7 Key Steps to Successfully Implement Return-to-Office Policies in 2025

I am not a fan of the trend of return-to-office (RTO) mandates. I firmly believe in the benefits of remote work and enjoy helping leaders think about how to intentionally cultivate fully remote and remote first environments that center the thriving of their people.

However, it is predicted that in 2025, more businesses will implement return-to-office policies for their employees. Thankfully, not all will focus on 100% in-person models, as many will explore hybrid options that offer some level of flexibility for work-from-home/anywhere accomodations. The reasons for this shift to return-to-office are varied. Some companies believe in the benefits of face-to-face collaboration, while others are looking to optimize their use of office space or address concerns around productivity and culture.

And although I’m not a huge fan, I do believe i you are considering implementing either partial or full return-to-office policies there is a way to do it well. It’s important to approach this transition thoughtfully. Here are some key actions you can take to ensure a smooth transition while supporting your employees effectively.

1. Ask for Input

Before making any decisions, start by gathering input from your employees. Understanding their experiences and preferences is crucial. For many, remote work has become a staple of their daily lives, providing flexibility and greater quality of life that may not have been possible in a traditional office setup. For many, there may be reluctance to RTO, but by seeking to understand this reluctance, you’ll be able to craft a better strategy that addresses concerns and can prove more effective in the long run.

A few ways you can gather this feedback include:?

• Conducting anonymous surveys to understand employees' thoughts on returning to the office.
• Hosting focus group discussions to gain deeper awareness and insights into specific concerns or ideas.
• Use 1-on-1 check-ins to gauge individual preferences and needs.

Back in 2022, as one of my clients was contemplating if they’d remain a remote-first organization after some of the COVID-era restrictions eased, we adopted this approach. We spent several months listening to the thoughts, concerns and preferences of our people in a variety of ways. A key factor in successfully crafting a way forward was involving our employees, listening well, and taking our time as we considered the various options that could positively impact business outcomes along with employee satisfaction and engagement.

Why this matters: Employees want to feel heard. By seeking their input, you demonstrate that you value their opinions and are committed to making decisions that consider their wellbeing and preferences. This also helps in identifying potential issues early, such as challenges with commuting, childcare, or maintaining productivity.?

Also, I’ve found including other perspectives in the beginning steps of an important change helps uncover great insights that you likely hadn’t even realized were points to consider previously.

2. Use Employee Feedback in Your Planning

Once you have collected feedback, make sure you use it! (Hint - if you employees don’t see how their input has influenced planning they are much less likely to provide it in the future.) The insights gathered will be pivotal to crafting your return-to-office strategy. Analyze the feedback to identify common themes and trends that can inform your policy decisions. Using these insights:

• Identify top concerns from the feedback, such as flexibility, commute times, or in-office safety protocols.
• Assess if and how you can address these concerns within your business context.
• Use the data to create a plan that balances business needs with employee expectations.

Why this matters: Utilizing feedback to shape your plans shows employees that their voices have a tangible impact on company decisions. It also helps mitigate resistance to change, as employees are more likely to support a transition that reflects their needs and preferences.

3. Involve Your People in the Planning Process

Transparency and collaboration are key when implementing changes that directly affect your workforce. Rather than making top-down decisions, involve employees in the planning stages. This could be through forming a task force, involving team leads, or creating a feedback loop for ongoing suggestions.

Some ways you can involve your team, include:

• Creating a cross-functional team to provide input on return-to-office policies and logistics.
• Holding open forums or town hall meetings to discuss plans and gather real-time feedback.
• Identifying ambassadors or champions within teams to communicate updates and gather ongoing input.

Why this matters: Involving employees in the planning process can help bridge the gap between leadership decisions and employee expectations. It fosters a sense of ownership and commitment to the new model, making the transition smoother and more effective.

4. Communicate Openly and Regularly

Effective communication throughout the RTO process, from planning to implementation to evaluation, is critical. Keeping people in the know about milestones, decisions and key dates can provide a supportive transition that is really helpful whenever a big change is occurring.

When you are ready to implement your return-to-office policy, be sure to share key dates and milestones well in advance. Remember, clear and timely communication is crucial. Your employees will need time to adjust their schedules, arrange childcare, or sort out their commuting plans.

Best practices for communication:

• Announce key dates, such as the start of in-office work or hybrid schedules well in advance (I recommend doing so as soon as you have an approved plan, but at least 3 months in advance).
• Share updates through multiple channels, such as email, team meetings, and your company’s internal communication platform.
• Provide regular updates leading up to the transition, especially if there are changes or adjustments to the plan.

Why this matters: Effective communication reduces uncertainty and helps employees feel more prepared for the transition. It also gives them time to address any logistical or personal challenges that may come from returning to the office.

5. Establish Metrics for Success

To understand if your return-to-office policy is meeting its goals, establish clear metrics for success from the beginning. These metrics should align with your company's overall goals and reflect the specific outcomes you hope to achieve, whether it’s improved collaboration, enhanced productivity, or better employee engagement.

Examples of metrics to track:

• Employee satisfaction and engagement levels. This can be done through regular pulse surveys.
• Productivity metrics, such as project completion rates or meeting outcomes.
• Attendance and in-office utilization rates.
• Turnover rates before and after the transition.

Why this matters: By tracking these metrics, you can assess the effectiveness of your TRO policy and make data-driven adjustments as needed. It also provides a way to measure the impact on your business and employees, helping you refine (and justify, for your skeptics) your approach over time.

6. Invest in the In-Office Work Culture and Environment

Returning to the office should not feel like a punishment or a step backward. If employees are expected to spend more time in the office, ensure the work environment is appealing, supportive, and conducive to their productivity and wellbeing.

How to invest in your workplace culture:

• Enhance office spaces to support both collaborative and quiet work, providing comfortable and versatile areas for employees.
• Implement initiatives that promote social interaction, such as team lunches, coffee chats, or in-person workshops.
• Offer perks like flexible in-office core working hours, upgraded technology, or onsite wellness incentives to make the office experience more attractive.

Why this matters: Creating a positive in-office experience can help ease the transition and make employees feel excited about coming back. A vibrant office culture can boost morale and engagement, making the shift to in-person work more successful.

7. Communicate Results and Welcome Feedback

After implementing your RTO plan, don’t stop communicating with your employees. Share the outcomes of the transition and gather feedback on how it’s going. This ongoing dialogue will help you identify areas for improvement and show your commitment to making the office a place where employees want to be. A few suggestions about how to communicate your results and gather feedback:

• Share progress reports in team meetings or through company newsletters, highlighting successes and areas of improvement.
• Conduct post-RTO implemenation surveys to understand employee satisfaction with the new work arrangements.
• Hold regular check-ins with teams to discuss their experiences and gather suggestions for further adjustments.

Why this matters: Ongoing communication and feedback help create a culture of continuous improvement. By listening to employees and being transparent about the outcomes, you can build trust and foster a sense of partnership in the transition process.

A Thoughtful Return is a Successful One

Implementing a return-to-office policy is a significant change that can impact your company culture, productivity, and employee satisfaction. By being intentional about involving your people in the process and communicating openly and often about the change and its impact, you can create a return-to-office experience that benefits both your business and your employees.

Dear Leader, if you’re considering a return-to-office policy for 2025 and need guidance on making the transition smooth and effective, let’s talk. As an HR consultant, I help leaders create intentional, thriving workplace environments—whether in-office, remote, or hybrid. Reach out today to discuss how we can craft a strategy that aligns with your business goals and supports your team.