HR Strategies to overcome Proximity Bias

Do you know the HR strategies to overcome proximity bias in 2024? If you are a remote worker, you may have experienced the feeling of being ignored, underappreciated, or isolated from your co-workers and managers. This is not just a personal perception, but a real phenomenon called “proximity bias”. 

Proximity bias refers to the tendency of leaders to favour employees who are physically closer to them or the office. According to a 2021 report by the Society for Human Resource Management (SHRM), 67% of supervisors overseeing remote workers admitted to believing that remote workers were more replaceable than onsite workers. Additionally, 42% said they sometimes forget about remote workers when assigning tasks.

This bias can create an unfair culture where remote workers are overlooked for promotions and recognition, despite being 15% more productive on average. As an HR professional, it’s important to understand how proximity bias can undermine your workplace and to implement HR strategies to combat proximity bias.

In this article, we will share five actionable strategies to create a fair, inclusive, and productive work environment for both remote and onsite employees.

1. Establish clear and objective criteria for evaluating employees’ work.

One of the major drivers of proximity bias is relying on visibility as a measure of productivity or dedication. When remote workers are less visible to managers, their contributions may be overlooked, leading to unfair evaluations.

To address this, HR professionals must set clear and objective criteria for evaluating employees’ work. These criteria should focus on measurable results, rather than face time. Here are some examples of objective performance metrics:

• Output: Evaluate the quantity and quality of work delivered, such as tasks completed, results achieved, and customer satisfaction.
• Collaboration: Measure the frequency and quality of interactions, teamwork, and contributions to team goals.
• Innovation: Assess the creativity and problem-solving capabilities, such as new ideas or solutions proposed and implemented.

Using these data-driven criteria, you can ensure fair and consistent evaluations for both remote and onsite employees. Implementing these HR strategies to combat proximity bias helps create a workplace culture rooted in merit and inclusivity.

2. Communicate frequently and consistently with remote workers.

Another cause of proximity bias is the lack of communication and interaction with remote workers. In-office workers may have more opportunities to chat with their managers and colleagues, both formally and informally. This can create a sense of rapport, trust, and collaboration. Remote workers, on the other hand, may feel left out, isolated, or forgotten. 

To avoid this, you as a HR professional, should encourage managers and teams to communicate frequently and consistently with remote workers. Some ways to do this are:

• Use Multiple Communication Channels: Incorporate video calls, phone calls, emails, and messaging platforms like NotchHR to stay in touch with remote workers. Use the appropriate channel based on the urgency and nature of the communication.
• Schedule Regular Check-ins: Establish regular one-on-ones and team meetings, ensuring that the timing accommodates different time zones. This prevents remote workers from having to adjust their schedules unfairly.
• Set Transparent Goals and Expectations: Communicate clear goals and provide regular feedback on progress. Recognise the achievements of remote employees and keep them engaged.

Frequent and consistent communication is a crucial part of HR strategies to combat proximity bias. It ensures that remote workers feel included, valued, and supported, leading to better performance and engagement.

3. Provide equal access to learning and development opportunities for remote workers

Proximity bias often results in unequal access to growth and development opportunities for remote employees. Remote workers may struggle to access training, mentoring, or networking programmes that are readily available to onsite staff. This can lead to slower career progression and decreased job satisfaction for remote employees.

To overcome this, HR managers should ensure equal opportunities for development by doing the following:

To address these issues, you can:

• Create Personalised Development Plans: Develop individualised learning and development plans for remote employees based on their strengths, weaknesses, and career goals.
• Promote Participation in Online Programmes: Encourage remote workers to engage in virtual training, mentoring, and coaching. Use platforms like NotchHR to provide easy access to these resources.
• Recognise and Reward Achievements: Celebrate the successes and milestones of remote employees. Provide them with timely feedback and recognition for their contributions.

By providing equal access to learning and development opportunities for remote workers, you can:

• Enhance their performance and productivity. Remote workers can acquire new skills and knowledge that can help them perform better and deliver higher quality work.
• Increase their engagement and satisfaction. Remote workers can feel more valued and appreciated for their work. They can also feel more motivated and inspired to learn and grow.
• Boost their career prospects. Remote workers can demonstrate their potential and readiness for new challenges and opportunities. They can also expand their network and visibility within the organization.

By ensuring remote workers have access to the same learning and development opportunities as their onsite counterparts, you can boost their productivity and engagement. This is an essential part of HR strategies to combat proximity bias.

Create a sense of belonging and inclusion for remote workers

Another way to overcome proximity bias is to create a culture that makes remote workers feel part of the team and the organization. Remote workers may feel isolated, excluded, or ignored by their on-site colleagues and managers. They may also miss out on the social and informal aspects of work that can build trust and rapport.

To address these issues, you can:

• Involve Remote Workers in Decision-Making: Actively seek their input on decisions that affect them. Include them in brainstorming, problem-solving sessions, and planning meetings.
• Organise Social Activities: Create opportunities for remote workers to interact with their colleagues through virtual team-building exercises, coffee breaks, or informal catch-ups.
• Promote a Collaborative Culture: Encourage a team culture where both remote and onsite workers recognise and appreciate each other’s contributions.

Creating a sense of belonging and inclusion is essential in ensuring that remote workers feel valued and connected. These efforts will improve their overall well-being and contribute to a more cohesive team. It’s a key step in your HR strategies to combat proximity bias.

Educate Managers and Leaders on Identifying and Preventing Proximity Bias

HR professionals must educate managers and leaders on how proximity bias can undermine remote workers’ performance and well-being. Many managers may not even be aware of their own biases and how these affect their team members.

Here’s how to raise awareness and provide the necessary training:

• Conduct Proximity Bias Audits: Evaluate the presence of proximity bias within your organisation through surveys, interviews, and focus groups. Use the findings to identify areas for improvement.
• Provide Awareness Training: Educate managers on what proximity bias is and how it affects remote workers. Use real-life case studies and scenarios to demonstrate the impact.
• Equip Leaders with Remote Team Management Skills: Train managers on how to set clear objectives, communicate regularly, and evaluate remote workers fairly. Provide them with tools to support inclusive team management.

Educating your leadership team on proximity bias is critical in establishing an inclusive workplace culture. When leaders understand and prevent proximity bias, they can foster trust and respect within the team. This enhances both the quality of leadership and the overall work environment.

Conclusion

Proximity bias is a significant challenge in today’s remote and hybrid work environments, but it can be effectively managed with the right HR strategies to combat proximity bias. By implementing clear evaluation criteria, fostering frequent communication, offering equal development opportunities, and educating leaders, HR professionals can create a fair and inclusive workplace that supports the success of all employees, regardless of their physical location.

Using these strategies, organisations will benefit from higher employee engagement, productivity, collaboration, and retention, making them well-positioned for success in the evolving world of work.