5 tips for successful hybrid working

Hybrid working sounds ideal. Meeting colleagues in the office one day, working from home or on the road the next, and why not from the mountain cabin to enjoy a couple of runs at lunchtime. However, it requires clear guidelines, discipline, conditions and responsibility to make it work. Here are some tips for board members who want to offer board members a hybrid job.

Definition of hybrid work

Hybrid working means working together, both online and in person, and it can happen anytime and anywhere - at home, on the move or in an office.

Challenges of hybrid working

While hybrid working sounds optimal, there are also some challenges that the Board should take into account and prevent when introducing hybrid working.

• Hybrid working is not for everyone
  It is not possible for everyone to do a good job remotely and have a home office as it requires space, peace and quiet and the right technology. Therefore, it is always good to be able to offer board members a physical place to hold board meetings.
  
• Boundless work
  It is easy for enthusiasts within an organization to work without boundaries, especially when it can also be done from home. It is therefore important to set time frames for when the board is available and it can also be good to set an auto-reply to e-mail that allows the board to return within a few days. Also, create a clear division of labor and make sure that each board member understands his or her mission and the tasks involved.
  
• Poorer team spirit
  It is more difficult to get to know each other in a board and create a good team spirit, which is often the basis for successful board work where everyone feels comfortable expressing their opinion and contributing in their own way. Therefore, it is very important to use the right digital tools where everyone can feel involved, such as a board portal designed specifically for board work. It is good to avoid services that someone has from their job or to gather all the work on a board member's computer and filing cabinets that only one can access. 

5 tips for successful hybrid working

1. Clear and structured tasks
   Create a clear division of tasks so that each board member understands their responsibilities and what tasks are expected. Ensure that each board member has access to documents, agreements, meeting records and projects wherever they are.
   
2. Goal-oriented board work
   At the beginning of a term, it can be useful to set goals to be achieved by the board and within what timeframe. Then it matters less how board members participate as long as the objectives are met and everyone accomplishes their mission.
   
3. Communication in focus
   Make sure you have good communication tools that allow the board to reach all board members wherever they are. A Board Portal makes it easy for the Board to keep all information, documentation and activities in one place. It allows the board to easily communicate with everyone and also get a good digital history. A board portal also ensures that the work of the board is professional and makes it easier to keep work and private life separate.
   
4. Flexible meetings with the right technology
   Offering digital and physical board meetings attracts more potential board members and increases participation. Time is precious in today's society and being able to attend a physical meeting that involves traveling to and from another location can determine whether a person chooses to join the board. If, on the other hand, there is a possibility to meet digitally, potential board members are more likely to balance their work and private life. It is important that the Board offers a user-friendly and flexible service for video meetings that is suitable for everyone, regardless of their IT skills.
   
5. Physical coffee, lunch or dinner with the entire board
   To achieve good cooperation and maintain cohesion within the organization, especially within the board that sets the whole tone, a physical coffee, lunch or dinner is recommended to brainstorm ideas or talk about other than board work.

Advantages of hybrid work

Research, suntarbetsliv, shows that there are several benefits of remote and hybrid working as long as the right conditions are offered. Here we present some benefits:

• Easier to balance work and private life 
• Increased productivity
• Better focus at work
• Half an hour more sleep per working day
• Better opportunities for continuous learning
• Developing self-leadership
• Saving time

Hybrid working with the Board Portal

Here we present tips on how to achieve good hybrid working within the board using the Board Portal.

• Assign tasks within the board using the Projects feature. Set up timeframes, add attachments, follow up with comments and send out automatic reminders for deadlines.
• Enable the Board to access documents and sign minutes remotely using the Documents and E-signature features. 
• Assign responsibilities by putting people in charge of contracts such as bank loans, insurance and electricity. Make sure that each responsible person receives an automatic reminder when it is time to act on a contract.
• Enable board members to participate in board meetings remotely using the Video Meetings feature. Video meetings also allow you to chat, send reactions and share screens.
• Make it easier for the minute taker through the Meetings function. Here you can prepare meetings, write the agenda, send out notices with meeting attachments and write minutes based on the agenda. It is also possible to retrieve items from previous meetings and save previous meetings as a template.
• Ensure that all board members have access to an annual calendar and important dates remotely using the board calendar. It is also easy to link it to a private calendar and automatic reminders are sent out via email and SMS before an activity.