How to create a hybrid workplace: A 7-step guide

With the rise of the digital age, there has been an increase in remote work options, one of them being a hybrid work environment, or hybrid office, a flexible workplace model that is designed to support a distributed workforce of both in-office and remote workers. A hybrid workplace model is the best way to manage talent and resources for many organizations as workers get to choose the place of work that is most conducive for work.  

If you’re creating or are thinking of making the switch to a hybrid workplace strategy, here are seven steps to help you get started:

1. Define your goals

The first step to creating a hybrid workplace is to define your company’s specific needs. What business goals do you hope to achieve? Do you want to increase productivity? Reduce overhead costs? Increase job satisfaction to attract and retain top talent? Once you have defined your company’s needs, you can start to determine which type of hybrid model would be the best fit.

If you’re thinking about transitioning into a hybrid workplace, take into account the needs of your current employees. What do they want from a hybrid workplace? Ensure that your goals align with their needs to create a successful transition.

2. Assess your workforce

Not all employees will be suited to a hybrid model. Some may prefer the structure and support of an on-site workplace, while others may thrive in a more flexible, remote setting. It’s important to conduct employee surveys so that you can identify which model would best suit your team.

Some questions to ask your team:

• Do you feel productive working remotely?

• Do you find it difficult to focus on work with distractions at home?

• Do you prefer having set hours or a more flexible schedule?

• Do you work better in teams or independently?

Once you’ve gathered this feedback, you can start formulating a plan for your hybrid workplace.

3. Design your own hybrid workplace

There is no one-size-fits-all hybrid workplace model. The model you choose should be based on the specific needs of your organization. There are, however, three common hybrid workplaces: 

1. The remote-first model

In this type of hybrid workplace model, some employees are given the option to work remotely full-time and very rarely come into the office as needed. Other employees will choose to work from the office full time. This model is appropriate for companies that hire workers who live significantly farther from their office, e.g. another state, or another country, or who simply prefer not to commute to work.

2. The flexi-remote model 

The flex schedule model allows employees to work in the office a few days a week and work from home for the rest of the working week. This type of hybrid workplace model is adopted by organizations that are open to allowing employees to choose their own schedules, as long as they meet the minimum required hours. This model is best for organizations with employees who have irregular schedules or need more flexibility.

3. The remote-only model 

In this type of hybrid workplace model, all employees work remotely and there are no physical offices to work from. This model is appropriate for companies with a fully distributed workforce. Employees in this model tend to be self-starters and independent workers.

3. Consider a flexible schedule

You and your employees might be more productive if you have a flexible schedule. This means that people can work when they want as long as the work gets done. Also, it can benefit employees who have difficulty focusing at home or prefer more structured hours.

When creating a flexible schedule, there are a few things to keep in mind:

• Start with core hours: Begin by creating core hours, or the time when all remote employees are required to be available. This will ensure that there is some overlap for collaboration and communication. 

• Allow for flexibility: Once core hours are established, allow employees to choose their schedules within those hours. This can be done using a scheduling tool or simply by communicating.

• Define clear expectations: Be sure to communicate expectations for both in-office and remote conditions. This will help employees know what is expected of them and avoid confusion.

• Agile office design: To accommodate a hybrid work environment, consider implementing an agile office space. This will allow for more flexibility and collaboration among employees.

4. Set up effective communication channels

With a hybrid workforce, effective communication is key. Employees must communicate with each other, whether in or out of the office. There are a few different ways:

• Setup a chat system like Slack or Microsoft Teams. These systems allow employees to communicate with each other in real-time, no matter where they are.

• Consider video conferencing: Use video conference rooms for team meetings, one-on-ones, and other communication. This way, office workers can see each other’s faces and body language, making communication more effective.

• Create an intranet: Create a company intranet where employees can access company information, documents, and policy manuals. This is a great way to keep everyone on the same page and ensure everyone has the necessary information.

5. Promote collaboration

For employees to be productive in a hybrid work model, they need to feel like they’re working together as a team – even if they’re not in the same physical space. There are a few ways you can promote collaboration among remote workers for a productive office environment:

• Encourage employees to have “virtual coffee breaks” where they can catch up with colleagues online

• Use project management software to keep everyone on the same page

• Set up regular check-ins with employees to see how they’re doing

6. Improve employee experience

A great workplace is not only about the physical environment. It’s also about the people who work there and their experience. Improving employee experience should be a key focus for any organization, whether they are fully remote or have a hybrid model.

There are many ways to improve employee experience, but some of the most important include:

• Creating a sense of community: This can be done through initiatives like social events, mentorship programs, and employee resource groups for remote participants.

• Fostering development: Provide opportunities for employees to grow in their careers through training and development programs.

• Boost daily productivity: Ensure employees have the resources to do their jobs effectively, including the right technology.

By improving employee experience, you’ll not only attract and retain top talent, but you’ll also see a boost in productivity and engagement.

7. Evaluate and adjust

Once you’ve implemented your hybrid workplace model, it’s important to evaluate how it’s working and make changes as needed regarding in-person or remote work. This will help you ensure that your workplace is meeting the needs of your employees and your business. Some activities will include:

• Surveying employees regularly to get feedback on their experience

• Tracking metrics like productivity and engagement levels

• Analyzing data from your HR system

• Meeting with managers to discuss how the hybrid model is working in their teams

Making changes to your hybrid workplace model is an ongoing process. Regularly evaluating and adjusting can ensure that your workplace always evolves to meet your business needs and employee engagement.

Conclusion

Now that you know how to create a hybrid workplace, it’s time to implement your plan. Remember that there is no one-size-fits-all solution – what works for one company may not work for another. Do trial and error to determine what combination of remote and on-site work works best for your business. And remember to stay flexible – as the world continues to change, so will the way we work.

The hybrid workplace is the future of work. By combining the best aspects of both remote and on-site work, businesses can create a more productive, engaged, and happy workforce. 

Do you have any tips on creating a successful hybrid workplace? Share them with us in the comments.