How distributed work can unlock your potential | Avani Prabhakar

Summary

TED Talks Daily: How Distributed Work Can Unlock Your Potential | Avani Prabhakar

Release Date: January 15, 2025

In the January 15, 2025 episode of TED Talks Daily, hosted by Elise Hu, Avani Prabhakar, Chief People Officer at Atlassian, delivers an insightful talk on the transformative power of distributed work. Prabhakar, an introvert by nature, shares her personal journey and professional experiences, illustrating how embracing a distributed work model can unlock the potential of individuals and organizations alike.

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1. Introduction

Elise Hu sets the stage by introducing Avani Prabhakar's perspective on distributed work. Contrary to common beliefs that extroversion drives leadership success, Prabhakar argues that being an introvert has been instrumental in her rise to a top position within a major tech company.

2. Avani's Background and Introversion in the Workplace

Prabhakar opens her talk by sharing her personal struggles as an introvert in a corporate environment that traditionally favors extroverted traits. Born in Indore, India, she navigated societal expectations and language barriers, emphasizing,

“I've never been the loudest in the room. In fact, I've never been the first, second, or even third to offer my opinion. I've always listened more than I speak.” (02:26)

These challenges were compounded by the corporate demand to be articulate and assertive, often leaving her exhausted and yearning for solitude after work.

3. The Shift to Distributed Work

The COVID-19 pandemic catalyzed a dramatic shift to remote work, a transition that Prabhakar describes as life-changing for herself and many others. Atlassian, under her leadership, adopted a fully distributed model, allowing employees the freedom to choose their work locations.

“We are distributed. We have over 12 physical offices... but there is no return to office mandate, no compulsory days, just choice.” (04:10)

4. Strategies for Effective Distributed Work

Prabhakar outlines several key strategies Atlassian implemented to thrive in a distributed environment:

a. Asynchronous Communication

Transitioning to asynchronous work was pivotal. By minimizing unnecessary meetings and utilizing tools like Loom for shareable video content, Atlassian saved approximately half a million meetings. Prabhakar notes,

“Meetings are the last resort... using Loom, we have saved close to about half a million meetings.” (05:00)

b. Designing the Workday

Atlassian redesigned the workday to enhance productivity:

• Designated Meeting Time: Allocated specific periods for meetings to avoid constant interruptions.
• Deep Work Blocks: Reserved time for focused, uninterrupted work.
• Project Collaboration: Dedicated slots for team project work.

This structure addresses the common issue where 65% of knowledge workers prioritize responding to notifications over advancing actual work.

c. Managing Across Time Zones

To facilitate effective collaboration, Atlassian limits work to within two time zones, ensuring at least four hours of overlap for team interactions. This approach mitigates the complexities of global operations and enhances team cohesion.

d. Building Real Connections

Contrary to the belief that sporadic office interactions foster connection, Prabhakar emphasizes intentional togetherness. She advocates for bringing teams together with a purpose, such as problem-solving or strategic planning, to build meaningful relationships.

“You build real connection when you bring teams together to work on a problem or on a strategy.” (07:30)

5. Impact on Productivity and Employee Well-being

The distributed model has yielded impressive results:

• Productivity: 92% of employees report doing the best work of their lives.
• Focus Improvement: One-third have experienced enhanced focus.
• Personal Growth: Prabhakar herself experienced accelerated career growth, attributing it to the equitable environment fostered by distributed work.

“Working this way for me personally, it really unlocked my potential almost immediately.” (09:00)

6. Career Growth and Talent in a Distributed World

Distributed work has democratized talent acquisition and career advancement, making them location-agnostic. Employees can reside anywhere—from Atlanta to Albuquerque—and still access opportunities, fostering a diverse and inclusive workforce.

“The talent is not defined by whether you live close to an office or a city.” (10:15)

7. Future of Work: Emphasizing Choice and How

Prabhakar envisions the future of work as a paradigm where the focus shifts from when and where work is done to how it is carried out. By granting employees the autonomy to choose their working conditions, organizations can unlock greater potential and foster environments where work benefits everyone.

“When you give people the choice of when and where they work, you're giving them the key to accelerate their full potential.” (12:00)

8. Q&A with Avani Prabhakar

Following her presentation, Prabhakar engages in a Q&A session addressing key concerns about distributed work.

a. Mentorship in a Distributed Workforce

Prabhakar discusses the importance of tailored mentorship strategies:

• Onboarding: Curated in-person experiences for new hires to build initial connections.
• Leadership Training: Developing skills for effective remote performance conversations.
• Bite-Sized Learning: Implementing segmented learning modules suited for distributed settings.

“If you're a new grad or if you're a new hire, you need more curated in-person experience to build that enablement upfront.” (11:18)

b. Building Culture in Distributed Teams

When addressing cultural integration, Prabhakar advises a nuanced approach:

• Cultural Sensitivity: Recognizing and catering to diverse cultural backgrounds.
• Core Values: Anchoring the organization's culture to fundamental values to guide decisions and unify the workforce.

“You have to anchor yourself to two or three values which you believe in as a company because that will help you make some decisions.” (12:23)

9. Conclusion

Avani Prabhakar's talk underscores the profound benefits of a distributed work model, particularly for introverted individuals and organizations seeking to harness diverse talents. By prioritizing choice, intentional collaboration, and adaptable strategies, companies can create environments where every employee has the opportunity to excel. Prabhakar encapsulates her vision of the future of work with a compelling statement:

“A world where work works for everyone.” (13:07)

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Key Takeaways:

• Distributed Work Empowers Introverts: Providing autonomy and reducing the pressure to constantly perform in traditional settings allows introverted employees to thrive.
• Asynchronous Tools Enhance Efficiency: Minimizing unnecessary meetings through tools like Loom can significantly boost productivity.
• Structured Workdays Foster Focus: Designated times for meetings, deep work, and collaboration help maintain balance and efficiency.
• Intentional Togetherness Builds Connections: Purpose-driven interactions are more effective in creating meaningful workplace relationships.
• Location-Agnostic Talent Pools: Embracing distributed work broadens access to diverse and high-quality talent irrespective of geographic location.
• Future Focus on 'How': Shifting the emphasis from where and when work is done to how it is executed can unlock greater potential and satisfaction.

Avani Prabhakar's insights provide a roadmap for organizations aiming to transition to or optimize a distributed work model, highlighting its potential to create more inclusive, productive, and fulfilling workplaces.

Transcript

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[Elise Hu]

You're listening to TED Talks Daily where we bring you new ideas to spark your curiosity every day. I'm your host, Elise Hunter. Contrary to conventional wisdom, Avani Prabhakar says it's being an introvert that led her to a top position at her company. In her 2024 talk, Atlassian's chief people officer reflects on how the big shift to distributed work during the pandemic led introverts like her to shine, and how going to distributed formats with intentional togetherness led everyone to do better work and stick around. After the talk for a Q and A with Ted's Head of hr, Rach Morris.

[Avani Prabhakar]

Like many of you, I am an introvert, and I know it sounds ironic because I'm the Chief People Officer of a large tech company, but I've never been the loudest in the room. In fact, I've never been the first, second, or even third to offer my opinion. I've always listened more than I speak. And in a world where most dominant voices are often seen as leaders, I've had an uphill battle at work until distributed work changed my life and many others. I've always had what I call as grinders mentality and it was shaped early on in my life. I was born In a tier 2 city called Indore in India, a country that still favors boys. I was the youngest of three sisters, but my parents were very progressive and they expected me to excel both at sports and academics. Hindi is my first language, not English. And for those where English is not your first language, you may understand that it's one thing to be fluent at English and it's another to argue your point in it. Well, with all of that prep when I joined the workforce, it got further amplified because corporate environments expect you to show up in a certain way. For you to be successful, you have to be articulate, you have to be the first one to speak, you should be able to hold the space in the room and the list goes on. Well, I was putting a lot of energy in showing up in a certain way and it was really affecting my life outside of work. I would come home and exhausted and all I could think of was how quickly can I retreat to my room for the night. Well, 2020 fast forward. As we all know, we became remote workers overnight and the future of work was here. Since that day, my company went fully distributed, meaning every single employee could choose every single day where they work from. We have over 12,000 employees working across 3,000 cities and locations in 14 countries. But we are not a remote company. We are distributed. We have over 12 physical offices which many of our employees have choose to work from. But there is no return to office mandate, no compulsory days, just choice. We moved to team anywhere and when we were doing that, we had to really get focused in terms of how we work. Because where we work is one variable of the equation, but how we work is the most important variable. And there is a spoiler alert for all of you that we had to get really, really good at collaborating. First, we had to move to asynchronous ways of working, meaning work happens in its own time. So meetings are not the default. Meetings are the last resort. We use tools such as Loom, which allows you to create shareable videos and content which your teams can listen to, look at it and react to in their own time. By using Loom, we have saved one of the dreaded thought which I'm sure some of us might have experienced sitting in a meeting, which is, oh my God, this could have been an email, like why we're here. By using Loom, we have saved close to about half a million meetings. Second thing we had to focus on was we got really deliberate about how we design our workday. Today, 65% of knowledge workers think that it's more important to respond to a notification rather than moving actual work forward. So we get our teams to really design their day, which is divided in three halves. One designated time for meeting. There is designated work block to only do deep work and focus work and then there is allocated time to do project work with your teams. We've also realized that working across time zones can be a real challenge for global companies. So we make sure that the work is not divided beyond two time zones to make sure there is four hours of collaboration time between teams. The third most important aspect is how do you build real connection in a distributed world? And let me tell you, there is a myth that you build connection by sporadic office attendance. Like you sitting with your mate next to each other staring at your laptop. You're not building any connection. What we found out that you build real connection when you bring teams together to work on a problem or on a strategy. Ideate new things but bring them together for a reason. That's when you build intentional togetherness. I also get asked, so have you seen any drop in productivity? And my answer is no. 92% of our employees say that they are doing best work of their lives and 1/3 of them have seen improvement in focus. Well, working this way for me personally, it really unlocked my potential almost immediately. We often argue that smart people think on their feet and of course many do. But there are lots of super smart introverts who show their intelligence differently. That has been my experience. I fundamentally believe that I've been able to accelerate my career faster in a distributed world. It has leveled the playing field for me and created an environment where career growth was location agnostic. Today, the talent is not defined by whether you live close to an office or a city. You can be living in Atlanta or Albuquerque and you can find the best talent in any of those locations. So there are lots of benefits. I can go on about distributed work. Other thing I would like to say is, you know, when we reduce the future of work to a conversation or an argument between working from office and working from home, we are thinking too small. Sweeping mandates of return to work is a Very easy and a safe option and a lot of organizations use it for whatever various reasons. But having worked in the people space, I can tell you when you give people the choice of when and where they work, you're giving them the key to accelerate their full potential. For me, that is the future of work, where we stop focusing on when and where the work gets done and start focusing on the how a world where work works for everyone. Thank you.

[Unknown Speaker 4]

Thank you so much for that. Avni, stay with me for a minute. Before you leave us, I just want to ask a question. You know, you make a compelling case for distributed first teams. How do you approach mentorship in a distributed workforce?

[Avani Prabhakar]

So like I said, when you make the choice, you have to build a lot of enablement in the organizations in order to do that, which means starting from entire life cycle of onboarding. So what we experienced when based on where you are in your career and your journey, if you're a new grad or if you're a new hire, you need more curated in person experience to build that enablement upfront. When it comes to the leaders, it's a very different skill to have a performance conversation in person versus having it remote. So you have to really switch your entire L and D muscle to build around that. We also have seen that having bite sized learning is much import. It's much better, you absorb better in a distributed fashion rather than sitting against like a, you know, online training and going through it. So there are various ways, but yeah, fantastic.

[Unknown Speaker 4]

Well, if we've got people in organizations that may be considering a move to a distributed first working model, if they're concerned about the impacts on culture, what advice would you give those folks?

[Avani Prabhakar]

I would say when you're thinking about culture because and based on, you know, how distributed and how global your organization is, you have to get really nuanced about it. So one size will not fit all. You have to cater to different cultures where probably coming together for a different reason makes more sense to build some connection. So it has to be very, very nuanced when you're thinking about culture. And you also have to anchor yourself to two or three values which you believe in as a company because that will help you make some decisions. Those will be your guiding principles on this journey.

[Unknown Speaker 4]

Fantastic. Thank you so much. Another round of applause for Avni Thakhakar.

[Avani Prabhakar]

Thank you.

[Elise Hu]

That was avani Prabhakar at TED Next 2024. This talk was made in partnership with Atlassian. If you're curious about Ted's curation, find out [e-mail] curationguidelines and that's it for today. TED Talks Daily is part of the TED Audio Collective. This episode was produced and edited by our team, Martha Estefanos, Oliver Friedman, Brian Greene, Autumn Thompson and Alejandra Salazar. It was mixed by Christopher Faizy Bogan. Additional support from Emma Topner and Daniella Valarezo. I'm Elise Hu. I'll be back tomorrow with a fresh idea for your feet. Thanks for listening.

[Unknown Speaker 2]

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[Avani Prabhakar]

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[Unknown Speaker 4]

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[Avani Prabhakar]

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[Unknown Speaker 1]

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[Unknown Speaker 2]

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[Unknown Speaker 3]

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[Unknown Speaker 1]

Works in B2B marketing. He came by my school for Career Day and said he was a big roaz man. Then he told everyone how much he loved calculating his return on ad spend. My friends still laugh at me to this day.

[Unknown Speaker 2]

Not everyone gets B2B, but with LinkedIn you'll be able to reach people who do get $100 credit on your next ad campaign. Go to LinkedIn.com results to claim your credit. That's LinkedIn.com results. Terms and conditions apply. LinkedIn the place to be to be.