Feb 26, 2024

Why Companies Feel a Hybrid Process is Needed: The Corporate Perspective

Blog post about why Companies Feel a Hybrid Process is Needed

Tried hybrid work yet? Companies are starting to recognize the importance of hybrid work processes. The combination of remote and in-office work environments requires a more flexible and adaptive approach. Organizational structures are reassessed to meet the demands of the employees. The ultimate goal is to create a work environment that not only survives but thrives. Why are hybrid processes necessary? Keep reading to find out more.

Why do we need a hybrid work model?

Due to technical progress, we see new inventions and solutions that weren’t even part of people’s imagination twenty years ago. Companies that wish to be at the forefront need to keep up. Besides investing in groundbreaking technology, marketing, and best practices, their most important asset needs more attention. We are, of course, talking about the employees - the people turning business dreams into concrete action.

Talented and innovative employees are, of course, a great company resource since they can come up with new ideas and solutions. Innovation is undeniably the key to success.

One way to spark innovation is to give people autonomy and flexibility. Hybrid work gives people the chance to work independently to solve complex issues or team up with other creative colleagues in the office.

Splitting time between the comfortable home office, an inspiring co-working place, and the physical office brings a more dynamic work experience. As a result, people will be more creative and motivated. Just cashing a paycheck is simply not enough.

What are the benefits to a company for creating a hybrid process?

The success of hybrid work depends on a number of important processes and workplace culture. It goes beyond defining how people work at the office and at home - it also involves setting up the office environment to enhance the experience. The right tools like hot-desking, room booking, and user-friendly check-in systems in the office play an important part.

For hybrid work to thrive, the workplace must bring something new to the table. Employees commuting from home to the office should have compelling reasons to do so. Whether it's fostering collaboration, facilitating team meetings, or enabling focused individual work, the office should meet the specific needs of employees.

Hybrid work is not a one-size-fits-all model. Its effectiveness varies depending on the organization. Implementing hybrid work successfully means matching it to your company's dynamics. This could mean adopting a hybrid work schedule that suits your employees or incorporating smaller co-working spaces in different cities or neighborhoods.

  • Less overhead costs. Right-sizing the office has become increasingly important with the rise of hybrid work. During the pandemic, fewer people commuted to the office. Large amounts of office space were unused and ended up costing more than expected. The demand for space managers increased to be able to measure space occupancy and design the office layout accordingly.
  • Accountability. Another important factor is setting the scene for accountability. When people are given a large amount of freedom, most of them are well off and can work independently. There are, of course, exceptions to every rule, and not everyone is a superhero. That means that team leaders would need to create processes which deal with unproductivity.

We all have a bad day from time to time, but employees that show signs of demotivation need a little extra attention. Do they lack important feedback and instructions? Is something problematic in their everyday life? Or do they feel that something is off in the workplace culturally?

Rules for remote and hybrid work

It is important to set up protocols and guidelines in the hybrid office. A code of conduct establishes how we communicate and deal with colleagues. Other examples are guidelines for sick leave, working hours, and onboarding of new employees. If the framework is in place, everyone can enjoy freedom and flexibility in the workplace.

Live up to employee expectations to stay competitive

One main reason for creating solid hybrid work processes is employee retention. People tend to be less loyal to a company than they were 30 or 40 years ago. Talented professionals occasionally shop around for great companies that offer different benefits, such as flexible work and personal development. Other benefits include a collaborative environment, a strong sense of trust, and a comfortable office environment.

If you match employee expectations, people will stay at the company longer and even become proud ambassadors. When they speak highly of you, it will be easier to attract new talent. You don’t need to worry about the high costs of hiring and recruiting, which can strain current co-workers. As concluded earlier, the more brainpower you have, the easier it will be to outperform your competitors.

Technology you need to make hybrid work

Technology is at the core of most of our communication, work processes, and tools, and hybrid work is no exception. Firstly, employees must be able to communicate effectively. Proper communication reduces misunderstandings, fosters teamwork, and moves the needle forward. Sometimes, you need to talk to a colleague when you feel lost or demotivated, and other times, it is necessary to brainstorm ideas.

You might have heard about the rubber duck? It is, in fact, just a toy that people talk to in order to find a solution. It shows that sometimes it doesn’t matter who we talk to. Instead, the fact that we can voice our opinions and problems out loud is key to solving problems. So, in fact, simply having a rubber duck as a replacement for that friendly colleague could be enough. It does address the importance of being able to express yourself and not get stuck inside your head.

Not meeting in person? Use online communication tools

Communication is crucial when it comes to being creative, and most companies have understood that out-of-the-box thinking fosters innovation.

We recommend everyone to use an email client paired with an online chat program and video conference options. There are several software suites which offer all of these features in the same dashboard.

Emails are great for more formal and external correspondence such as sending contracts and proposals, whereas chat is perfect for colleagues discussing issues in real-time. It can also be a venue for fun memes, providing cheer and engaging in after-work games with remote colleagues. In an online video chat, the interaction becomes even more personal and is ideal for the weekly briefings together or an onboarding call.

Flexible hybrid work schedules with project manangement

Everyone needs access to a project management system where tasks can be assigned, progress is monitored, and everyone knows what is expected of them daily. In addition to daily or weekly briefs, the project manager can always refer to the dashboard, where the information is accessible no matter where you are. It is also perfect for remote workers who work in different time zones and cannot reply straight away. Luckily, there is a wide array of such programs, and many of them can be synced with email clients and apps.

Hybrid work and IT-security

Additionally, the IT infrastructure and software must be on point to enable remote work. This includes a good VPN for security reasons and fast Wi-Fi.

The VPN is crucial to protect the privacy of both the company and the employee. It encrypts transferred data and hides IP addresses. To comply with safety regulations, everyone should receive training to avoid phishing attacks and social engineering attempts.

Big dual screens are perfect when working with several databases or doing graphic design and video editing. Paired with an ergonomic mouse and keyboard, long work hours will not be a problem anymore.

Employees working in the office should expect to have access to all IT equipment they need, such as USB ports, cables, and external hard drives. A friendly help desk always comes in handy.

Desk booking in the hybrid workplace

When a hybrid worker wishes to spend time at the office, it can be advantageous to book a desk in advance. The activity-based office is favored by employees who crave flexibility. They can work in a different space, depending on the nature of the task. Deep work requires a solitary workspace, while collaborative tasks are best carried out in smaller meeting rooms.

Syncing workplace schedules is essential for ensuring effective collaboration. Employees can proactively plan their presence in the office, minimizing the chances of missing crucial interactions. This feature not only allows you to stay informed about who will be in the office and when but also enables people to extend invitations to coworkers for collaborative efforts and on-site meetings.

Office wayfinding is another advantage. By utilizing a comprehensive office map, employees can effortlessly locate coworkers, available desks, meeting rooms, and other essential facilities. Less time is wasted on looking for colleagues, and productivity will increase.

Flowscape enables hybrid practices

All of these perks can be enjoyed with the help of Flowscape’s user-friendly app where you can reserve a desk with just a few clicks. Plan your workday anywhere and everywhere without worrying about logistics.

Hybrid model is evolving

While hybrid work is no longer a new concept, it has now become a mainstream practice. Between 2019 and 2020, people saw a dramatic shift in favor of hybrid or remote work, fueled by the pandemic. Managers realized that the physical office had less to do with productivity, and their attitudes toward hybrid work gradually changed. Companies even saw an increase in productivity and motivation since the overall work-life balance improved.

While the concept of hybrid work is well-known, its future features are unknown. As more individuals return to work, the landscape of hybrid work will continue to evolve. There is no predetermined destination for this working model, and adaptability is crucial.

Hybrid processes are the foundation of flexible work

In conclusion, hybrid processes are necessary to tackle the evolving dynamics of the modern workplace. Flexibility, adaptability, and employee well-being are all important for both remote and in-office work. A flexible and sound approach fosters productivity, innovation, and contributes to an improved company culture. A combination of the right technology and work processes ensures that employees are not disrupted during their workday and will keep productivity sky-high. As the business landscape continues to transform, companies that embrace and effectively manage hybrid processes are likely to thrive, fostering a culture of collaboration and creativity.

Want guidance on how to set up your hybrid office for success?

Feel free to schedule a meeting with one of our product experts to learn more about our solutions and how technology can help you streamline your office processes without interfering with employees' day-to-day work.

Read more from our blog