You'd think office workers would get the best company news first. After all, they're right there in the building, steps away from leadership. But I've noticed something surprising in my years of working with different teams: remote workers often get clearer, more complete communication than their in-office colleagues.
It's what I call the proximity penalty — the assumption that being physically close means you're automatically in the loop.
The hallway myth breaks down
Leaders make a costly mistake when they think, "Oh, Sarah will hear about the budget changes. She sits near accounting." They assume office workers will catch important updates through casual conversations, overheard meetings, or break room chatter.
But here's what really happens: Sarah misses the budget meeting because she's focused on her work. The accounting team discusses the changes quietly among themselves. The details get twisted as they pass from person to person. By the time Sarah hears anything, the information is incomplete or wrong.
Meanwhile, remote workers get a detailed email explaining the budget changes, complete with next steps and deadlines.
Distance forces better habits
When you can't tap someone on the shoulder, you have to communicate more deliberately. Remote teams get written summaries, recorded meetings, and detailed project updates because managers know they can't rely on chance encounters.
Office proximity creates a false sense of connection. Leaders think they're communicating well because they see their team members every day. But visibility doesn't equal information sharing.
Office workers miss out on:
Written records of important decisions
Complete context behind changes
Clear action items and deadlines
Follow-up communications that remote workers receive
How to fix the proximity penalty
Smart leaders treat all employees like remote workers when it comes to communication. They document decisions, send follow-up emails, and don't assume anyone "already knows" something.
The best managers I've worked with use the same communication standards for everyone, whether they're in the next cubicle or the next time zone. They put important information in writing, schedule proper meetings instead of relying on quick chats, and always follow up with clear next steps.
Your office workers deserve the same level of intentional communication that you give your remote team. Don't let proximity fool you into thinking you're communicating better than you actually are.
The distance between desks might be small, but the communication gap can be huge.