Navigating the new normal of the hybrid workplace is no simple task. Creating new, more flexible work environments that better serve both employees and long-term business goals requires careful planning and implementation.
However, as more businesses experiment with different return-to-office strategies, some key best practices are emerging.
In this article, we’ll explore some of the benefits and challenges of hybrid work, as well as some hybrid workplace change strategies that can future-proof your office.
This includes ideas for creating a curated, purposeful approach to hybrid work that improves productivity, employee satisfaction, and talent retention.
Click here to access the full webinar on hybrid workplace strategies.
Insights, tactics, and strategies from today’s workplace leaders on how they’re shifting the office to better suit employees and company goals
A hybrid workplace is a flexible work model that blends both in-person and remote work. Within this framework, employees have more freedom to choose when and where they work, striking a balance between traditional office settings and remote locations.
This approach acknowledges the diverse needs and preferences of the modern workforce that has grown accustomed to remote work while also maintaining the benefits that can be gained from in-office collaboration.
Post-pandemic research has found that “organizations that offer a hybrid working model have a very high score of positivity and effectiveness in providing the best place to work.”
But while the pandemic has pushed many companies to adopt a variety of hybrid work models at scale and pace, not every rollout has been an easy or seamless one. There is no simple, one-size-fits-all hybrid work model.
Rather, creating a successful hybrid workplace strategy requires an understanding of your business’s unique needs, and the needs of your employees, and a careful consideration of how to properly plan, implement, and manage the hybrid work experience.
“In terms of what’s successful in returning to office, taking a ‘no policy’ approach doesn’t tend to work very well. Even if you’re not sure what the best possible strategy is going to be at the start, you still want a strategy regardless.” Kathleen Archerd, Senior Product Manager at OfficeSpace
“In terms of what’s successful in returning to office, taking a ‘no policy’ approach doesn’t tend to work very well. Even if you’re not sure what the best possible strategy is going to be at the start, you still want a strategy regardless.”
Adopting any new way of working should always start with the right workplace strategy.
Developing any new strategy starts with asking the right questions and including the right stakeholders in the process.
To do this, it’s important to first understand where an organization is in its journey. Are there policy constrictions? Are they trying to improve space utilization? What is the company culture? Hybrid work may be here to stay, but it doesn’t look the same for everyone. Before you can create an effective strategy, you must first understand the needs of your organization.
“Hybrid work is here to stay, but it does not look the same for everyone.”Mary Carnes, OfficeSpace
“Hybrid work is here to stay, but it does not look the same for everyone.”
When thinking through their hybrid work approach, companies often want to know what other companies are implementing and the overarching trends in the industry.
While this is a good place to start, it’s important to remember that the most effective plan is one that is specifically tailor-made to your organization and the well-being of your employees. As you make a plan and begin to implement it, you should be prepared to make adjustments and adapt your unique needs and those of your employees to maintain buy-in from the organization as a whole.
“Your approach is tailor-made, to a certain extent, in terms of really relating to the vision and the needs of the company and then driving some of their core values.”Surabhi Raman, Savills
“Your approach is tailor-made, to a certain extent, in terms of really relating to the vision and the needs of the company and then driving some of their core values.”
Change isn’t easy, especially when you’re adopting a new workplace model without historical data to lead the way.
This is as true for employees as it is for managers and space planners—-which is why it’s crucial to make the transition as simple, painless, and organic as possible.
The first step is properly communicating the ‘why’ of the office. Set clear expectations about why you are making changes—-whether that’s team building and collaboration in the workplace (always critical, since having work friendships increases productivity and engagement), supporting their work style (not everyone can easily focus at their home office), or providing or receiving mentorship. Take the time to explain how your hybrid work policy will benefit employee well-being.
Employees need to clearly understand how being in the office, even occasionally, can be good for them, their colleagues, and their company. With the right messaging in place, companies can then create the right policies and pick the right workplace technology to support their future of work.
From there, companies can begin the process of rolling out new strategies.
“It really comes down to understanding what your business is, what your priorities are, and then aligning the space type in the office space for that need.”Johanna Rodriguez, Savills
“It really comes down to understanding what your business is, what your priorities are, and then aligning the space type in the office space for that need.”
Despite all the work done to engage the hybrid workforce, office attendance is currently lower than many leaders were expecting (or hoping). This is due in large part to a push-and-pull with remote workers. Many remote workers have come to enjoy the benefits of working remotely and are reluctant to come back.
As such, many companies don’t want to mandate that people be on-site in the physical office—-especially given the amount of pushback these types of in-office mandates have been receiving.
At the same time, we also know that while remote working can certainly be productive, there are significant benefits to face-to-face collaboration.
That’s why smart companies are making the office a magnet rather than relying on mandates.To accomplish this, you must focus on the needs of your team members—-what are your employees asking for? What do they need to be successful and engaged? What do they want the office to look like? Focus on the particular needs of your workforce rather than blindly following workplace trends so you can continue to attract and retain top talent on your hybrid teams.
Asking employees about their decision-making around coming in or not can help you incentivize their return to the office.
If commuting costs are an issue, you may want to cover parking or transit passes.
If there are health concerns, you may want to consider a social distancing planner and/or workplace health checks.
Maybe they need help getting used to the new layout and processes. An informational kiosk when they enter the office could help facilitate check-ins and help team members find their seats more easily.
Sometimes it can just be about creating a fun environment. Brainstorming new perks like team-building activities, employee meals, and special events can give people a reason to step out of the cocoon they’ve enjoyed for the past few years.
Today’s empowered employees are simply not willing to work in inflexible environments any longer. You need to offer something more.
“There has to be a balance of social connectivity along with purpose in the workplace today.”Surabhi Raman
“There has to be a balance of social connectivity along with purpose in the workplace today.”
Getting the right technology for your space is critical to hybrid workplace change strategy management. If employees have a bad experience on day one, they’re going to be a lot less likely to want to come back for day two.
Technology can support a hybrid work environment in two key ways.
The first is people-focused—-using technology to enhance employee experience and the workplace experience overall.
The second is real-estate focused—-using technology to make data-informed decisions for your corporate real estate.
Regardless of your goals, you need to adopt the right technology in the workplace to facilitate an easy transition.
When it comes to space, companies should develop a modern office floor plan that adheres to their recommended office space per employee. What this looks like will depend on how frequently your employees are in the office and the types of workspaces they need. This is especially true with flexible seating arrangements, where it can be much more difficult to get an accurate picture of true employee presence in the office.
Flexible working software enables and enhances employee engagement and experience in a hybrid environment, while video conferencing and cloud-based collaboration tools like Zoom and Microsoft Teams help create a digital workspace that supports employees full-time.
The right space management software can also provide advanced analytics to support both workplace management as well as any efforts to optimize the real estate portfolio.
Finally, when choosing to adopt technology, it’s crucial to find scalable solutions that are actually in line with your goals.
“If people need to go to the office, and if they go there for connection and collaboration, then we need to ensure the office is set up and adopted as a tool to support this work.”Mary Carnes
“If people need to go to the office, and if they go there for connection and collaboration, then we need to ensure the office is set up and adopted as a tool to support this work.”
When planning for this new hybrid workplace, always keep employee needs top of mind.
For many companies, the office will be a community and collaboration center, which means you’ll need the right number of meeting rooms and collaborative workspaces.
When it comes to work-life balance, most workers today are looking for some amount of location and/or schedule flexibility.
Will you allow people to create their hybrid work schedule? Should you embrace work strategies like coworking or reduced work weeks?
People with different working styles or from different generations in the workplace will have their ideas of what they want in their new normal.
Ultimately, the right initiatives will be those that embrace a variety of considerations and can stay flexible; workplace agility will certainly be critical going forward.
“It’s about creating and understanding what the real reasons are for that office.”Johanna Rodriguez
“It’s about creating and understanding what the real reasons are for that office.”
Hybrid work models offer a range of benefits for both employees and organizations, contributing to increased flexibility, productivity, and overall satisfaction. Some key advantages include:
The success of your hybrid work model hinges on your ability to anticipate issues, address challenges, and empower employees with the tools and information they need to thrive. Here are some of the challenges you must overcome for your hybrid workplace to succeed:
Connectivity:
As we’ve covered, employees are the ultimate stakeholders in this hybrid journey. To ensure companies are maximizing both their hybrid workplace and the employee experience, they need to keep employee needs at the forefront.
Two key partners need to work closely together in this process.
First, human resources and people management play an important role in both setting policy and communicating it to team members.
Second, IT and office facility management is responsible for implementing the right hybrid workplace technology to create a seamless transition.
There is no one future look for the hybrid workplace. Each company’s approach to hybridization will be nuanced and ideally informed by real-time data and specific employee needs.
To do this, you need the right technology, the right policies, and the right hybrid workplace change strategy management.
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