Remote and hybrid work have become the norm for many businesses—even small ones. While working from home can offer flexibility and cost savings, it also brings new challenges when it comes to diversity, equity and inclusion (DEI).
In a virtual environment, people can easily feel disconnected, overlooked, or excluded. That’s why it’s more important than ever for small employers to be intentional about building an inclusive culture -no matter where your team is based.
In this article, we’ll look at why DEI matters in remote teams, common pitfalls to avoid, and simple ways small businesses can foster connection, fairness and belonging, even without a shared office.
Why inclusion matters in remote work
It might seem that remote work is naturally more equalising—after all, everyone joins meetings on the same screen. But in practice, remote work can sometimes amplify inequality.
Here’s how:
- Communication gaps can disadvantage quieter team members or those whose first language isn’t English.
- “Out of sight, out of mind” can mean remote workers miss out on opportunities for development or recognition.
- Lack of informal interaction can lead to weaker relationships and less sense of belonging.
- Access to tech or a suitable workspace can vary widely, especially across different socio-economic backgrounds or for disabled workers.
That’s why creating an inclusive remote culture needs more than a weekly video call—it needs clear communication, fair practices, and a conscious effort to make everyone feel part of the team.
Common DEI pitfalls in remote teams
Understanding what can go wrong is the first step in getting it right. Here are a few common missteps small businesses can watch out for:
- Assuming everyone has the same set-up: Not all employees have a quiet home office, fast Wi-Fi, or ergonomic furniture.
- Overlooking caring responsibilities: Scheduling meetings without considering people’s availability can create unfair pressure.
- Letting dominant voices take over calls: In virtual meetings, it’s easy for some to speak more while others fade into the background.
- Relying too heavily on written communication: This can exclude people with dyslexia or other neurodivergent traits, and those who prefer verbal interaction.
Fortunately, there are some simple but effective ways to avoid these issues.
How small employers can build inclusive remote teams
1. Create clear and fair communication norms
Set expectations for how your team communicates—both formally and informally. For example:
- Use shared documents or project tools so decisions don’t rely on private chats.
- Encourage “camera optional” video calls to respect different comfort levels and home situations.
- Mix communication styles: combine written updates with verbal check-ins to support different needs.
You might also try rotating meeting facilitators, using hand-raise tools, or setting clear agendas to help quieter voices contribute.
2. Be intentional about recognition and opportunity
Remote workers can easily be “out of sight, out of mind” when it comes to praise, promotions, or new projects.
- Make sure achievements are acknowledged publicly—via team messages or virtual shout-outs.
- Check in regularly with all team members, not just those you hear from most.
- Ensure opportunities for development are offered fairly and transparently.
A regular one-to-one (even 20 minutes every other week) can go a long way in making someone feel valued.
3. Support work-life balance and accessibility
Remote work can blur the boundaries between work and home life, especially for parents, carers, or those with health needs.
- Offer flexible hours where possible, and avoid scheduling meetings outside core agreed times.
- Be mindful of workload expectations -check that no one’s consistently working longer hours to “prove” they’re present.
- Make reasonable adjustments for disabled employees, whether that’s tech support, screen readers, or flexible schedules.
You might also offer a small work-from-home allowance or equipment loan scheme if budgets allow.
4. Foster connection and belonging
Inclusion isn’t just about processes, it’s also about people feeling connected. In a remote setting, you may need to create space for informal interaction:
- Schedule regular virtual coffee chats or social drop-ins, but keep them optional.
- Celebrate team wins, birthdays or milestones online.
- Encourage employees to share parts of their life or culture, whether that’s music, food, or personal interests.
Even five minutes of non-work chat at the start of a meeting can help build stronger relationships.
5. Listen, learn, and adapt
The best way to build inclusion is to ask your team what they need. This could be:
- An anonymous survey to gather feedback on remote work experiences.
- A team discussion on how to improve inclusivity or share challenges.
- Inviting suggestions for making online meetings or collaboration more inclusive.
Don’t worry about getting everything right – showing that you’re open, responsive, and willing to improve is what builds trust.
Final Thoughts
Inclusion doesn’t depend on a physical office—it depends on mindset, empathy, and good communication. For small employers, remote work is an opportunity to rethink old habits and build a more flexible, people-first culture.
With just a few conscious steps, you can ensure your team (wherever they are) feels respected, supported, and connected. And when people feel included, they do their best work.
If you would like further advice creating an inclusive culture, do get in touch.