What is proximity bias?
Before you can start combating proximity bias in the workplace, you need to understand what proximity bias is. Proximity bias in the context of the workplace can occur when employees favor or give preferential treatment to team members who are physically closer or more visible in virtual environments. One example of proximity bias may be if a supervisor thinks on-site employees are working harder than their hybrid or remote counterparts simply because they’re physically in the office.
Proximity bias can lead to in-office workers getting more pay raises, promotions and career growth opportunities than hybrid or remote workers.
How does proximity bias affect workplace morale?
Understandably, proximity bias in the workplace can have an impact on your company morale. When off-site employees feel like they aren’t being valued as highly as their on-site counterparts, they may be less motivated to perform effectively. It’s also possible that if you express skepticism (even unintentionally) about how hard people are working when they’re outside the office, they may begin to feel unseen, underrepresented and mistrusted.
Potential impacts of proximity bias on your business
Even if you or the supervisors within your company aren’t intentionally biased toward on-site employees, favoring those physically present can still have negative consequences for your business, even though remote workers are putting in just as much effort. Take a look at some issues that can arise from proximity bias to see why combating proximity bias in the workplace is so critical.
Lower rates of employee retention
A survey from Prosper Insights & Analytics found that 42% of American adults would prefer to work for a company that supports working from home. This was especially important to job seekers from Generation Z and millennials, but survey participants from Generation X also expressed interest in working for a business that offers remote work.
If your company demonstrates an unfair bias toward employees who are in the office, despite offering the opportunity for remote or hybrid work, those working off-site may feel undervalued.
Increased training and hiring costs
The effects of proximity bias may lead to higher rates of employee turnover, which can incur increased training and hiring costs as you hire new employees. According to a report by theSociety for Human Resource Management (SHRM), the average cost of hiring and training a new employee is $4,129 and takes approximately 42 days. Overall, the time and financial commitment of bringing in new staff costs the company more than simply retaining existing employees.
Disproportionate harm to underrepresented individuals
When proximity bias exists in a workplace, it can disproportionately impact members of historically underrepresented groups. For example, in the wake of the pandemic, studies indicated that women are more likely to seek flexible working arrangements and remote opportunities than their male peers.
When employers fail to accommodate remote working arrangements and favor on-site employees, opportunities are limited for members of their underrepresented groups. This can hinder the diversity of your company.
Ways to combat proximity bias in the workplace
Combating proximity bias in the workplace starts with becoming aware of its potential existence. Even if you and your supervisors aren’t intentionally favoring on-site employees over remote workers, it’s important to examine ways to ensure remote and hybrid staff feel valued and supported. Follow these tips for overcoming proximity bias in the workplace and making your company a desirable place to work for all generations.
Be transparent
Start by acknowledging to all employees and new hires that you and your company are aware the potential for proximity bias exists. Express that you’re actively working to combat it in your workplace and you value all employees, in-person and remote, based on the work they contribute, not where they do the work.
Make all communication remote
To create equal opportunity for all employees, including those working off-site some or all of the time, consider making the transition to full remote communication as the primary way of conversing among your team. For example, rather than popping into people’s offices or calling meetings in person regularly, prioritize communication on digital platforms. Having all communication between employees and supervisors in writing gives everyone the chance to participate in discussions and give feedback, regardless of where they’re located.
Ensure employees feel trusted
A key aspect of combating proximity bias in the workplace is ensuring your employees feel you trust them. Questioning how many hours per day they’re working at home or micromanaging them when they’re off-site can be stressful and cause your team to wonder if you doubt their integrity.
Develop a dedicated tech support team or program
To effectively support remote and hybrid employees, it’s important to have a strategy for providing them with the necessary equipment to work at home. Whether that’s a laptop with the correct software or a standing desk, your business should have a plan in place for setting up employees to do the job just as effectively off-site. Creating a tech support team to troubleshoot issues both on-site and off-site can be beneficial.
Avoid holding meetings exclusively in-person
Holding events or meetings that only cater to on-site personnel is certain to make off-site workers feel excluded. Ensure that all company meetings and events are inclusive and provide opportunities for remote staff to join in via video call.
Schedule regular one-on-one check-ins with all employees
Make it a priority to speak to all employees one-on-one at least once a week. Check in with them via instant message or email frequently to see if they have questions or to ask for progress reports.
Evaluate employee performance based on output
To avoid favoring on-site employees over remote workers, value employees based on what they contribute rather than how many hours a day they spend at their desks. While the perception is often that employees sitting in the office for 8+ hours a day are working harder than those unmonitored at home, this isn’t necessarily the case.
Research shows that working from home results in a13% performance increase. This is due to a combination of eliminating commute times, happier employees and fewer sick days. That’s why employers should assess employee performance based on the quality and amount of work they complete rather than how many hours a day they’re proven to be working.
Hold inclusive company events and team-building seminars
As an employer, you can combat proximity bias by working to remove the divide between your on-site and off-site employees. Holding team-building webinars that are accessible to everyone and encouraging a fun, collaborative environment are great ways to facilitate communication between colleagues who don’t work in the same physical space.
Define success differently
Combating proximity bias in the workplace starts by redefining what a successful employee looks like. Set clear objectives and make communication within the team accessible to everyone. When you create equal opportunity and evaluate employees based on their work, everyone feels valued.
