A Guide to Hybrid Communications: Engage Your Workforce

In today’s interconnected world, where digital experiences seamlessly blend with our physical lives, the concept of “hybrid communications” has become more relevant than ever for organizations navigating the new normal of a hybrid workforce. With some employees in the office and others working remotely, the challenge lies in fostering a unified culture, reinforcing policies, motivating individuals and ensuring everyone feels connected, regardless of their location.

Gallup says that only 21% of US workers work entirely on site today, while 28% are exclusively remote. The remaining 51% are doing some sort of hybrid work. This isn’t a fleeting trend; it’s a fundamental shift in how we work and communicate, demanding a comprehensive and thoughtful approach to internal communications.

Clear communication is the backbone of a successful hybrid workplace. In this article, you’ll get practical strategies and content tips to improve messaging across your hybrid workforce, so everyone stays informed, engaged and included no matter where they work. Although many of the examples are ideal for digital signage systems, this advice can be adapted to fit any hybrid workforce communications plan.

The Evolving Landscape of Work and Communications

Even before the COVID-19 pandemic, the trend towards remote work was steadily gaining momentum. The percentage of workers telecommuting at least once a week had grown significantly, with millions already working remotely part-time or full-time. This wasn’t just a niche preference; a large number of employees expressed a desire for some form of remote work, with many even willing to take a pay cut for the flexibility and improved work-life balance it offered. The events of 2020 dramatically accelerated this shift, transforming the US into a work-from-home economy almost overnight.

This isn’t merely about adapting to a new environment; it’s about embracing a significant societal and economic transformation. Remote work has proven crucial in maintaining economic stability and enabling businesses to continue operating. While some industries, like retail or manufacturing, may seem less amenable to remote work, even they are seeing shifts, with increased adoption of virtual work for non-essential staff. For office environments, the change is profound and pervasive. The desire for remote work is now deeply ingrained, with employees recognizing the tangible benefits, from saving on commuting and daycare costs to experiencing greater productivity and job satisfaction.

The benefits of hybrid work extend to organizations as well. Remote employees often report higher productivity and fewer distractions than their in-office counterparts. Companies also save significant amounts on operational costs per remote employee with reduced real estate and facility maintenance costs. The traditional belief that the office is the sole hub for productivity has been disproven. Instead, the focus has shifted to outcomes, KPIs and employee wellbeing, rather than simply tracking hours spent in an office chair or at a workstation.

Looking ahead, the hybrid model is here to stay, with a substantial portion of the workforce expected to work remotely at least part-time. This monumental shift, arguably one of the greatest in work habits in over a century, will continue to ripple through society in various ways, from influencing residential patterns to alleviating traffic congestion. The future job market is increasingly labor led, with flexibility and remote work options becoming as expected as benefits like healthcare once were. It’s not a new concept; it’s an expanded and entrenched reality.

The Evolution of Internal Communications

Internal communications have undergone a significant transformation in this new normal. Once often an afterthought, employee relations have been elevated to a strategic imperative. The rapid move to a hybrid workforce has thrust communication professionals into the spotlight, granting them a much-deserved seat at the executive table and the necessary budgets for staff, technology and training. This increased visibility, however, also comes with heightened accountability.

Crucially, internal communication teams are now collaborating not just with executives, but also with IT, HR and front-line managers. This newfound synergy recognizes that all these departments target the same audiences, and their messages can be blended, overlapped and reinforced for maximum impact. The result is a more coordinated, prioritized and planned approach to messaging campaigns and calendars, benefiting employees who once received disparate, sometimes conflicting, communications. This ensures employee engagement and experience are deeply embedded in all facets of the business.

Prioritizing Employee Experience in a Hybrid World

At the heart of effective hybrid communications is a relentless focus on the employee experience. This encompasses the entire journey an employee has with an organization, from onboarding through retirement, touching upon their workplace environment, relationships and overall wellbeing. While HR has championed this for years, communication teams are now taking a leading role in shaping this experience, particularly in the increasingly remote and digital hybrid workplace.

A positive employee experience in a hybrid setting demands constant care. It’s as much about cultivating a vibrant culture as it is about managing day-to-day tasks. It needs to be organic and holistic, and permeate every interaction and communication. Effective internal communication ensures that everyone, whether in the office or working remotely, can fully participate, develop and succeed.

Internal comms can enhance the employee experience using digital signs with simple but effective messages that nurture a culture of support and recognition. This means more than simply publishing informational messages and embracing content that nurtures inclusion and connection. Welcome messages, milestones (anniversaries, birthdays), recognition for hitting or exceeding targets; all of these make people feel included and part of the team. Content that reinforces things like work-life balance, health tips and professional development lets employees know that the organization cares about their wellbeing. All of this adds to a more positive employee experience.

Omni-channel Opportunities for Seamless Communication

Omni-channel employee communications, also known as multi-channel communications, aims to deliver consistent experiences across all communication platforms. This means maintaining dependable messaging, whether it’s through face-to-face meetings, town halls, videoconferences, email, business communication platforms, intranets, social media, printed posters or digital signs.

The key is to move beyond a traditional “push” model and leverage every available communication channel to encourage virtual engagement and interaction. Given the pervasive use of mobile devices in the workplace, interactive content that allows employees to click, comment and share will naturally garner more participation. And with less direct side-by-side (or face-to-face) interaction, easy and accessible feedback systems become even more critical. Organizations need to choose the right collaboration tools, equipping their remote workforce with hardware and VPNs, and essential training, policies and guidance for effectiveness in the hybrid environment.

A major challenge for communicators is balancing engagement with workload. The trick is to discern what works best where and then streamline workflows. Visual communications are particularly powerful here. A well-designed visual for an event, for example, can be repurposed across digital signs, social media, intranets, websites, chat platforms, and even emails and PowerPoint presentations. With the right content management system, you can schedule content across multiple channels from a single interface.

Ultimately, the goal is to define campaign objectives, create versatile assets that can be reused, and direct everyone on those channels with a single, measurable call to action. This could be a button click on a registration form, a QR code for a download or a URL to a webpage with more information. Even if a message needs slight tailoring for different channels, the core message remains consistent, inspiring the same desired behavior and offering the audience a choice of how they want to interact.

Surprisingly, effective omni-channel engagement can even lead to more interaction among employees than when everyone is physically in the office, partly because remote employees may crave that feeling of inclusion, and virtual interactions can provide a comfortable space for less extroverted individuals.

Rethinking “Local” and Tailoring Content

While terms like “virtual engagement” and “remote workforce” are used when discussing all this, the underlying concept is digital communication, which has been a priority since the advent of websites and mobile devices. The difference now is the expanded and continually growing audience for these digital communications.

Localization, the practice of tailoring messaging to a specific audience through content, imagery, language and tone, becomes even more critical with a geographically dispersed remote workforce. This means getting more granular with your channels and ensuring content is relevant and engaging for specific groups.

The good news is that tools like digital signage and enterprise messaging apps allow for extensive audience segmentation. You can send different messages or campaigns to selected screens, webpages or Teams groups, targeting only those who care about that particular content. For instance, everyone in the Memphis office doesn’t need to know the weather forecast for the Seattle branch.

Facility information is also key. Everyone needs to see today’s meeting schedule for their team, and employees might want a list of who’s working in-office and who’s remote on any given day. With increased office hoteling, tracking the current number of people in a facility and sharing check-in procedures may become necessary. A workplace wayfinding solution that’s distributed on the cloud, the intranet and on digital signs enables people to find what they’re looking for or who they might want to sit near. Integrating it all with space booking solutions makes everything seamless and saves people time and effort.

The Power of Digital Signage for Hybrid Communications

Visual communication is inherently tied to digital channels and is becoming increasingly vital. People are naturally drawn to and engage more with visuals than with text. Intranets, messaging apps and digital signage networks are designed with visual content in mind, meaning internal communications will increasingly focus on delivering attention-grabbing photos, data visualizations and videos. Audio content like internal podcasts is also growing in popularity.

Given that YouTube is the second most popular search engine globally, video content is more relevant than ever. Most employees have cameras in their pockets, and audiences are comfortable with, and even receptive to, lower production values. In fact, many find informal videos more personal and trustworthy.

Every message you’re considering should be evaluated to see if it can be presented visually rather than solely through text. If lengthy copy is necessary, create a visual hook or eye-catching headline and provide a QR code that links to the full text. Even better, tell a story through a staggered campaign, releasing visual elements over time.

Digital signage has one foot in the digital world and one in the real one, making it an ideal communications medium for hybrid audiences. The messages may be digital, but the displays exist in your physical space, constantly interacting with your in-office audience. Using web publishers in content management systems lets you turn any internet-connected screen into a digital sign, whether it’s on a wall at headquarters, on a remote worker’s at-home desk or in a traveling employee’s pocket. This also saves creative and communications teams time since they can create content that can be shown on in-house displays and published across hybrid platforms.

Boosting Engagement and Creating Connection

You can use digital signage to encourage desired behaviors and offer more than just information – you can provide memorable experiences. Harmonious, synchronized communications keep everyone on the same page and help build community and unity among those inside and outside the office.

Here are some concrete ways to utilize digital signage to foster engagement and build community within a hybrid workforce:

Metrics for Change: Real-time data displayed on digital signs and internal channels can influence behavior. KPIs can show progress toward key objectives. Fundraising efforts can be visualized with a graphic filling up toward a goal. Energy dashboards, for instance, showing current usage against a target, encourage people to conserve energy. This applies to utilities, recycling initiatives and even team-based competitions, where gamification with attractive prizes can almost guarantee the desired results. Any data can be turned into a graphic that will be instantly recognizable and more relatable than a list of statistics. Publishing metrics and key performance indicators (KPIs) ensures employees understand goals and progress, adding weight to communications and promoting transparency.
Hosted Events: Host an online event. This could be a social meetup, a team-building exercise, an online game or a free lunch. These gatherings allow employees to interact with each other in a relaxed atmosphere, breaking stale routines. The more interactive the event, the more memorable it will be. Consider tailoring events to specific interests within your organization. If many employees are foodies, host a cooking demonstration and encourage participants to cook their own dishes to share with the team. Digital signage can advertise the event, list ingredients and showcase the expert’s creation. After the event, post about it on social media and digital signs to create buzz for future gatherings.
Cross-Pollination of Channels: Use digital signage to drive traffic to your social media or intranet, and vice versa. Analyze your employees’ interests to inform campaigns and encourage comments on intranet and social posts. To increase social media engagement, advertise your social pages across platforms and include social feeds on digital signs. You can even gamify this by offering prizes for reaching a certain number of new “likes” within a specific timeframe. Similarly, to increase in-office traffic, advertise special content available only on your in-house digital screens, like contest available to those working in the office on a particular date. This also works in reverse – a message on your digital signs can direct people to exclusive content on your social media or intranet.
The Pleasure of the Unexpected: People love surprises. Think of ways to surprise and delight your audience. Scavenger hunts are an excellent option. If you want to encourage in-office presence, hold the hunt there, with clues and hints on your digital signs. To make it more inclusive, invite everyone to hunt for answers on your website, intranet or HR portal. This lets at-home workers participate and can educate people about important information you want them to digest. After the event, show those “treasures” in visual messages distributed on in-office screens and messaging apps for people at home.
User-Generated Content: Empowering employees to contribute content transforms them from passive viewers into active participants, boosting engagement through visibility and recognition. Whether it’s team photos, kudos, milestone celebrations or funny memes, user-generated content reflects the personality and diversity of your workforce, reinforcing a sense of belonging and community. It also brings authenticity and variety to internal communications, making messages more dynamic and relatable. By encouraging departments to share updates and using moderation tools built into most content management systems, organizations can curate meaningful contributions while staying aligned with brand and messaging goals.

15 Critical Aspects of Modern Hybrid Communications

Beyond engagement and connection, several other factors are crucial for successful hybrid communications. Use these tips to create better content, context and connection across all your communication platforms:

Concise and Frequent Communication: Communicate more succinctly but more often. Shorter messages and videos can adopt a more informal tone, mimicking face-to-face interactions. Deliver communications regularly but avoid overwhelming recipients with too much at one time.
Clear Goals and Context: Ensure goals are clearly defined, especially for employees who may not have regular targets. This provides clarity and a sense of accomplishment, and helps remote workers understand what’s expected. Always provide context and reasoning for workflows, instructions or goals. Transparency builds trust and makes employees feel more in control and connected.
Keeping in Touch and Informal Interactions: With less direct physical interaction, digital communications will naturally increase, with more virtual calls and chats. This can lead to more frequent, shorter and more informal interactions between remote workers. This informal communication should be encouraged, as it mimics the spontaneity of in-office interactions and fosters a sense of camaraderie, which is vital for connected employees. Organizations need to foster this type of communication and allow room for virtual hangouts, lunches and conversations. Managers need to be educated on the benefits and discouraged from hanging on to old-fashioned mindsets that center on formal meetings and rigid schedules.
Personalization and Choice: While companies may want to dictate specific technologies, a multi-platform, omni-channel approach is more effective. Just as you wouldn’t force a TikTok user to use Facebook, employees will engage more deeply if they can use their preferred platforms. The same message can be replicated across digital signage, intranet posts and team chats, allowing employees to find the information they need on the platform they prefer. Streamlining workflows and using centralized content management tools will make this seamless for content creators and managers. Recognizing that each organization, department and individual may have different preferences means moving away from a one-size-fits-all approach to management and communications. There can be a unified corporate culture, but it must cater to individual needs and preferences to attract, engage and satisfy employees.
Fostering Social Connections: The biggest thing remote workers miss is social interaction. Therefore, it’s crucial to create opportunities for socializing both inside and outside of work. Build in time for general conversation at the beginning or end of virtual meetings, encouraging people to use their cameras to foster a more personal connection. At least once a month, organize non-work-focused virtual “get-togethers” like trivia or bingo, keeping them short, informal and voluntary. These are opportunities for social interaction, not requirements.
The Power of Video and Frequent Check-ins: Move away from conference calls and embrace videoconferencing for all meetings. Requiring cameras is psychologically beneficial, fostering a stronger sense of connection. Encourage appropriate attire to help employees psychologically distinguish between work and home life. Consider more frequent, shorter meetings, such as daily 10-minute team check-ins, to maintain a sense of togetherness and ensure everyone has a voice. Hold regular town hall meetings to provide transparency and valuable insights, which builds trust. This also offers a chance to get feedback on the remote work experience and solicit ideas for improvement.
Playing Together and Gamification: Organize optional, non-work-related virtual events, such as online costume contests or holiday parties. Find out what your team is interested in and tailor activities accordingly. If many employees are dog owners, consider a virtual “PoochFest” where they can show off their pets on camera. Encourage employees to volunteer to lead fun activities. Gamify these events with prizes or points to boost participation and be sure to post winners across your communication channels to further recognition. Since there’s often no overhead for online social events, you can host more of them than physical gatherings.
Leveraging the Intranet: Make your intranet or online portal a truly social gathering place. Enable interactive features like comments and polls. Encourage employees to set the intranet as their browser homepage. Post frequently and embed digital signage playlists for continuity. Consider allowing employee-generated posts (with approval). Mix business updates with remote work tips, ranging from equipment advice to stress-reduction strategies. Inject fun content like music playlists, videos, amusing pictures, trivia and surveys. Personalize content by asking about favorite foods, dream vacations or current media consumption. Encourage employees to submit pictures of their home offices so their teammates can see where they work. Intranets provide a comfortable space for shy individuals to contribute, potentially leading to more interaction than in face-to-face environments.
Democratized Communications: The era of top-down communication is fading. Employees expect their workplace communication to mirror their personal communication styles. Incorporate features like commenting, emojis, message boards and chat into your digital channels to keep employees engaged and satisfied. While centralized communications from headquarters will always exist, more content will be sourced from employees. Lateral communications between peers will also gain importance in the hybrid workplace, providing connection and empowerment for remote workers. Encourage employees to contribute directly or submit media for distribution. Make sure to establish clear policies and feedback mechanisms for content contributions.
Employee Recognition: With less physical proximity, prioritizing employee recognition is vital. Internal communication teams need to build processes and plans for recognition into digital channels. This includes peer-to-peer recognition funnels and a calendar for simple celebrations like anniversaries and birthdays. Recognition should occur at both macro and micro levels, with meaningful feedback from managers and public recognition among peers. This fosters a sense of connection and appreciation. Always consider the employee’s preferred communication channel for recognition.
Encouraging Growth: In addition to wanting feedback on their current performance, most workers desire professional growth. Offer training and skills acquisition packages to keep them engaged and evolving. Support certification tracks and continuing education for skills related to their current job and future prospects. To encourage personal growth outside the workplace, recognize community participation and volunteer efforts. Congratulate achievements both inside and outside the workplace to provide a more well-rounded employee experience.
Wellbeing Takes Center Stage: Both physical and mental wellbeing have been highlighted by the shift to hybrid work. Studies show that stressed employees underperform, and burnout is prevalent among those working full-time from home. Effective messaging that keeps employees informed, educated, updated and engaged is crucial for their wellbeing. Promote wellness tips and resources, demonstrating the organization’s commitment to employee health and work-life balance. Mixing content to support both business objectives and employee wellbeing shows empathy and can provide practical solutions.
Diversity, Equity, and Inclusion: Modern employees expect transparency and activism from their employers, particularly regarding social issues. At a minimum, they expect a workplace culture of respect and inclusion. Internal communicators must explore how their strategies can address these issues, advertising the organization’s values and expectations for employee behavior. In addition, communicators must be diligent to represent all aspects of the workforce in the visuals, languages and tone of their communications. ADA guidelines should also be considered for digital designs and communication portals.
Emphasizing Sustainability: Sustainability is another key concern for the modern workforce. Employees want to understand how their team contributes to the company, and how the company, in turn, impacts the local community and the world. Studies indicate that a strong corporate social responsibility (CSR) policy significantly influences job selection and employee loyalty. Employees, especially Gen Z, prioritize purpose over salary, and expect authenticity from their employers regarding social and environmental impacts. Communication teams need to incorporate sustainability initiatives into their messaging, educating employees on what the organization’s doing and how they can contribute.
Use Data to Improve: Timely collection and analysis of performance data for content and communications are vital for successful employee engagement. Beyond measuring reach (how many messages were sent or received), teams need to measure employee understanding, satisfaction, behavior change and business outcomes. As organizations adopt more digital channels, each needs regular monitoring and measurement for quick strategy adjustments. With increased executive attention and investment in internal communications, those teams are increasingly accountable for demonstrating measurable results in both employee engagement and employee experience.

To Sum Up

Successful hybrid communication is about strategically blending digital and physical touchpoints to create a cohesive and engaging experience for every employee. It requires a commitment to consistency, personalization and transparency, all underpinned by a deep understanding of employee needs and the power of integrated, data-driven communication strategies. By embracing these principles, organizations can foster a strong, connected and productive workforce, regardless of where their employees are working, ensuring that everyone’s work life is productive but also fulfilling.