Not all leaders are worth following; some lead with authority; others lead with influence. The main difference isn't in where they sit in the organization.
It's how they build trust, communicate with intention, and keep their teams connected, even when they're not working in the same place.
As John Maxwell once said, "People buy into the leader before they buy into the vision." This is especially true in a hybrid setup. With teams working both in the office and from home, leaders need to be more intentional in how they lead, communicate, align expectations, and create a sense of connection regardless of where people are working.
In this article, I'd like to share the four pillars I follow - and have worked for me - in leading hybrid team.
Every successful hybrid team starts with a clear structure. When people know their role, who they report to, and what's expected of them, it's much easier to stay aligned and work together effectively.
Without that clarity, responsibilities can overlap, communication can become confusing, and accountability can suffer. From my experience, building that structure starts long before an employee joins the team.
Below are some of the things we usually do:
We don't wait until onboarding to discuss expectations. We start during the recruitment process and continue reinforcing them throughout an employee's journey.
This includes:
Clearly defining roles and responsibilities.
Explaining reporting lines, from Junior Associates to Team Leaders and Managers.
Discussing service level agreements (SLAs) and team expectations.
Reinforcing these through onboarding, one-on-one meetings, and regular performance check-ins.
By doing this early on, everyone understands where they fit within the team and what they're accountable for from day one.
No team stays the same forever. As the organization grows, priorities shift and workloads change; leaders need to ensure the team adapts together instead of navigating changes on their own. This is why communication becomes just as important as the structure itself. This is why we hold regular team meetings and one-on-one conversations to:
Share business updates and changing priorities.
Review workloads and team capacity.
Address challenges before they become bigger issues.
Provide guidance and support where it's needed.
Before redistributing work, we also consider several factors:
Current workload and capacity.
individual skills and strengths.
Business priorities.
Areas where additional support may be needed.
Most importantly, we make sure any changes in responsibilities are communicated clearly so everyone stays aligned.
One of the biggest adjustments we made after moving to a hybrid setup was becoming more intentional about staying connected.
To support our team better, we always make sure to do:
Regular team meetings.
One-on-one check-ins.
Onsite team activities.
Clearer feedback and decision-making processes.
Well-defined escalation paths for both the team and our clients.
These changes helped create more visibility, improve collaboration, and ensure everyone knew where to go for guidance when challenges arise.
If there's one thing I've learned about leading a hybrid team, it's that communication is one of the biggest factors in keeping everyone aligned.
On top of that, it comes down to four simple principles that I believe every hybrid leader should follow:
Clarity – Be clear about expectations, priorities, and responsibilities, so everyone knows what's expected of them.
Consistency – Communicate regularly to keep the team informed and aligned, especially when priorities change.
Accessibility – Make yourself available. Sometimes, people simply need someone they can approach for guidance or support.
Listening – Communication isn't just about speaking. It's also about taking the time to listen, understand concerns, and encourage open conversations.
These principles have helped us build an environment where people feel informed, supported, and connected, regardless of where they're working.
With these principles in mind, here are a few practical ways to strengthen communication within a hybrid team:
Another thing I've learned is that not every conversation should happen the same way. Choosing the right communication channel makes it easier for everyone to stay informed without creating unnecessary noise.
Here's how we typically communicate as a team:
Microsoft Teams for quick updates and day-to-day coordination.
Team meetings and calls for discussions that require alignment, coaching, problem-solving, or decision-making.
Email for formal communication, documentation, and important announcements.
The goal is to keep communication simple, effective, and easy for everyone to follow.
One of the biggest misconceptions about hybrid leadership is that check-ins need to happen only when there's a problem.
In reality, consistent communication helps prevent problems from happening in the first place. That's why as much as possible, we maintain a strong presence on Microsoft Teams and are available daily to support the team. In addition, I also do:
Regular team meetings to discuss priorities and share updates
One-on-one check-ins to provide coaching and address challenges
Additional discussions whenever business needs or priorities change
Communication isn't only about tasks, deadlines, or project updates. That’s why within my team; I intentionally create space for conversations that aren't strictly work-related during our regular meetings. And whenever, we hold our quarterly onsite engagement activities, we also take the opportunity to:
Celebrate milestones
Welcome new hires
Participate in team-building activities that strengthen our culture, foster collaboration, and promote a strong sense of connection, engagement, and belonging.
These moments may seem small, but they go a long way in strengthening relationships and building a culture where people genuinely enjoy working together.
One of the biggest misconceptions about hybrid work is that people need to be closely monitored to stay productive. From my experience, that's rarely the case.
Here's how we help our team stay accountable while working in a hybrid setup.
Accountability isn't about watching every task. It's about creating clarity and ownership from the very beginning. Before an employee begins, we make sure they clearly know:
What needs to be delivered.
When it's due.
How performance will be measured, including the KPIs or outcomes expected.
Once those expectations are clear, I give my team the space to manage their own work. Rather than monitoring every task, I focus on the outcomes they deliver while remaining available whenever they need support.
I've found that this approach encourages ownership and helps people become more confident in managing their responsibilities.
Giving people autonomy doesn't mean stepping away completely. Regular check-ins allow us to stay aligned, discuss progress, remove roadblocks, and provide support before small issues become bigger challenges.
These conversations also give team members the opportunity to:
Share updates on their work
Raise concerns or ask for guidance
Discuss priorities and workload
Identify challenges that may affect delivery
Even with clear expectations and regular check-ins, there will be times when a team member falls behind or encounters challenges. When that happens, I believe it's important to focus on the situation, not the person.
Rather than making assumptions or immediately attributing the issue to a lack of effort, I take the time to understand what's contributing to the gap. It could be:
Workload pressures
Unclear expectations
Skill development needs
Personal challenges
Competing priorities
The first step is always an open and honest conversation. From there, we work together to:
Identify the root cause of the challenge
Agree on a practical action plan
Determine what support or resources may be needed
Set clear follow-up points to review progress and provide ongoing guidance
My goal isn't simply to solve the immediate issue. It's to help the individual succeed while preserving trust, maintaining motivation, and reinforcing accountability. I've found that people are more willing to take ownership of their work when they know their leader is committed to supporting them, not just evaluating them.
From my point of view, culture isn't just built during company events or team building activities alone. It's built through small, everyday actions that shape how people work together.
As leaders, we have a responsibility to set that example every day because our teams often mirror the behaviors they see from us.
For me, that means leading with:
Accountability.
Respect.
Transparency.
Consistency.
Empathy.
I also believe it's important to be visible, approachable, and available to the team. When people know they can ask questions, share ideas, or raise concerns openly, it creates an environment where they feel safe to speak up and contribute.
Given the size of my team and our current work setup, I make a conscious effort to stay connected with everyone beyond work-related discussions. These include:
Checking in on how everyone is doing
Sharing words of encouragement and lessons learned in our team chat
Creating space for people to talk about personal challenges when they're comfortable doing so
Having informal conversations during the workday
Spending time together over occasional lunches, dinners, and team activities
One of the biggest lessons I've learned from leading hybrid teams is that, as a leader, you really have to be more intentional and proactive in checking in with your team, making sure expectations are clear, and ensuring everyone is working at the same pace, even when you're not in the same location.
I've also learned that trust and accountability go hand in hand. Giving people the autonomy to do their work doesn't mean stepping away as a leader. It means trusting them to take ownership while making sure they have the support, guidance, and direction they need to succeed.
If you are a leader managing a team in a hybrid work setup, here are a few pieces of advice based on my experience:
Trust is built through your everyday actions, not just the big decisions you make.
Your team should know they can rely on what you say and what you do.
Take time to get to know them, understand their challenges, and make sure they feel heard and supported.
When everyone understands what's expected of them, it's easier to create alignment and accountability across the team.
Well-defined processes, clear systems, and the right support help teams work more effectively, especially in a hybrid environment.
People don't just follow a process or a workplace. They follow leaders who are intentional in how they lead because at the end of the day, structure, communication, accountability, and culture are what turn a group of individuals into a high-performing hybrid team.
Building a successful hybrid team takes more than the right technology. It requires a clear structure, consistent communication, shared accountability, and a culture where people can do their best work.
At D&V Philippines, we've spent more than a decade helping businesses across the globe delivering specialized finance and accounting services.
Whether you’re expanding your team or transitioning to a more flexible setup, we’ve got the talent, tools, and expertise to support you every step of the way. Schedule a free consultation with us today.
You can also visit our website to find out what our clients say about us and download our latest case study, How a UK Medical Accountancy Firm Bridges Capacity Gap Through Outsourcing to learn how we helped a UK medical accountancy firm overcome capacity challenges, scale its team, and maintain the quality of its services through outsourcing.
This article has been written in collaboration with Angelica Garcia, a content specialist at D&V Philippines.