How to Prevent Proximity Bias in the Workplace: Examples

Bias in the workplace is always a concern, and this issue intensifies during the shift to remote work. Research shows 40% of executives are concerned about gaps between remote and in office workers, yet many of them still expect their staff to work in the office with them at least three days a week, which adds to the unfairness they aim to address.

This form of workplace bias, known as proximity bias or distance bias, is particularly common in remote or hybrid work environments. Read on to dive deeper into what it is and the steps for eliminating proximity bias in your workplace.

What is proximity bias?

Proximity bias refers to the bias managers or executives have in favoring employees who are physically in the office over those working remotely. According to a psychology expert , it is a "natural instinct" and part of the brain's decision-making process that has helped prioritize “what feels safest.”

Having ongoing proximity bias at work can greatly affect the workforce. For organizations unsure of how distance bias appears, here are a few common examples:

• On-site workers get more attention because managers see them often.

• Managers help those nearby more, leaving remote workers feeling left out.

• Remote workers are ignored in meetings because they are not there.

Proximity bias can lead to unfair pay decisions and damage employee trust. Salary.com's Pay Equity Suite helps organizations find and fix pay gaps, manage raises fairly, and support equal pay, whether employees work remotely or in the office.

Proximity bias vs similarity bias

The difference between proximity bias and similarity bias is that proximity or distance bias occurs when people are favored based on physical closeness or frequent interaction. In contrast, similarity bias  happens when people or things similar to oneself are preferred.

To help you understand, here’s an example: A manager gives more attention to knowledge workers who sit nearby. That’s proximity bias—giving preferential treatment to those who are closer.

If a hiring manager picks candidates from the same university they attended—that is, similarity bias. In short, proximity bias is about physical closeness, while similarity bias is about shared traits.

	Proximity bias	Similarity bias
Meaning	Favoring those who are physically closer.	Favoring people who are similar.
Driving factor	Being near and interacting more often.	Shared traits or experiences.
Impact	Remote workers miss out on development opportunities and recognition.	Reduces diversity and can lead to unfair hiring or promotions.

Don't confuse proximity bias with cultural proximity bias, which means favoring people who share the same cultural background, values, or way of speaking.

Proximity bias examples

Distance bias is often overlooked by employers, but it may already be happening in their organization. Here are common examples of proximity bias in the workplace:

Scenario 1: Performance evaluation

John works remotely as an IT specialist and meets performance expectations. He is always a standout among his workmates, even though he works remotely, but he is often overlooked in performance reviews compared to his in-office counterparts.

This bias leads to John receiving less recognition because managers tend to value the work of employees they see daily. As a result, John's performance evaluation and career growth are negatively impacted.

When there’s distance bias in your workplace, there’s a chance that unfair pay is also present. Address this by assessing pay gaps with a reliable solution to check if differences between genders or protected classes are justified by factors other than demographics.

Scenario 2: Project assignments and opportunities

Jane's company allows their employees to choose between working remotely or in the office. Jane accepts the work-from-home option as this suits her needs as a single mother. However, she is often passed over for important projects due to her manager's preference for in-office employees when assigning tasks.

As a result, Jane misses chances to develop her skills and take on high-profile projects, which limits her growth opportunities.

Scenario 3: Promotions and career advancements

Zane works hybrid, while other team members are in the office. Due to distance bias, Zane's manager favors employees who are more visible when making promotion decisions.

Although Zane has the skills, experience, and has been working hard, the manager’s preference for office full time employees causes Zane to be passed over for advancement opportunities.

The impact of proximity bias at work

Distance bias, like any form of bias, can influence workplace decisions in unfair ways. Below are some of the potential negative effects it can have on employees and teams.

1. Unequal access to advancement opportunities

   Remote workers may miss out on promotions, pay raises, leadership roles, or key projects because they are not physically present. In-office employees are more visible and often get more growth opportunities, even though remote workers tend to be more productive on average.

2. Lower performance ratings for remote employees

   Managers may rate in-office employees higher due to their visibility, even if fully remote workers perform just as well or better. A study showed that remote workers performed better but were still passed over for promotions. Also, a 2021 survey found that 64% of managers thought office workers outperformed remote workers.

   For companies using merit-based pay, this issue can cause pay inconsistencies. The good news is there’s a solution that defines comparable roles to ensure fair and consistent pay decisions.

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3. Decreased inclusion and team cohesion

   Remote workers might feel left out of casual conversations, decision-making, or team activities, which hurts their sense of belonging and teamwork. Many supervisors believe remote workers are easier to replace than in-office staff, which is a concerning perspective.

4. Increased attrition risk for remote employees

   Feeling undervalued or excluded can lead remote workers to leave for new jobs, increasing turnover and affecting team stability. Many employees without flexible schedules are 2.6 times more likely to seek new jobs than those with flexible hours.

How to overcome proximity bias in the workplace

Recent data shows that 52% of U.S. workers have hybrid jobs, and 27% work fully remotely. This makes it important for companies to address distance bias, which often happens in remote or hybrid workplace settings.

Here are steps to combat proximity bias in the workplace:

1. Step 1: Help people understand the issue and educate

   The first step is to see that distance bias is real and can affect work decisions. Hold workshops or training sessions, especially for managers, to show how it can impact teamwork, promotions, tasks, and daily interactions, ensuring everyone is treated fairly. Sharing real-life examples can also help make the message clear.

2. Step 2: Use clear and fair ways to measure work

   Focus on performance and results, not just showing up. Set clear goals and measures for each role that do not depend on location. Use a consistent review process that looks at outcomes, contributions, and skills, not visibility. This helps make sure both in-office and remote working employees are judged fairly.

   If distance bias is affecting pay decisions, address it by promoting pay transparency and clearly explaining how compensation is determined for all employees, no matter where they are located.

3. Step 3: Support fair communication and include everyone

   Be thoughtful about how you share information and run meetings. Use a remote-first mindset, so everyone gets the same updates, whether they’re in the office or not.

   Use digital tools and make sure remote team members can join meetings easily and are included in discussions. If your team is global, rotate meeting times to suit different time zones.

4. Step 4: Build ways for people in different places to connect

   Actively encourage team connections, no matter where people work. Set up virtual social events, team-building activities, or coffee breaks.

   If possible, arrange occasional in-person meetups for the whole team. Set up mentorship or buddy programs that link people from different locations to help them connect.

5. Step 5: Set a good example and make leaders responsible

   Leaders set the tone by showing inclusive behaviors. Leadership teams should make sure remote team members are seen and their work is recognized, while addressing any bias.

   Hold managers accountable for treating everyone fairly, no matter where they work, and regularly check data on promotions, tasks, and recognition to spot and fix any gaps.

Like any other workplace bias, proximity bias is harmful. But one thing is for sure: this issue is fixable and can lead to a fairer work environment. Just remember, human resource management and the organization should raise awareness among the workforce about this issue and ensure equal opportunities for all.