How Can I Encourage Accountability in a Hybrid Work Team?

Accountability gets harder in hybrid teams. When people work different hours from their colleagues, or in different places, it can be difficult to know what each member of the team needs to do and by when, and for others to see how they're getting on.

Just as importantly, the why can also get lost: the purpose of someone's work, and the impact it has on the rest of the team.

With so many people now working in or doing business with hybrid or remote teams [1], how do managers capitalize on the benefits, while also maintaining accountability? How do they show that they trust their people, while keeping an eye on their work? Highlight problems but also spotlight successes? Encourage everyone to work both autonomously and as part of a team?

Traditional management practices need to adapt to match new working styles. In this article, we'll focus on the importance of accountability – and explore a range of ways for managers and leaders to foster it within their hybrid teams.

What Is Accountability?

Despite the way the term is sometimes used, “accountability” is about more than just checking people do what they're supposed to, and pulling them up for it if they don't. True accountability involves equipping and inspiring people to do their best. Some of that is down to the way they're managed, and some is up to them.

There's still a layer of challenge and enquiry if they fall short, but that's accompanied by support and sufficient opportunity to improve. And if people meet or exceed their targets, they get the recognition and rewards they're due.

Accountability is closely linked to responsibility: knowing what you're in charge of, what you need to achieve, what happens if you don't carry out your role well, and what you can expect if you do.

Other people know what you are responsible for and vice versa, meaning that accountability is both personal and shared. In a truly accountable culture, everyone plays a part in supporting everyone else – so that everyone wins, including the team.

And accountability breeds trust, which in turn leads to significantly increased productivity and wellbeing. Trusted employees experience 76 percent more engagement, 50 percent higher productivity, and 13 percent fewer sick days than those working in a low-trust culture. [2]

The Challenges With Accountability in a Hybrid Team

But accountability comes with some significant challenges in a hybrid team.

Care is required to ensure the clarity of roles and responsibilities when team members are dispersed as it may be less obvious.

Proximity bias is also a danger in hybrid teams. Managers may trust and reward people more if they are physically closer to them, potentially overlooking contributions from remote team members. On the other hand, managers may demand more from the people nearby, while those further away “fly under the radar.”

When teams don't spend much time together, it can be harder to build strong working relationships. This in turn can make it difficult to be honest about how things are going, to be considerate of others' needs, to admit mistakes, and to ask for or offer help when required. It can also weaken people's understanding of the values and purposes behind their work, making it harder to know – and feel motivated about – their part in it.

Additionally, managers may find it challenging to lead by example – and therefore struggle to change any of this – if they don't spend much time with their team.

Common Signs of a Lack of Accountability

So, what are the clues that there's a problem with accountability? Here are some of the common signs that accountability is lacking:

• People aren't doing what they're supposed to be doing. Tasks are left undone, or work is duplicated.
• Team members feel that they're not getting the support they need – or that other people are too involved in their work.
• Projects take longer than they should, and key deadlines are missed.
• No one owns up to mistakes, or people pass the buck when things go wrong.
• There are problems with productivity and quality.
• Stress is up and morale is down.

How to Encourage Accountability in a Hybrid Team

Accountability is created by setting clear expectations, effectively using technology, and building a team culture that fosters transparency, communication and inclusivity. By addressing the key challenges, managers and team members can enjoy all the benefits of working in a hybrid team.

Set Clear Expectations and Goals

Clear expectations and goals are more important than ever in hybrid working, where communication can suffer.

Utilizing SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound), and aligning individual goals with wider team and organizational goals is essential. Strong company values and a clear mission provides a foundation for accountability.

It's also crucial to keep everyone “in the loop.” Use shared documents, team chats, and the company intranet to communicate project aims, timelines, and success measures clearly to all team members. When you're accountable for particularly important things – legal compliance or health and safety, for example – it's crucial to have clear systems in place that all the relevant people know about.

Regular check-ins, whether virtual or in-person, provide opportunities to clarify goals, address any misunderstandings, and ensure alignment across the team.

Leverage Technology for Transparency and Communication

Technology plays a vital role in enhancing communication and project management in hybrid teams.

Applications like Slack, Microsoft Teams, or Zoom facilitate collaboration and real-time communication, regardless of team members' locations. They enable teams to share updates, collaborate on documents, and hold virtual meetings.

Used well, technology can also be leveraged for project management in hybrid teams. Tools like Asana, Trello and Jira support teams in tracking tasks, deadlines and milestones. They help managers to see how projects are progressing, identify potential bottlenecks, and allocate resources effectively. As a result, people know how and when they can help others; see where any extra time or energy can be used; and know when their work is done!

Build a Culture of Accountability

Creating a culture where accountability is valued and practiced requires intentional effort from leaders and managers.

Here are five ways that managers can build this accountability culture in their hybrid team:

1. Communicate the company's purpose and values. Mission statements, town halls, clear strategy plans, and even marketing materials can all help people to understand the core values of the organization. As a manager, it's your job to ensure remote team members know how their work connects with these values day-to-day.

2. Match people's interests and skills to their work. Individual targets should be clear, manageable, motivating – especially when working alone or at a distance – but also include scope for them to excel.

3. Help everyone to know what others are working on. Make this clear in project plans, on work-management platforms, and during meetings. This will help to avoid any blurred lines; promote individual ownership of work; allow people to ask for help; and let others see when they succeed, too. And encourage people to praise one another's work and successes.

4. Make it OK to talk about mistakes. The fewer interactions people have, the more nervous they can feel about discussing anything negative. So show your team that it's safe to talk honestly and proportionately about things that have gone wrong or experiments that didn't deliver the expected results.

5. Promote autonomy and flexibility. In one study, 79 percent of managers said that they believed hybrid workers were more productive than their location-based, fixed-hours counterparts. [3] So don't be afraid to champion the benefits of flexible and autonomous working arrangements.

Building a culture of accountability creates an environment where people thrive individually – but where they're also eager to contribute to collective success, even when they're separated by distance or working hours.

Frequently Asked Questions About Accountability in a Hybrid Team

How can I ensure team members are not overburdened with constant monitoring?

Trust, balance, and wise use of technology are key to avoiding micromanagement and ensuring team members feel empowered, not snooped on.

What strategies can I use to improve communication in my hybrid team?

Regular check-ins, effective use of online communication and collaboration tools, and fostering an inclusive culture are essential for improving communication in hybrid teams.

How do I address underperformance in a hybrid team without demotivating the team member?

Providing constructive feedback, offering support and resources for improvement, and setting clear performance-improvement plans will all help to address underperformance – while also maintaining motivation.

Can a culture of accountability improve overall team performance in a hybrid setting?

Yes. It boosts engagement, productivity, and wellbeing, all of which have positive knock-on effects for team performance.

How frequently should I schedule check-ins with my team to ensure accountability?

This will differ from team to team, so consider things like the team’s level of capability and confidence, project deadlines, emerging issues, plus how well-developed the accountability culture is already. And keep reflecting on whether it promotes the level of trust and positive responsibility that you want to instil in your hybrid team.