A strong hybrid work culture is built through small, intentional actions, not grand gestures. For distributed teams, creating meaningful connections between remote and in-office employees can feel hard, but frequent micro moments of appreciation and connection make it achievable.
In a conversation published in June 2024, I sat down with Michelle Hartley, Managing Director of People Sorted. Michelle is an HR expert who has helped hybrid companies in many sectors connect their people and build a resilient company culture. In our conversation, she shared practical tips that HR managers can use to support their teams. Below are her key ideas and nine micro moments you can put into practice.
What are micro moments?
Micro moments are small, frequent displays of appreciation and connection that make employees feel acknowledged and part of the company. Michelle Hartley uses the term for simple gestures, such as a thank-you note or an open slot in a meeting, that build a positive, inclusive team culture over time.
One of Michelle’s key recommendations is to look past grand gestures, like company away days, as the main way to bring people together. The best leaders show appreciation and build connection in small ways, often. Those moments add up to a sense of belonging.
Why do micro moments matter for hybrid work culture?
In hybrid work, people spend less time in the same place, so the casual moments that once built culture happen less often. Micro moments recreate them on purpose. Because they are small, managers can repeat them every week, for remote and in-office employees alike, without a big budget or event.
Hybrid work culture is the shared set of habits, values and relationships of a team that splits its time between the office and remote locations. It depends on consistent, everyday behavior more than on occasional events. For more on this, see the guide to bringing teams together and our conversation on creating moments that matter.
What are nine micro moments that build team culture?
The nine micro moments below range from how you run meetings to how you recognize and support people. They are half agendas, unstructured time, thank-you notes, social media shoutouts, surprise deliveries, virtual celebrations, digital badges, professional development and mental health support. Each one is small enough to start this week.
1. Half agendas
Half agendas leave part of a meeting open on purpose. Traditional meetings often have packed agendas, with little room for spontaneous discussion. By leaving half of the agenda open, you create space for creativity, brainstorming and issues nobody planned for. Meetings become more engaging, and team members feel empowered to share ideas and be heard.
Picture a product development meeting where the first half covers updates and the second half is open for new ideas or current challenges. That flexibility can lead to livelier, more productive discussion and a stronger sense of shared ownership.
2. Unstructured time
In a remote or hybrid setting, unstructured time gives team members a chance to connect on a personal level. Unlike structured meetings, it allows the spontaneous conversations that happen in an office break room.
Encourage your team to schedule virtual coffee breaks or water cooler chats with no set agenda. These informal gatherings build relationships, reduce feelings of isolation and create camaraderie. A 15-minute virtual coffee chat once a week, for example, gives people a break and a relaxed chance to catch up.
3. Thank-you notes
Never underestimate a simple postcard or thank-you note. In a digital age, a physical note is a welcome surprise and a tangible sign that someone appreciates you. Personalized notes that thank team members for hard work or achievements, or simply say thank you, can make a real impact.
A manager might send a handwritten note to someone who went above and beyond on a project. The gesture boosts morale, reinforces positive behavior and shows you value their contribution.
4. Social media shoutouts
Social media shoutouts recognize your team’s achievements in public. Highlighting individual or team successes on company social channels acknowledges the work and shows your culture to a wider audience.
For example, you might post a LinkedIn shoutout for a team that finished a major project ahead of schedule. Public recognition lifts morale, strengthens your company’s reputation and encourages others to aim high.
5. Surprise deliveries
Sending unexpected gifts to team members’ homes creates excitement and shows appreciation. A delivery can be anything from a box of gourmet cookies to a personalized gift that reflects their interests.
A wellness kit with a scented candle, herbal tea and a stress ball, for instance, shows you care about people’s well-being. Thoughtful gestures like this build team spirit and show employees they are valued.
6. Virtual celebrations
Celebrating milestones and achievements is essential to a positive team culture, and virtual celebrations can work as well as in-person ones when done right. Birthdays, work anniversaries and project completions are all worth marking.
Host a virtual party with trivia games, a virtual happy hour or a themed dress-up day. For a team member’s birthday, you could send a digital card signed by the whole team and have a cake delivered to their door. Celebrations like these create memorable moments and a sense of community.
7. Digital badges
Digital badges recognize and reward employees for their achievements. They can be displayed on internal communication platforms or on professional networks like LinkedIn, as a visible acknowledgment of skills, accomplishments and contributions.
Awarding a “Project Management Pro” badge to someone who led a challenging project can boost their confidence and encourage others to aim for the same. Badges also motivate continuous learning and development.
8. Professional development
Investing in professional development shows your team that you care about their growth and future. Training, conferences and online courses build skills and improve career prospects.
Consider a professional development fund that employees can use for courses or certifications relevant to their roles. A marketing professional might use it for an advanced digital marketing course. Supporting growth improves individual performance and contributes to the success of the whole team.
9. Mental health support
Supporting mental health is essential, especially in hybrid work, where stress and isolation can be common. Mental health support can make a real difference to people’s well-being and productivity.
Provide access to counseling services, mental health days and stress management workshops. A monthly webinar on mindfulness and stress reduction, for example, can help people manage their mental health. Showing empathy and understanding creates a supportive, caring work environment.
How do micro moments fit with in-person team days?
Micro moments work best alongside regular in-person team days. The small gestures keep connection going between office days. The team days give people time together in the same place. Together they build a positive, inclusive culture and a sense of belonging.
It is the small, consistent actions that build a strong and resilient team culture, so start with one or two of these micro moments and add more over time. Then balance them with regular team days in the office. With Kadence, teams can reserve days and spaces to come in together, and workplace events help plan the moments worth showing up for. In June 2024, Kadence’s Smart Suggestions tool also showed employees when colleagues were going into the office, so they could book a desk nearby. Explore people coordination or find out more about what Kadence can do for your team.
Frequently asked questions
What is a micro moment in team culture?
A micro moment is a small, frequent act of appreciation or connection, such as a thank-you note, a shoutout or an open slot in a meeting agenda. Repeated often, these moments make employees feel acknowledged and part of the company.
How do you build team culture in a hybrid workplace?
Combine small, regular gestures with occasional in-person time. Recognize people’s work, create unstructured time to connect, support growth and mental health, and bring teams together in the office on planned days.
Are grand gestures like away days still worth doing?
They can help, but Michelle Hartley recommends looking past grand gestures as the main way to bring people together. Small, frequent moments of appreciation and connection do more to build a sense of belonging day to day.
How can managers recognize remote employees?
Send handwritten thank-you notes or surprise deliveries to their homes, give public shoutouts on company social channels, award digital badges, and host virtual celebrations for birthdays, work anniversaries and project milestones.
