Half of Australia & NZ workers stressed shows Gallup survey

The New Playbook for Leading Remote and Hybrid Teams

Stay Productive by Learning in the Flow of Work 

A new report by Australian HR Institute (AHRI) shows hybrid work is here to stay.(1) 

·        More than 8 in 10 (80%) of surveyed employers stating hybrid work will **stay the same** or i**ncrease** at their organisation over the next two years.

·        Meanwhile, the proportion of employers that have a minimum requirement to be at the workplace for between **three and five** days a week has decreased to 44% of organisations from almost half (48%) of employers in 2023.

·        28% of employers had **no minimum** requirement but “encouraged” employees to attend the office.

AHRI says the data suggests that hybrid working continued to deliver a productivity dividend for organisations (45% say that it has had a **positive effect** on productivity, 11% say a **negative effect**).

Hybrid Work to Stay Same or Increase

(Source: Hybrid and Flexible Working Practices in Australian Workplaces in 2025, AHRI)

#### The Virtual Leader

So, given that hybrid and remote work is staying put, let’s revisit Takako Hirata's _Wall Street Journal_ bestselling book [_"The Virtual Leader"_](https://www.simonandschuster.com.au/books/The-Virtual-Leader/Takako-Hirata/9781637741245) with Hirata’s strategies for effectively leading remote and hybrid teams.

As the International Business Development head at ROHTO Pharmaceutical Company, Hirata was a guest on Growth Faculty’s [member](https://thegrowthfaculty.com/#plans) book club and has extensive experience managing remote teams across five continents.

Proactive engagement is needed for company culture to stay healthy when most of the staff are remote. 

**The Power of Rituals**

Hirata says that rituals provide structure and meaning to our workdays. In traditional office settings, these might include the morning **commute**, brewing **coffee** in the kitchen, or casual hallway **conversations**. As Hirata notes, "A calm and comfortable worker is a productive and effective worker."

When transitioning to remote work, leaders should identify which rituals matter most to their teams and actively preserve or reimagine them in virtual contexts. 

This might include **virtual coffee breaks**, end-of-day wrap-ups, or weekly team check-ins.

Preserving Office Culture in a Virtual Environment

Trust is the foundation of any effective team, but it requires deliberate cultivation in remote environments, says Hirata. Several key factors contribute to building trust:

*   **Frequent, meaningful communication** that addresses both professional and personal needs
*   **Regular feedback** that engages team members and acknowledges their contributions
*   **Inclusion and shared control** through informal team sessions without leader interference
*   **Transparency** about work processes and decision-making
*   **Freedom through accountability** rather than micromanagement
*   **Balanced interpersonal relationships** where leaders are willing to share personal insights

"Remove mechanisms that monitor work screen time," Hirata advises. "Employers violate employees' trust by using tracking software." Instead, focus on results and create opportunities for genuine connection.

Building Trust in Virtual Spaces

Remote work has transformed how we communicate, with various digital tools enabling different types of interactions.

Some of Hirata's proven communication strategies include:

*   Creating collaborative documents before meetings that evolve during discussions
*   Establishing open video working spaces where employees can work "together" while on different tasks
*   Conducting brief daily stand-up meetings where team members share progress and challenges
*   Encouraging leadership transparency through open meetings that signal availability

Optimising Virtual Communication

Remote work offers significant cost savings for organisations through reduced office space, commuting expenses, and administrative overhead. Hirata strongly recommends reinvesting these savings into your team:

"All it takes is being more sensitive towards the goals, desires and problems of your employees," she notes.

**Reinvesting Cost Savings**

Consider these investments:

*   Upgraded home office equipment and technology
*   Skills training and professional development opportunities (See our article [How L&D gives you 353% ROI for every dollar spent](https://thegrowthfaculty.com/articles/TheGoodNewsstaffbenefitgivesyou353ROIforevery1spent))
*   Physical and mental health resources
*   Work-from-home subsidies for comfortable, productive home offices
*   Overtime meal allowances for late work sessions
*   Additional support for team members navigating life changes

Reimagining Resources for Remote Teams

The shift to remote work has brought unexpected challenges.

According to Mind Share Partners, quoted in Hirata’s book, nearly 42% of employees experienced deteriorating mental health since remote work became the norm.

According to AHRI’s survey, the top three disadvantages of hybrid working are perceived to be:

·        A feeling of disconnection between colleagues (57%)

·        \[Insufficient\] staff collaboration (38%)

·        Monitoring performance (35%)

**Burnout**

Burnout has affected different generations at varying rates: 59% of millennials, 58% of Gen Z, 54% of Gen X, and 31% of baby boomers.

Remote work can contribute to burnout through:

*   Communication challenges that digital tools can't fully resolve
*   Isolation that erodes trust and team cohesion
*   Energy depletion, especially for those with family responsibilities
*   Self-esteem issues when expectations aren't clearly communicated

Hirata says this shows that leaders must work harder to identify struggling team members in virtual environments, where people can easily mask difficulties during brief interactions. Warning signs include reduced productivity, consistently longer work hours, and appearing tired or disconnected during meetings.

Indeed, half the Australia/NZ workforce reporting **feeling stressed** in the [2025 Gallup State of the Global Workplace Report](https://thegrowthfaculty.com/articles/half-of-workers-stressed-shows-gallup-survey).

Prioritising Mental and Physical Wellbeing

To create a positive remote work environment:

"Lead from the front and by example. Make a culture where employees feel they can be honest," Hirata advises.

Her specific recommendations include:

*   Bringing office rituals online to create belonging
*   Providing "no questions asked" mental health days
*   Offering mental health resources like counselling and education
*   Scheduling regular one-on-ones for building relationships
*   Promoting self-care through manageable workloads and healthy habits
*   Taking care of your own wellbeing as a leader

Positive Steps to Become an Effective Virtual Leader 

Meetings have taken on greater importance in remote work, with the aggregate number increasing by about 13% since the pandemic.

Robert Glazer, bestselling author of _How to Thrive in the Virtual Workplace,_ recommends eliminating unnecessary meetings and cutting meetings in half. 

He also says to put updates in memos, not in meetings, and to try **asynchronous video** (not live-to-air) as an alternative communication tool.

Hirata own practical guidelines include:

**General Meeting Principles**

*   Always know a meeting's purpose—if you don't, cancel it
*   Prepare three bullet points so participants can come prepared
*   Keep meetings SHORT (20-40 minutes)
*   Send invitations 24 hours in advance
*   Choose appropriate times considering different time zones

For one-on-one meetings, Hirata recommends voice calls: "We focus on the content and less on our physical appearance. Audio calls are more appropriate for difficult conversations on sensitive topics. Calls help getting to the heart of the problem."

**Meeting Preparation Checklist**

*   Have backup conferencing tools ready in case of technical issues
*   Prepare all documents and presentations in advance
*   Double-check time zones for all participants
*   Present yourself professionally on camera
*   Position your webcam at eye level using a stand or books
*   Create a clean, appropriate background (avoid virtual backgrounds when possible)

During meetings, establish clear rules about recording, camera use, and participation. Provide brief breaks to maintain focus and conclude by addressing any problems and assessing whether objectives were achieved.

As alternatives to traditional meetings, consider:

*   Quick stand-ups for status updates (5-30 minutes)
*   Online workshops for collaborative learning
*   Informal gatherings without strict agendas
*   Virtual brainstorming sessions using digital whiteboards
*   Co-working sessions where team members work alongside each other virtually

Mastering Remote Meetings

Remote workers face unique challenges to their focus in the "attention economy." Creating an effective work environment is essential:

*   Designate a specific workspace, even if you don't have a separate room
*   Invest in ergonomic furniture and equipment for proper posture
*   Use a laptop stand, external keyboard, and mouse for comfort

Hirata shares her personal time management approach: "I start with meditating in the morning. My mornings are usually divided into TWO blocks, the first is high priority work, while more flexible tasks are left for the second. Each block lasts 30 mins to 3 hours. One of the most important blocks in my day is my lunch break which I use to divide my mornings from my afternoons."

She adds: "Afternoons are reserved for creative work and client meetings, which are divided into their own blocks, followed by a short break, the final being focused on planning tomorrow's tasks and my workflow for the next few days."

Minimising Distractions and Maximising Focus

Remote work has fundamentally changed what effective leadership looks like. As Hirata observes, "Think of it as a little less bluster and charm and a little more focus and care for your team."

The Leadership Emergence Theory suggests that in traditional office settings, leadership often emerges through "ascription" qualities like charisma and confidence. However, in virtual environments, "achievement" qualities like contribution to team goals and [communication](https://thegrowthfaculty.com/articles/communication-skills-for-leadership) become more important.

**Essential Soft Skills for Remote Leaders**

*   **Communication** that prevents isolation and provides meaningful feedback
*   **Organisational knowledge** of where all project components stand
*   **Knowledge transfer** that reduces confusion between team members
*   **Empathy** that bridges emotional and physical distance

**Essential Hard Skills for Remote Leaders**

*   Proficiency with digital tools and technologies
*   Cultural and geographic awareness
*   Familiarity with evolving management methodologies

Hirata reminds leaders: "You will be the first leaders learning the best and worst practices of remote work. You must pass on that knowledge to the next generation."

How Hybrid Work has Changed Leadership

Today's employees, particularly younger generations, approach work differently:

*   They possess **diverse skills** gained through various learning platforms
*   They value [adaptability](https://thegrowthfaculty.com/articles/key-insights-from-work-futurist-andrea-clarke) and multidisciplinary knowledge
*   They often have **non-traditional** educational backgrounds
*   They expect location [flexibility](https://thegrowthfaculty.com/articles/workflexibility) and ownership of their time
*   They seek meaningful workplace communities
*   They know what they want and can be selective about employers

Successful remote leadership requires [adaptability in the workplace](https://thegrowthfaculty.com/articles/adaptabilityinworkplace) to meet these changing expectations while creating [inclusive environments](https://thegrowthfaculty.com/articles/diversityandinclusioninworkplace) where everyone feels they [belong](https://thegrowthfaculty.com/articles/inclusionandbelongingatwork). As Hirata puts it, she always looks for "someone who can add something to my team, rather than just 'fit in'."

Understanding Today's Workforce Expectations

*   **Conduct a ritual audit**: Document your team's existing work rituals and determine which can be meaningfully preserved in virtual formats
*   **Create a trust-building exercise**: Have team members write their definition of trust, then develop a common definition to guide remote interactions
*   **Implement a mental health "pulse oximeter"**: Send anonymous monthly surveys asking team members to rate their mental wellbeing
*   **Evaluate and upgrade digital infrastructure**: Assess whether your current tools actually facilitate rather than hinder remote collaboration
*   **Develop clear indicators for remote burnout**: Train yourself and managers to recognise subtle signs of struggling team members through digital interactions
*   **Establish boundaries for meeting culture**: Create and enforce team agreements about meeting frequency, duration, and purpose
*   **Reimagine your leadership metrics**: Move beyond traditional visibility-based leadership to achievement-focused evaluation
*   **Build specific knowledge-sharing systems**: Create easily accessible repositories of organisational knowledge that remote workers can reference

Leading virtual teams effectively requires intentionality, adaptability, and a willingness to reimagine workplace connections. 

With Takako Hirata’s strategies, you can create a remote work environment that stays [productive](https://thegrowthfaculty.com/articles/learning-in-the-flow-of-work) while supporting your team's [wellbeing](https://thegrowthfaculty.com/articles/workplace-wellbeing) and growth.

Where to Start: Action Steps for Virtual Leaders

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The New Playbook for Leading Remote and Hybrid Teams

Insights from Takako Hirata on managing a remote and hybrid workplace

Keep informed
Stay Inspired

The New Playbook for Leading Remote and Hybrid Teams

Insights from Takako Hirata on managing a remote and hybrid workplace

Keep informedStay Inspired

Keep informed
Stay Inspired