What is Proximity Bias? Understanding and Managing Its Impact in the Workplace

In an increasingly hybrid and remote work environment, a new form of workplace inequality is emerging — proximity bias. Proximity bias refers to the unconscious tendency for leaders and decision-makers to favor employees who are physically closer to them, often those who work in the office more frequently. We originally started talking about this phenomenon in our 24 HR Buzzwords to Know for 2025 piece, and while this bias may not be intentional, it can have serious consequences for workplace equity, employee morale, and talent retention. 

As remote work becomes more common, casual interactions disappear for employees working from home, making them less “visible” in the eyes of leadership. This reduced visibility can impact how remote employees are perceived, often being overlooked for promotions, high-visibility projects, or critical feedback sessions, even when their work performance is strong. Meanwhile, in-office workers may be perceived as more engaged or committed, simply because of their physical presence. Let’s explore the impact this has and what management can do about it.

Impact on Human Resources and the Workplace

Proximity bias poses a serious challenge for Human Resources professionals who are tasked with creating equitable and inclusive work environments. If left unchecked, proximity bias can lead to several negative outcomes:

• Reduced Engagement: Remote employees may feel undervalued or ignored, leading to decreased motivation and productivity.
  
  
• Inequity in Advancement: Employees working from home may miss out on career growth opportunities, contributing to a two-tiered workplace.
  
  
• Increased Turnover: Talented employees who feel overlooked or underappreciated may leave in search of more inclusive environments.
  
  
• Threat to DEI Goals: Remote work is especially important for employees who require flexibility due to caregiving, health conditions, or disabilities. Proximity bias can disproportionately impact these groups and undermine diversity, equity, and inclusion efforts.
  

How to Manage Proximity Bias Effectively

HR leaders and managers can take several steps to reduce the effects of proximity bias and ensure a fair experience for all employees, regardless of location.

1. Create Performance-Based Metrics
   Shift from input-focused management to output-focused assessments. Rather than evaluating based on hours seen at a desk, focus on measurable performance outcomes, deliverables, and impact.
   
   
2. Standardize Promotion and Recognition Processes
   Implement clear, objective criteria for performance reviews, promotions, and recognition programs to ensure all employees — remote and in-office — are assessed equitably.
   
   
3. Use Technology Thoughtfully
   Encourage the use of collaboration platforms that allow all team members to contribute and be visible in meetings, discussions, and project planning. Record meetings when possible and maintain shared documentation for transparency.
   
   
4. Train Managers to Recognize Bias
   Provide training to help leaders become aware of proximity bias and how it can affect their decision-making. Equip them with tools to manage hybrid teams effectively and inclusively.
   
   
5. Foster Inclusive Communication
   Make a habit of including remote employees in informal conversations, updates, and brainstorming sessions by fostering communication at work. Intentional inclusion builds trust and signals value.
   

In today’s hybrid workforce, addressing proximity bias isn’t just a nice-to-have — it’s a necessity. Organizations that actively mitigate this bias will be better positioned to retain top talent, uphold DEI goals, and build a fair and future-ready workplace.