Proximity bias—the subtle preference for employees physically present in the office over remote counterparts—is an invisible anchor slowing the evolution of hybrid work. It undermines productivity, diversity, and inclusion by reinforcing traditional, outdated models.

Drawing on cutting-edge data and actionable insights, this article explores the roots of proximity bias, its ripple effects on organizational culture, and innovative strategies to dismantle it. From redefining leadership norms to leveraging technology for equitable engagement, this piece lays the foundation for workplaces that value outcomes over appearances.

Boost your team’s efficiency with Hubstaff's productivity tools

Try it free for 14 days

Proximity bias in the modern workplace

The shift toward remote and hybrid work promised a more inclusive, flexible, and productive future. Yet, old habits die hard. Proximity bias, a relic of traditional workplace cultures, continues to skew perceptions of performance and trust, favoring those who are “seen” over those who work just as effectively elsewhere.

A study by Executive Networks found that 71% of senior HR leaders and 62% of senior business leaders agree that in-person workers likely benefit from proximity bias

This bias isn’t just a leadership quirk; it’s a systemic issue that undermines organizations striving to innovate and compete in a globalized world. 

The good news? Awareness is growing, and so are solutions.

What is proximity bias, and why does it matter?

Proximity bias stems from the human tendency to favor individuals who are physically close. In a workplace context, this often translates into greater visibility and opportunities for on-site employees than for their remote counterparts. 

Leaders are increasingly recognizing the growing challenge, with 41% now identifying inequities between in-office and remote employees as a top concern in managing flexible work environments—a significant 8% rise from the previous quarter.

Addressing proximity bias in hybrid work environments is essential, as its hidden costs can significantly hinder organizational success:

  1. Missed talent opportunities: Overlooking remote workers diminishes the potential of diverse, global teams.
  2. Reduced innovation: Favoring proximity over outcomes stifles the creativity and collaboration diversity brings.
  3. Erosion of trust: Remote employees may feel undervalued, leading to disengagement and turnover.
  4. Inequitable opportunities: Promotions, key projects, and leadership roles often lean toward those physically present.

Research underscores these concerns, revealing that remote employees are 38% less likely to receive bonuses than their in-office counterparts—an alarming statistic that highlights the tangible impact of proximity bias.

What is an example of proximity bias?

At a marketing agency, Sarah works remotely while Jake works in the office. Both are high performers, but Sarah consistently delivers ahead of deadlines with creative, data-driven campaigns. However, when a senior leadership position opens, their manager, Emily, promotes Jake.

Emily’s reasoning? She feels more confident in Jake’s abilities because she frequently sees him in meetings, brainstorming sessions, and casual office chats. Sarah, despite her strong track record, is overlooked because Emily feels less connected to her work and presence.

Impact: Sarah feels undervalued, which can lead to disengagement and possibly seeking opportunities elsewhere. Proximity bias can undermine morale and talent retention.

Solution: Emily should implement structured performance evaluations and provide equal opportunities for visibility, such as showcasing Sarah’s campaign successes in team meetings or leadership reviews.

What does the data reveal about flexible work and productivity?

Comprehensive data from Hubstaff Research highlights that remote and hybrid teams can be just as, if not more, effective than in-office teams. 

Here’s what the numbers reveal:

Focus time reveals productivity parity: Remote teams maintain 52% focus time, nearly matching hybrid teams at 57%, while in-office teams lag at 46%.

productivity across workstyle

Leaders reject proximity myths: Among surveyed leaders, 79% believe remote workers are as productive, and 80% disagree that remote work stifles innovation. 

Leaders using remote monitoring tools were even less likely to believe these myths, demonstrating how visibility into productivity can shift perceptions.

remote work myths

Further supporting these findings, a two-year study by Great Place to Work® involving over 800,000 employees at Fortune 500 companies discovered that most individuals reported stable or increased productivity levels after transitioning to remote work.

Time allocation reveals inefficiencies

While 49% of weekly hours are spent on core tasks, 43% are consumed by emails, meetings, and admin work, highlighting areas for improvement:

  • 49% of weekly hours are spent on core tasks directly contributing to key objectives, such as project deliverables or client work. This indicates a solid baseline for productivity, but it also leaves room for improvement.
  • 43% of the time is consumed by non-core activities, such as emails, meetings, and administrative tasks. While necessary, this category highlights inefficiencies, suggesting leaders should explore tools or strategies to streamline repetitive or low-value tasks.
  • 8% of the time is categorized as unproductive, including distractions like frequent task-switching, non-work-related browsing, or prolonged idle time.

What this means for leaders

  1. Core work focus: While nearly half of employees’ time is spent on core tasks, optimizing workflows can free up even more time for high-value work. Leaders should regularly audit task allocation to ensure teams prioritize objectives that directly impact business goals. For example, Implement task management tools like Hubstaff Tasks to help employees visualize and focus on core objectives.
  2. Streamlining non-core tasks: With 43% of time spent on activities like emails and meetings, there’s significant potential to reduce inefficiencies. For example: Shift status updates to asynchronous tools (e.g., Notion, Loom) or introduce a “no-meeting day” policy to protect focus time.
  3. Tackling unproductive time: Although distractions are inevitable, leaders can foster environments that promote focus and accountability. For example: Establish structured workflows with clearly defined priorities and encourage the use of focus strategies like time-blocking or focus sprints. Set clear expectations for communication to reduce unnecessary interruptions and allow employees to stay on track.

Hybrid work’s measurable benefits

A recent study by Stanford economist Nicholas Bloom aligns with these findings, showing hybrid work models—where employees work remotely two days a week—achieve:

  • Productivity and promotion rates are comparable to in-office setups.
  • A 33% reduction in resignation rates, highlighting the retention benefits of flexibility.

Hybrid work models offer a chance to create an equal playing field, allowing employees to be evaluated based on results, not proximity.

Key takeaway: productivity isn’t about location—it’s about strategy

The data dismantles the proximity bias myth. Remote and hybrid teams are as productive, if not more so, than their in-office counterparts. The secret lies in intentional strategies, robust tools, and leadership that prioritizes outcomes over appearances.

Breaking the bias: Five actionable strategies for leaders

Overcome proximity bias

Proximity bias doesn’t just happen—it’s built into outdated workflows, unconscious habits, and legacy systems that prioritize appearances over outcomes. Leaders need to actively change their thinking and processes to create work environments where results speak louder than location.

Leaders must adopt structured approaches that ensure visibility and fairness for all employees to support equitable practices in flexible working environments.

 Here’s how:

1. Redesign performance evaluations to focus on measurable results.

How: Implement OKRs (Objectives and Key Results) tied directly to organizational goals. Establish regular reviews to assess progress and recalibrate goals. Mandate that all business units adopt OKRs to standardize evaluation criteria and ensure clarity around outcomes.

What success looks like: Quarterly OKR alignment reports showing individual and team progress. Performance evaluations focused on milestones achieved.

2. Rewire meeting structures to support hybrid teams

Meetings are often where proximity bias manifests most. Transform them to foster inclusivity and engagement for remote participants.

How to do it: Rotate facilitators to include remote employees in leadership roles. Share meeting agendas in advance and automatically record meetings for those unable to attend live. Mandate hybrid meeting policies to ensure fair participation and clear communication.

What success looks like: Higher rates of remote participation in meetings and discussions. Improved engagement metrics for remote employees in feedback surveys.

3. Leverage asynchronous workflows to unlock global talent

Remote teams often face time zone barriers and missed opportunities for input. Build asynchronous communication into your company’s DNA.

How to do it: Use tools like Notion and Loom for project updates, enabling team members to contribute on their own schedules. Define response-time expectations for asynchronous communication to avoid delays. Utilize asynchronous tools like Jira for decision-making and project collaboration to reduce reliance on real-time meetings.

What success looks like: Fewer interruptions from unnecessary real-time meetings. Improved response time metrics for globally distributed teams.

4. Create equitable career development pathways for remote talent

Remote workers often face challenges in career advancement due to proximity bias. Leaders must proactively design structured and transparent development programs to level the playing field.

How to do it: Partner with HR to pair high-potential remote employees with experienced mentors who can guide their career progression. Create clear, documented promotion guidelines that apply equally to all employees, regardless of location. Review leadership opportunities, project allocations, and promotion decisions to identify and address any gaps or biases.

What success looks like: A measurable increase in leadership roles filled by remote or hybrid employees (e.g., 50% in 12 months). Yearly audits show parity in career advancement opportunities across in-office, hybrid, and remote teams. Positive employee survey feedback on fairness and access to growth opportunities. High mentorship participation rates with strong mentee feedback on program impact.

5. Invest in leadership training to address unconscious bias

Proximity bias often stems from unconscious habits at the top. Empower managers and leaders with the knowledge and tools needed to foster inclusivity and equitable decision-making.

How to do it: Implement unconscious bias training focused specifically on the challenges of leading hybrid teams, emphasizing practical strategies to counteract proximity bias. Provide managers with actionable resources and best practices for recognizing and mitigating bias in areas like project allocation, feedback, and promotions. Make bias-awareness training a required part of leadership development, with follow-up workshops and periodic refreshers to reinforce learning.

What success looks like: Improved engagement scores from remote workers in annual surveys. A noticeable increase in remote team members receiving project allocations and leadership roles.

The ripple effects of dismantling proximity bias

When organizations actively combat proximity bias, the benefits are transformative:

  • Higher engagement: Remote workers feel seen and valued.
  • Increased innovation: Diverse perspectives thrive in an equitable environment.
  • Stronger retention: Employees trust a system that rewards merit over appearances.

Addressing proximity bias isn’t just a leadership goal—it’s a competitive advantage. As a leader, your role is to model the change, mandate the systems, and hold leadership accountable. The payoff? A culture where outcomes, innovation, and inclusivity drive success—regardless of where your teams log in.

Conclusion: from proximity to potential

The future of work isn’t bound by location—it’s driven by clarity, trust, and results. By confronting proximity bias head-on, organizations can create equitable, high-performing cultures where talent thrives regardless of physical presence.

It’s time to let go of outdated paradigms and embrace a workstyle revolution that prioritizes outcomes over appearances.

By actively dismantling systems that enable preferential treatment, organizations can create equitable, high-performing cultures where all employees thrive.

Category: Employee Productivity, Remote