Hybrid Workplace Basics, Best Practices and Common Questions

Today, the office isn’t just a physical building every employee goes to during the work week. Thanks to evolving mindsets, technology and the recent pandemic, many global workplaces have shifted to a hybrid workplace model that allows more freedom and flexibility for employees. In simpler terms, the butts-in-seats office days are long gone, and the idea of remote flexibility is becoming more commonplace.

Read on below to understand what does “hybrid workplace” mean, the hybrid workplace model, hybrid workplace best practices, how to design a hybrid workplace, and to get answers to some common questions about hybrid workplaces.

What is a Hybrid Workplace?

A hybrid workplace model is what it sounds a like – a hybrid. It combines in-office work with remote work, and when implemented properly, can help an organization to drive greater employee productivity and satisfaction, while cutting overhead business costs.

In a hybrid workplace model, employees can work on-site at the office, or they can work at home. How many days an employee works at home vs comes into the office is up to the business, but often organizations look at a 1-2 in-office and 3-4 day at-home split. The hybrid nature is up to the discretion of the organization and what works best to balance employee health and happiness with the business’ growth and productivity.

Is the hybrid workplace model becoming popular?

According to a recent survey by McKinsey & Company– executives are saying that they are more likely to employ a hybrid workplace than not. In fact, the survey’s details indicate that in today’s post-pandemic future, “nine out of ten organizations will be combining remote an on-site work.”

Moreover, employees coming off the COVID-19 pandemic stated that they’d rather work from home and feel more productive and balanced when doing so. [See more on this from the PEW Research Center here.]

Key Features of the Hybrid Workplace Model

In order to implement a hybrid workplace model, a company must rethink its processes, the tools and technologies it relies on (in-person meetings, agency meetings offsite, etc.) and be able to adapt to a digital age in which technology connects everything together.

Below are three key features of a hybrid workplace model:

1. A digital headquarters (digital HQ)

   When creating a hybrid workplace, a digital headquarter for employees is key. This means establishing a single location (source of truth for everything employees need) online where employees can securely share and store documents, connect and collaborate with other teams and departments, as well as benefits and HR, and access data and important employee resources. A digital HQ should be accessible from anywhere in the world for employees, and it should also be able to effectively and efficiently connect and serve employees, customers and partners.

2. Outlined work style models

   Hybrid workplaces provide employees with different work style options, often called flex working. An employee may work in the office all the time (office-based); work flexibly in the office part of the time (1-3 days usually); or they may work remote (telecommute), where they’re at home or elsewhere remotely working 100 percent of the time. The style that fits your business will be dependent upon your workforce, product or service, as well as how well you set up your digital headquarter operations.

3. Technological and resource support

   This means ensuring employees have laptops, headsets or headphones, Wi-Fi and internet access, and any software and programs they need to do their jobs effectively whether they are in the office or working remote. It also means providing desks for on-site employees, as well as on-demand desks and meeting rooms for employees who may occasionally come in for larger meetings. Moreover, you’ll need to set up a technical support team that can function digitally – i.e., employees should be able to call a technical help desk and get assistance for any issues that arise. Having the technological resources and support systems in place is key for a hybrid workplace model to succeed.

TIP: Explore desk and meeting room software than can streamline on-demand desk booking and adapt to your unique hybrid workplace model.

4. Established company processes and rules

   No matter what each employee’s work-style status is, a company establishing a hybrid workplace model needs a comprehensive set of processes and rules that help guide employees on important things such as scheduling large group meetings, when to come into the office, health and safety rules for remote and hybrid workers, and other things that help to keep the organization running smoothly with a hybrid workforce.

How to Design a Hybrid Workplace

Any size organization can build a hybrid workplace to accommodate the new remote/on-site mix way of working. Here are some helpful tips for how to design a successful hybrid workplace that allows the company to shift from a physical headquarters to a digital one.

1. Identify the teams and departments that you feel can work remote, hybrid or that must be in the office.
2. Evaluate your current workforce’s location(s) to determine where you may keep or eliminate physical offices.
3. Audit and analyze your current technology setup to see if you have gaps that must be addressed before shifting to a hybrid workplace model.
4. Inform and communicate with your employees and leaders as you take any steps to transition to a hybrid workplace.
5. Implement any required technologies and software to set up a digital HQ and to provide connectivity and resources to all employees – on-site and remote. This also includes technology solutions designed to handle visitor management, desk and meeting room bookings that are required ad-hoc, and that can function on-the-go as well as in-office.
6. Develop a hybrid workplace process and rule guide that helps employees understand the new company procedures, policies, safety and cybersecurity requirements, as well as to provide guidance for when an employee may be required or asked to come to the office.

What Are the Advantages of a Hybrid Workplace?

Hybrid workplaces are becoming more and more common post-pandemic as there are numerous benefits for both the business and its employees. Some of the advantages of a hybrid workplace model include:

• Increased productivity
• Better work-life balance for employees
• Improved employee satisfaction and company culture
• Lower operational and overhead costs
• Reduced employee turnover and lower turnover costs
• A happier and more satisfied workforce
• Greater collaboration and relationships between teams, departments, and individuals within teams
• More open and transparent communication around projects, work styles, schedules, and needs
• Improved employee mental health
• Better flexibility for employees, especially those who have familial responsibilities
• Savings for organizations on real-estate and other physical resources
• More efficient workplace environment

Three Common Questions About Hybrid Workplaces

Does a hybrid workplace model change employee benefits?

It can. It depends on how your organization sets up your hybrid workplace model, but some of the new employee benefits you may offer to existing or new employees can include:

1. Flexibility to work remote part-time or full-time
2. Providing more (or newer) technologies and resources an employee may need including standing desks, ergonomic chairs or computer screens for side-by-side viewing
3. Mental health support, resources and better insurance coverage for mental health services

Other benefits may be altered as well, but it’s up to your organization to determine what is the new “normal” and what are new “benefits” – aka added bonuses employees get with your company.

Does a hybrid workplace impact company culture?

In many cases a hybrid workplace can positively impact company culture by enabling the opportunity for employees to create healthier work-life balances and to take time for their mental and physical health. It can also create greater satisfaction by offering employees more flexibility, the freedom to set their work-day schedules, work remote, as well as reduce the stress and time wasted on commuting to-and-from an office.

Some of the things that hybrid workplaces have led to are more fluid company communications, less formalization, a less rigid and more relaxed company structure, stronger working relationships, better efficiency of projects, and faster approval/review times.

What are the risks of a hybrid workplace?

A hybrid workplace though does come with some risks if a company is not careful to monitor and adapt it over time. Some things to watch out for in a poorly implemented hybrid workplace model include speeding up employee burnout by not having set office hours, difficulties with schedule management, and ineffective collaboration between in-office and remote employees.

Final Note: Things to Consider When Building a Hybrid Work Model

As a closing note, if you are considering transitioning your organization to a hybrid work model, here are five tips for individuals in positions of leadership who are going to execute and lead the way.

Leadership-level employees should keep the following in mind when trying to achieve hybrid workplace model success:

1. Trust your employees and work on building trust between teams and all levels of employees.
2. Listen to your employees – at every level of the totem pole – and make sure to take note of common complaints or themes that need to be addressed.
3. Be open to collaborating with your employee base on-going as you implement and evolve your hybrid workplace model.
4. Co-crate and empower employees across the organization to help them make the most of the hybrid workplace, including benefits like a better work-life balance, tips to help them create an at-home office, as well as providing instructional resources and guidance during the transition and for any new software or technologies you end up implementing.
5. Ensure equity is established and kept between employees who are remote (telecommute) and those who are in the office. What this looks like may vary by business but establishing equality and balance for all is key to a happy workforce and avoiding any backlash.

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