As the decision-maker or space planner in a hybrid office, you know every day brings something new. One of your biggest challenges is determining what office equipment, furniture, and supplies are needed on any given day.
How many desks and chairs should you invest in when you don’t know exactly who will be working in-office each day? How do you keep office equipment in peak condition? These are tricky questions to answer without the right tools.
But fear not—we are here to discuss strategies and solutions that can help. In this article, we’ll cover how to optimize workplace equipment and furniture in a hybrid environment, how to manage assets effectively, and highlight the tools that can make the process easier. Whether you’re trying to ensure a smooth transition to a hybrid workspace or looking to fine-tune your existing strategy, we’ll break down the essential points to help you plan better and waste less.
Challenges of space planning in a hybrid work environment
Should you invest in multi-functional workstations, or will standard cubicles suffice? Should you splurge on ergonomic chairs, or will a general office chair be a more logical purchase? These are likely the questions you’re asking yourself as a space planner or facility manager in a hybrid office space.
Sure, everyone wants to work in the most comfortable, cutting-edge workstation – but this isn’t always feasible. Here are some of the challenges FMs face when making space planning decisions in a hybrid office environment:
- Technology and meeting spaces: Having the right technology in meeting spaces is essential for effective collaboration. Video conferencing tools, room scheduling, and high-quality wayfinding should be considered essential if you have a dispersed workforce. Without these tools, it can be challenging to maintain teamwork and engagement in meetings that include both in-person and remote participants.
- Uncertainty in attendance: With remote workers and hybrid teams, predicting how many employees will be physically present in the office on any given day is tough. So, how do you ensure enough desks and workstations for those who come in? Over-purchasing leads to unused equipment, while under-purchasing can make accommodating all your team members when they return to the office difficult.
- Tracking space utilization: When your workforce is split between remote and on-site workers, tracking space utilization becomes crucial. You need to know which areas of your building are actually being utilized. Workplace experience tools can help, but allocating shared spaces efficiently, from meeting rooms to quiet zones, can still be tricky.
- Furniture flexibility: As employee work preferences evolve, so does the need for flexible furniture solutions. Modular furniture is a key trend in office design, but what’s the right balance between flexibility and functionality? When managing a hybrid office, planners must decide whether to go with fixed, dedicated spaces or more fluid, adaptable solutions like hot-desking or mobile workstations.
- Keeping all employees happy: The work environment is a huge contributor to employee well-being and productivity. In hybrid settings, it’s important you provide all of your employees – remote or on-site – with equipment that will make their life easier. If employees feel their office furniture is uncomfortable, for example, it can negatively impact their satisfaction and focus.
- Technology and meeting spaces: Having the right technology in meeting spaces is essential for effective collaboration. Video conferencing tools, room scheduling, and high-quality wayfinding should be considered essential if you have a dispersed workforce. Without these tools, it can be challenging to maintain teamwork and engagement in meetings that include both in-person and remote participants.
Strategies for managing equipment in a hybrid work model
Here’s a likely scenario: you need to ensure both in-office and remote employees have the necessary tools, but without overspending or wasting resources. The key to managing equipment effectively is leveraging the right strategies and tools. Here are some actionable strategies for keeping your workplace running smoothly:
Implement real-time asset tracking
In a hybrid office, where employees are frequently shifting between working from home and coming into the office, real-time asset tracking becomes essential. By using next-gen asset management tools, you can track which equipment is available, assigned, or in use at any given time. This allows you to optimize space utilization and ensure that no resources go to waste.
Explore OfficeSpace’s asset management software – a new way of viewing all of your company assets.
Encourage desk booking and reservation systems
One of the biggest challenges in a hybrid office is knowing how many desks or meeting rooms are needed on any given day. With a desk booking system or hot-desking initiatives in place, this unknown becomes abundantly clear. Employees can reserve desks in advance, ensuring space is used efficiently. From this data, you can clearly see whether or not you need to add additional desks or consolidate space. Additionally, this helps improve the employee experience by giving team members the flexibility to choose their ideal workspace.
See how OfficeSpace’s desk booking and room booking capabilities can streamline hybrid scheduling in your office.
Streamline maintenance with preventive maintenance software
Keeping equipment in top condition requires regular checks and maintenance – preventive maintenance strategies can be beneficial here. This proactive approach not only extends the life of your equipment but also minimizes downtime, ensuring that employees always have access to fully functioning tools. Regularly maintaining ergonomic furniture, computers, and video conferencing equipment is essential for productivity and employee satisfaction.
Be an early adopter of OfficeSpace’s new preventative maintenance software – a new way to manage and maintain your facility assets.
Invest in flexible and modular furniture solutions
Flexibility is key when optimizing furniture solutions in a hybrid office layout. Modular furniture offers the versatility to adapt to changing needs, such as shifting from collaborative spaces to quiet zones for focused work. By investing in flexible furniture, you can easily reconfigure workstations, meeting rooms, and common areas based on the current needs of your workforce.
Regular audits to ensure proper allocation
Regular audits help identify underutilized equipment or areas of space that are not functioning as they should. Tracking this data helps space planners and facility managers make informed decisions about where to reallocate resources, whether that’s moving desks to high-traffic areas or redistributing office supplies. These audits also allow you to track employee needs and ensure that everyone has access to the equipment necessary for their tasks, whether they’re working in-person or remotely.
Must-have equipment and furniture in a hybrid office
Creating an optimal hybrid office requires a thoughtful selection of equipment and furniture that supports both in-office and remote work. It’s crucial to equip your workspace with items that promote employee productivity, comfort, and collaboration, while also offering flexibility. Here are some of the must-have items for a successful hybrid workspace:
- A workplace management platform. A workplace management platform like OfficeSpace helps track equipment, desk bookings, space allocation, and occupancy in real-time, ensuring resources are used effectively.
- Ergonomic furniture. Ergonomic furniture promotes comfort and well-being, reducing strain and supporting healthy posture. Adjustable desks and chairs contribute to a positive employee experience.
- Video conferencing equipment. Invest in high-quality video conferencing tools—webcams, microphones, and smart boards—ensuring seamless virtual meetings for both remote employees and those in the office.
- Adjustable desks and workstations. Adjustable desks let employees switch between sitting and standing, boosting productivity and promoting health. Flexible workstations are essential for both in-office and remote setups.
- Proper lighting. Lighting improves focus and reduces eye strain. Ensure workstations are well-lit with adjustable lamps and maximize natural light in shared spaces to create an energizing environment.
- Storage solutions. Mobile and flexible storage solutions help keep offices organized, whether employees are in the office or at home. Modular furniture with built-in storage options maintains a clutter-free workspace.
- Collaborative spaces. Designate shared spaces for teamwork with comfortable seating, whiteboards, and collaboration tools to foster creativity and community, whether for brainstorming or socializing.
Key takeaways for optimizing hybrid workspaces
Optimizing equipment and furniture in a hybrid work environment requires careful planning and the right tools. Whether it’s balancing the needs of both remote and in-office workers, or ensuring that equipment is used effectively, the goal is to make sure your assets are functioning efficiently without overspending. Regular audits, flexible solutions like modular furniture, and effective space utilization strategies are crucial to meeting the needs of a dynamic workforce.
One of the most valuable investments you can make is in a workplace management platform that provides a comprehensive, real-time view of your company’s equipment and space utilization. Tools like OfficeSpace give you the insights you need to optimize resource allocation, track asset usage, and ensure everything from desks to meeting rooms is being utilized efficiently.
Ready to streamline your equipment management and create a hybrid workspace that works for everyone? Request a demo today to see how OfficeSpace can help you take control of your hybrid office.
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