Hybrid teams—where some of us are in the office and others are working from somewhere else—are now pretty much standard in many companies. The pandemic sped things up, but even after things eased, lots of teams kept this model because it offers flexibility. A big question remains though: how do you create a sense of unity and culture when people aren’t together every day?
One answer is rituals. They sound a little formal, but really, these are just habits or routines the team does together, again and again, until they become second nature.
Why Rituals Matter in Hybrid Teams
Hybrid teams can sometimes feel like two groups—one in person, one online. Having a few shared rituals can help everyone feel included, no matter where they’re sitting. It’s less about making something new and more about making sure everyone feels part of the same team.
The experts say rituals boost team cohesion. That means people actually get to know each other, talk openly, and feel comfortable sharing ideas. Rituals can also keep teams motivated by making work just a little more upbeat or meaningful. Even something as basic as a weekly team catch-up can go a long way.
Make Rituals That Actually Fit Your Team
Not every team wants the same thing. Some people like to start meetings with a joke, while others want to keep it efficient. The best rituals are grounded in what your team values and what your company is aiming for.
First, talk as a group about what feels important. If supporting each other is a big value, maybe you’ll create time each week just to check in. If learning is valued, you might set aside time for a “show and tell” where people can share something new they’ve discovered.
Let everyone toss in ideas. When people have a say in picking or shaping rituals, they’re more likely to take them seriously.
Pick Communication Tools That Work for Everyone
One place where hybrid teams get tripped up is communication. In-person staff might huddle up and forget to loop in remote folks. That’s where the right tools come in.
Apps like Slack, Teams, or even a group WhatsApp can level the field—if everyone actually uses them. The point isn’t to overload with tech, but to agree on which channel is for what: quick questions? Use chat. Weekly updates? Maybe email. Face-to-face? Zoom or the office meeting room, but make sure remote people aren’t left staring at a screen of talking heads with no way to jump in.
The real trick is consistency. If the same tool is always used for the same thing, people know what to expect.
Structure Meetings That Include Everyone
You don’t need more meetings—just better ones. Rituals around meetings help everyone know what’s coming and when to tune in.
Maybe your team always meets at 10am on Mondays for a 30-minute check-in. Or perhaps you agree to alternate times so remote workers in other time zones aren’t always inconvenienced. Some teams find a rhythm with a mix of short daily stand-ups and one longer weekly recap.
Stick to these times as much as possible. Structure brings reliability, but leave room for flexibility if people’s schedules change.
Easy Rituals to Build Connections
Team building doesn’t always need to be a big event. For hybrid teams, small and regular efforts add up.
Some teams open meetings with a quick “win of the week” or casual question—like what TV show you’re all watching. Others use trivia apps or online games to break the ice at the end of a long Thursday. You can even rotate who runs the icebreaker to keep things fresh. The idea isn’t to force fun, but to offer a chance for people to connect, share stories, or just laugh together.
Virtual coffee breaks can also bring a touch of the breakroom into your remote routine. Set a standing invite—no agenda—and give people space to unwind.
Celebrate Successes, Big and Small
You don’t need cake every time, but recognizing what the team’s achieved helps morale. Make it a ritual to highlight somebody’s effort at the end of each week or shout out a team milestone in the group chat.
Some companies do this with monthly “all hands” calls, where team members can share success stories, or with virtual badges and certificates. The key is consistency. People quickly notice if achievements are only celebrated in the office and never online, so keep it even across locations.
Making recognition public can encourage others too. It helps everyone see how their work connects to the team’s bigger goals.
Let Feedback Be Part of the Routine
In hybrid teams, feedback can sometimes get lost. It’s easy to miss out on casual chats where you’d otherwise say, “Hey, that worked well.” That’s why it helps to make regular feedback a habit.
This could be a monthly check-in where everyone shares one thing that’s going well and one thing they’d tweak. Or maybe an anonymous form for suggestions. The ritual is less about the format and more about making space for honest input—and then acting on what you hear.
When people see that their feedback shapes how the team works, it builds trust and encourages more sharing.
Keep the Team Supported—and Sane
Work isn’t just about deadlines and deliverables. Good rituals can help people balance work and everything else.
Maybe you wrap up Friday afternoons early during busy months. Maybe you schedule “no meeting” blocks so people get a set time to focus without constant pings.
Support also means giving people chances to learn and grow. Some companies make a habit of “learning lunches” where someone on the team shares a new tool or trend. By carving out time for personal development, you’re showing that the team’s growth matters as much as getting things done.
Learning from Teams Who Do This Well
Let’s talk about a few teams who have actually figured this out.
One marketing agency makes a ritual out of sending a mid-week video update. Each department records a short clip; the result feels more personal than a group email and lets remote folks see the faces behind the messages. They also run monthly “virtual happy hours” that are video-optional, keeping things low-pressure.
A software company in Asia has team members scattered across several countries. They set up a “Monday Question” project, so each week someone posts a non-work question—like “What’s your favorite breakfast?” or “Best place you’ve visited?” It sounds simple, but these little rituals help folks learn about each other’s cultures. People say it’s helped them keep the team together, even when they rarely meet face-to-face.
Then there’s a hybrid finance team that struggled to keep their remote staff engaged during meetings. They started rotating who runs the meeting, giving everyone a chance at the spotlight. It’s now a small but meaningful ritual, and people feel like their voices are actually heard.
For more practical advice and stories about managing hybrid teams, sites like this one share playbooks, checklists, and cases you can try for your group.
Rituals Sometimes Hit Snags—But That’s Okay
Not every ritual will work out. Maybe the book club fizzles or no one logs into the Friday online game.
The trick isn’t to force these habits, but to check in regularly—just ask, “Do we still like this, or should we try something new?” Be ready to kill what’s not working and try fresh ideas. Teams evolve, and their rituals will too.
Some teams also struggle with timing—scheduling across time zones or making rituals interesting if everyone’s on Zoom. Here, rotating responsibilities or crowd-sourcing ideas can help.
Other times, the biggest challenge is making sure all locations feel equal. Make it a point to rotate rituals or celebrations between online and in-person styles so nobody misses out.
So, What’s the Next Step?
Hybrid work is here to stay for many organizations. If you haven’t tried creating team rituals yet, it’s easier to start small and see what sticks.
Pick two or three ideas, try them for a few weeks, and see what your team likes. Ask for feedback and keep what actually helps people feel included, supported, and valued.
The best rituals are pretty ordinary but feel special because your team owns them. One step at a time, you’ll find what works for your group—and that’s when rituals really start to make a difference.