4 Ways Hybrid Teams Can Defeat Proximity Bias

This expert opinion by Mandy Gilbert, founder and chief executive of Creative Niche, was originally published on Inc.com.

The rise of hybrid work has introduced a challenge many organizations still struggle to address: proximity bias. This subtle but powerful workplace dynamic occurs when employees who are geographically closer to leadership receive preferential treatment over their remote counterparts. From promotions and high-visibility projects to casual mentorship opportunities, people who spend more time in the office often have an informal advantage simply because they are more visible to leadership.

If left unchecked, proximity bias can create workplaces where performance takes a backseat to physical presence. The result? Talented remote employees are overlooked, overall engagement suffers, and companies risk losing top talent to organizations that recognize and reward contributions more equitably. Addressing this bias isn’t just about fairness, it’s about ensuring that hybrid teams function effectively, with opportunity and recognition based on results, not location.

The Hidden Bias Holding Hybrid Teams Back

Proximity bias is a natural but problematic tendency to favor employees who are physically present. It stems from increasingly outdated workplace norms that equate visibility with productivity, an assumption that simply doesn’t hold up in today’s digitally connected working world. 

While remote employees often produce the same, if not better, results than their in-office peers, they are at a disadvantage when it comes to leadership’s perceptions of their contributions. A survey by the Society for Human Resource Management (SHRM) revealed that 67 percent of supervisors overseeing remote workers believe these employees are more replaceable than their in-office peers. Additionally, 42 percent admitted to sometimes forgetting about remote workers when assigning tasks.

This bias can lead to subtle but damaging inequalities. Remote employees may find themselves overlooked for key projects, they miss out on casual office conversations where decisions are made, or struggle to build relationships with leadership. Over time, this erodes morale and engagement, creating a two-tiered workforce where remote employees feel disconnected and undervalued. 

5 Ways Proximity Bias Shows Up In Hybrid Workplaces

Proximity bias isn’t always obvious, but it often manifests in ways that quietly disadvantage remote employees:

1. Unequal Recognition: In-office employees are more likely to receive public praise simply because their work is more visible.
2. Skewed Performance Evaluations: Managers may unconsciously give more favorable evaluations to employees they see every day.
3. Limited Access to Information: Remote workers miss out on impromptu discussions and key informal updates.
4. Reduced Networking Opportunities: Stronger in-office relationships with leadership can fast-track career growth for staffers who are physically present.
5. Assumptions About Commitment: Remote employees may be perceived as less engaged or available, even if they are delivering exceptional results.

By identifying these patterns, organizations can take proactive steps to level the playing field for all employees.

4 Steps To Prevent Proximity Bias From Holding Your Team Back

Proximity bias doesn’t have to be an inevitable downside of hybrid work. Leaders can take deliberate action to ensure all employees, regardless of where they work, have equal access to opportunities, mentorship, and career growth.

1. Acknowledge and Discuss the Bias: Awareness is the first step. Organizations should openly recognize that proximity bias exists and commit to addressing it through leadership training and internal policies.
2. Implement Regular Check-Ins: Scheduled one-on-ones and performance reviews should be consistent for all employees, ensuring that remote workers aren’t overlooked. Leaders should also make a point to distribute high-visibility assignments equitably.
3. Standardize Communication Channels: Important conversations and decisions should take place in shared digital spaces rather than informal office discussions. Using collaboration tools like Slack, Notion, or Microsoft Teams ensures transparency.
4. Make Meetings Inclusive: Hybrid meetings should be designed to give remote employees an equal voice. One approach is a “remote-first” policy for hybrid teams, where all participants join via video—even those in the office—to create a level playing field. Structured participation or dedicated facilitators can also help ensure every voice is heard.

Seeing—And Stopping—Proximity Bias Makes Your Company Better

By recognizing proximity bias and taking proactive steps to mitigate its effects, companies can create a more equitable, inclusive, and high-performing workforce where opportunities are based on results, not where someone sits.

Hybrid work offers companies and employees unparalleled flexibility, but without awareness, proximity bias can undermine its benefits. A workplace where physical presence trumps performance will ultimately drive talented employees away and stifle team cohesion.