific processes and protocols for remote work may be dismissed in favor of existing office-centric methods. Bias can lead to poor decision-making, leading to inefficiencies and disruptions in communication, such as maintaining inefficient processes simply because they are familiar.
Overcoming the status quo bias requires a conscious effort across the organization. Encouraging open discussion about change, providing training on new protocols and processes, and highlighting the benefits of new systems can help neutralize this bias.
Anchoring bias refers to the tendency to rely heavily on the first piece of information we receive (the “anchor”) when making a decision. In the context of hybrid work models, this can manifest itself in several ways.
One such scenario could be in the first draft of the Hybrid Work Model document. If the first draft is written with too much emphasis on either remote or office work, it can act as an “anchor” and bias all subsequent revisions. This can result in an unbalanced hybrid model where the benefits of both working environments are not optimally exploited.
Similarly, organizations may stick to pre-pandemic norms and expect employees to adapt their home environments to reflect traditional office settings. This entrenchment can lead to overlooking innovative solutions that take advantage of remote work’s unique advantages, such as flexible scheduling and separate workspaces.
Countering anchoring bias includes encouraging diverse input during the decision-making process and challenging assumptions based on initial information. Creating multiple drafts of the document and gathering extensive feedback can help prevent stagnation in imbalanced or suboptimal hybrid models.
Recognizing and mitigating the effects and fixed biases of the status quo can dramatically improve the documentation process for hybrid work models. This enables a more balanced, efficient and forward-thinking approach that maximizes the benefits of both office and remote work. Recognizing these cognitive biases when navigating evolving work landscapes is a critical step in building a successful hybrid work model.
Related: Debunking 5 Myths About Hybrid Work
Practical Steps to an Effective Documentation Strategy
An effective documentation strategy begins with identifying and understanding the various elements of your organization’s working model. It’s like designing a complex jigsaw puzzle. Every piece has its own place and purpose.
First, an organization needs to pinpoint the key “key moments” in its work processes. This can range from identifying key stages of project development to deciding which activities should be done directly. A clear and well-documented overview of these moments provides a roadmap that guides employees in making smart choices about their jobs.
Then comes the introduction of advanced workplace technology. Tools such as video conferencing, digital whiteboards, and even augmented reality technology and virtual reality technology must be seamlessly integrated into the system. The goal here is to create a virtual workspace that rivals or exceeds the physical workspace.
Finally, it is important for organizations to recognize that documents are not “set it and forget it” playbooks. This is a living and evolving guide and should be updated regularly to reflect changes in work processes and new technological advances. Just like maintaining a garden, it requires constant care and adaptation to the changing seasons.
Conclusion
If there’s one thing we can learn from McKinsey’s research, it’s this. The future of work is hybrid, and its success largely depends on creating a well-documented approach to this model. The road to success for the hybrid work model is similar to playing in a symphony orchestra. It requires a well-coordinated effort with all players playing their part at the right time and in the right place. As you navigate this new territory, make sure you have a well-documented plan to help you hit all the right notes: a conductor’s score.