Managing Hybrid Teams: Doing Things The Right Way

Prologue

While working on complex projects for bigger clients, there will be times when a team will be formed consisting of members who are working onsite or remotely, or from different companies, or, well, both. There are different reasons as to why that would happen, whether one of the companies working for the client doesn’t have the required resources, higher rates for particular roles, or experience and expertise. All this means is that the possibility of managing hybrid teams is almost a certainty.

No matter the reason, you as a project manager, scrum master or whatever the role is called, need to make the team function as any other team.

In this blog, I’ll discuss what you should watch for, what to remind yourself about and also share my experience, as I have worked on several projects within hybrid teams, as well as working with other hybrid teams.

“What’s a Hybrid Team, Anyway?”

As mentioned in the introduction, a hybrid team is a team consisting of members from different contractors, different places of work (onsite and remote) and from different countries and cultures.

Hybrid teams are usually formed to diversify skills, optimise costs, or because the deadlines are tight and one of the contractors lacks a required role (or multiple of them), so a different contractor has to cover it.

Even though these teams offer different perspectives, experience and flexibility, forming them creates challenges like communication gaps, cultural and time zone differences.

Recognising and managing hybrid teams is the first step towards building a team that collaborates well, no matter the distance and differences.

Juggling the Hybrid Team Challenges

From my experience, the biggest challenge in hybrid teams is communication. Working with different contractors and cultures can be tricky, so it’s crucial to establish simple, inclusive communication that is clear, concise, and free of double meanings.

Another common hurdle is bridging the gap between contractors, as members from different companies might hesitate to share information due to confidentiality concerns. Tackle this by creating an inclusive culture and reminding everyone that the team is working toward a shared goal, where, without working together as a real team, no one benefits and nothing will get accomplished.

Time zones are another challenge I’ve faced personally. They are one of the most frustrating yet simplest obstacles to manage. While you can’t control time, you can manage its impact. Raising awareness of each team member’s time zone, as well as those of the closely connected team, helps avoid miscommunication.

It also prevents frustration when someone doesn’t reply at 4 in the morning their local time, and makes it easier to schedule meetings or ceremonies when everyone can actually attend.

Making Communication Work in Hybrid Teams

It’s easy to assume everyone is on the same page – until they’re not. In hybrid teams, even small communication gaps can snowball into delays or confusion. That’s why it’s worth over-communicating rather than under-communicating. I’ve found that the following helps a lot:

• Daily stand-ups or async check-ins, depending on time zones.


• Clear documentation in shared spaces like Confluence, Notion, or Google Docs.


• Always write things down, especially decisions made in meetings.


• Video calls for sensitive topics – the tone often gets lost in chat.

You don’t need fancy tools, just clarity and consistency. Slack, or any other messaging app, helps a ton on this. Even sending short, but clear, messages on what you are doing or what you need, helps forming a consistent and open communication.

Forming Culture the Right Way

Creating a sense of belonging in hybrid teams takes effort, but it’s worth it (trust me on this one). People don’t need to meet in person to feel like they’re part of a team. A sense of closeness and being able to rely on each other is what will make the team work better. Here’s what’s worked for me:

• Celebrate small victories – quick shoutouts in the chat, emotes, or even a “great job, mate!” in a call.


• Create informal moments – a shared playlist, memes, or “coffee chat” channels help more than you’d think.


• Be inclusive by default – assume not everyone knows each other’s work habits, context, or even language fluency.

When people feel seen and safe to speak up, they’ll contribute more, whether they’re onsite or on another continent.

Collaboration Without Borders

Hybrid collaboration isn’t just about tools – it’s about the mindset. It’s easy to fall into “us vs. them” thinking when contractors or locations are split. To solve this, encourage shared ownership early and as often as you can. Some practical ways:

• Mix and match team members from different companies – this way they will “forget” about their employer and make them truly work as the project team.


• Use visual collaborative tools like Miro or Figma – people are visual creatures, and by using visual tools, you not only improve collaboration but also make the communication clearer and effective.


• Clarify responsibilities – different companies have different responsibilities for different roles (I’ve noticed this especially for the scrum master and business analyst roles), so make sure to define what everyone is really expected to do.

When everyone’s clear on what they’re doing and why, the collaboration feels natural, not forced.

Final Thoughts

Managing hybrid teams may come with its own set of challenges, but it also offers incredible opportunities for growth and collaboration. By fostering open communication, building a strong team culture, and embracing a collaborative mindset, you can help your hybrid team thrive. It’s all about ensuring that everyone feels included, aligned, and valued, no matter where they’re located.

With the right approach, your hybrid team can turn challenges into strengths, creating an environment where innovation and productivity flourish. And that is when the real magic happens.