Hybrid design made simple: one framework, three habits

Some of us were back in the office, gathering around whiteboards and chatting by the coffee machine. The rest were still at home, trying to follow blurry screen shares and keep up with endless notifications. It felt like we were in two different worlds. One was about physical notes and quick chats, the other about digital pings. We started to feel disconnected.

I knew we couldn't just mix our old habits and hope for the best. We needed a new plan. So, we created one. Here is the framework we built, along with simple tips to help your own team.

Finding your rhythm: sync vs. async

First, we had to be honest about how we were spending our time. We had too many meetings for things that could have been a quick message. We also had too many tough problems getting lost in messy direct messages. The fix was to be more intentional about how we work together. This led us to two ways of working: synchronous and asynchronous.

Synchronous (sync) work is when everyone is together at the same time. This could be a live video call, a workshop in person, or a real-time brainstorming session where everyone contributes at once. It gives you the energy of a real conversation and immediate feedback.

Asynchronous (async) work is when people contribute on their own time. This includes leaving detailed comments in a design file, writing an update, or recording a short video to explain a new idea. It is quieter, but it gives people the space to think deeply and contribute without feeling rushed.

You can try this with your team. Take a look at your regular meetings and ask if any of them could be done async instead. Try moving one status update from a call to a shared document for a week. Also, pick one hard problem your team is facing and schedule a live session to solve it together. See what gets solved faster when you are all in the same virtual room.

Our sync-async framework

What brought everything together for us was a clear plan for choosing between sync and async work, based on routines we could all rely on. Our main idea is simple: sync time is for connection, and async time is for contribution. Here is how you can put that idea into practice.

Make your sync time count

First, use synchronous sessions to work through the hard stuff. When you feel stuck on a tough problem or need to brainstorm creative ideas, get everyone together.

The live conversation is exactly what you need. Second, use this time to build real trust. Start your meetings with a quick, personal check-in. This helps your teammates feel seen as people, not just workers. Third, make big decisions as a team.

Important choices that affect everyone should be discussed in a real conversation where every voice can be heard.

Get clear with async communication

For async work to be effective, it must be built on clarity and trust. You cannot just drop a link in a channel and expect good results. Always provide context. When you ask for feedback, do not just share the file. Explain the background, link to relevant project boards, and be clear about what you need.

A quick screen recording can also save you from days of back-and-forth messages. It is often clearer and adds a personal touch. Finally, make sure your feedback is actionable. Use specific comments or tags so people know exactly what you need from them and by when.

Have one home for everything

Were you also trying to find updates scattered across different drives, emails, and sticky notes? I was. Moving to a single digital canvas was a huge help for our team. You need to declare a home base for your projects.

Pick a visual collaboration tool and make it the official place for all your team’s brainstorming, workshop notes, and sketches. This kind of tool is great because it is not as wordy as a document and makes information easier to digest at a glance.

You should also bridge the gap between physical and digital work. After an in-person session, make it a habit to take photos of whiteboards and add them to your shared digital board.

Lastly, make updating the board a closing ritual. At the end of a session, have everyone check that their progress and ideas have been added to the central hub before they log off.

A few habits for better hybrid work

There are a few simple habits that can make a big difference. First, always ask yourself if a topic can be handled asynchronously before scheduling a meeting. If it can, try writing it up first. You should also be clear about your expectations.

Let your team know what needs real-time attention and what they can review on their own time. Another great habit is to celebrate the small wins. Create a "wins" section in your team chat or on your shared board to share gratitude and progress. Finally, reflect and adjust together. End each week by asking your team what worked well and what felt off, and then adjust your process based on their feedback.

It is always a work in progress

There is no perfect solution here. Every team is different, and hybrid work is always changing. The most important thing is to stay open, listen to each other, and be willing to make changes as you go.

By being intentional with your time, keeping your information in one simple place, and finding a good balance between connection and contribution, you give your team the space it needs to do great work, no matter where they are. You do not have to get everything right at once. Just get started.