Avoiding Proximity Bias in a Distributed Workforce

Leaders should guide their employees and give them new pathways to grow and advance. In theory, these opportunities are given equally, with people rewarded on merit alone. Unfortunately, this isn’t always the case. In fact, favoritism at work is a historical problem we’d only recently begun to address on a large scale.

And then the pandemic happened. Most of us retreated to the safety of our homes to work remotely. Today, the workforce is irrevocably changed, with remote, hybrid, and distributed work becoming the norm.

There are many, many benefits to working remotely, like more flexibility and fewer distractions. But there are challenges of remote work as well — including proximity bias.

What Is Proximity Bias?

Proximity bias is the unconscious tendency to favor people closest to us, either physically or emotionally. It means making decisions based on familiarity rather than facts — a dangerous strategy in business and beyond.

When someone talks about “putting in face time with the boss,” they’re referring to proximity bias. It’s an old-fashioned norm: Those who see the boss often have greater career mobility. For hybrid and distributed companies, this puts remote workers at a significant disadvantage. Even if your company is fully remote, the employees who work in your time zone may reap the benefits.

How Does Unconscious Bias Affect The Workplace?

As I mentioned, we’ve come a long way in reducing favoritism at work. Diversity, equity, and inclusion (DEI) initiatives are now the norm. But unconscious proximity bias can be a big stumbling block for your DEI efforts.

Why? Because research shows that white men are the most eager — and most likely — to return to the office. Underrepresented groups, including people of color and women, face more microaggressions at work. They’re also pressured to fit norms created by white men. Identity labor is exhausting and disheartening.

If your company gives employees the choice between working in-person or remotely, your women employees and employees of color are more likely to stay home. Thus, they’re also more likely to suffer the negative effects of proximity bias from leadership.

How to Prevent Proximity Bias

I’ve used the term “unconscious” throughout this article because, like many examples of favoritism at work, proximity bias is often unconscious. Most of us believe we are objective even when research shows the opposite. Still, this fact doesn’t make bias any less damaging.

Thankfully, proximity bias isn’t a lost cause. We can take steps to mitigate and prevent it, ensuring all of our team members have a fair chance at success.

Acknowledge It

The first step is making the unconscious conscious. Publicly acknowledge the human tendency toward proximity bias — with your team members, your fellow leaders, and even your company at large. Voicing your concerns takes away the power of bias. It helps everyone be more aware and more intentional. So say it — over and over again if you have to. And encourage your people to keep you accountable, even if it means facing negative feedback.

Reward Based on Metrics

Leaders may need to go with their gut instincts in certain situations. Promotions and recognition do not fall under this category. Never rely on your emotions when deciding who deserves a reward. Instead, use metrics that can’t be swayed by favoritism. Which team members have met their goals and targets? It doesn’t matter whether you’ve physically seen them working, as long as they’re making progress.

Regular 1:1s

I’m a big fan of reducing unnecessary meetings, but 1:1s are the rare exception. As a team leader, you should be holding regular 1:1 meetings with each employee. These chats are an informal space to discuss any issues, coach your people through challenges, and set goals for the coming weeks. And, they reduce proximity bias by giving every single team member regular face time with their leader. Use the time wisely by truly getting to know each person you meet with.

Level the Playing Field

Be intentional about leveling the playing field whenever possible. It may take more effort to engage your remote workers, but don’t let that stop you. For example, say you’ve scheduled a team meeting but only half of the team is in office. Instead of asking your remote workers to dial into a live meeting, make the entire meeting a video call. This way, remote workers aren’t at a disadvantage. Or, instead of looking around for the closest employee when you need help on a project, post on Slack where everyone can see it. Small tweaks to your daily habits can make a world of difference when it comes to bias.

Invest in High-Quality Digital Tools

Remote workers are only as successful as their company tools allow them to be. If you use outdated and clunky programs, your remote employees may fall behind. Even worse, if you don’t take advantage of digital tools at all, remote workers will fade into the background altogether. Tools like Slack, Zendesk, and Asana make communication and project management seamless for everyone — remote or not.

It’s Time to End Favoritism at Work

Whether conscious or unconscious, whether due to race, gender, or physical proximity, favoritism at work has got to end. The more we acknowledge our tendency to be biased, the faster we can adopt practices that give every employee a chance to shine.

And in the end, this enhances your company as a whole. You’ll have an engaged workforce putting their best efforts forward, leading to stronger results, higher profits, and greater fulfillment.