Hybrid Work Format: Benefits, Challenges, Solutions

According to Gartner's forecasts , by the end of 2023, 39% of knowledge workers worldwide will be working in a hybrid mode. Due to COVID-19, the combination of remote and in-office work has become the new norm for employees, as it allows for more flexibility and productivity. This has posed new challenges for employers: how to make the hybrid work schedule as comfortable and effective as possible?

In this article, I want to discuss the advantages of the hybrid work format, potential challenges, and solutions for creating a new work environment.

Benefits of the hybrid work format for employers and employees

The Covid-19 pandemic and the forced transition to remote work from home have changed the significance of the office workspace, both before and after. Many employees have come to appreciate the fully remote format and the blend of office and remote work. However, this has presented challenges for many companies. For instance, Google still struggles to bring back a portion of its workforce to the office . Management encourages employees to come to the company at least three days a week, offering various incentives and emphasizing the positive impact of teamwork.

The results of the aforementioned Gartner study are indicative: the number of remote workers, albeit not too rapidly, continues to increase. This trend needs to be considered when designing office spaces and corporate culture.

Adaptation is primarily required of employers, as they need to retain their top talent, search for and hire new specialists. This poses a complex set of challenges: a new approach to organizing work processes, creating a new office design, flexibility, collaboration, and people-oriented management, for whom "hybrid" is a new and mandatory way of working.

In the At Work: the 2022 Workplace Trends Report , it is stated that in 77% of companies adopting a hybrid work model, the most popular policy is "by choice."

According to a survey by McKinsey & Company , 87% of Americans have the opportunity to work on a flexible schedule. Another study suggests that in the future, the work process is likely to be hybrid. Most managers expect employees to work in the office 21-80% of the time.

The conclusions of Accenture experts align with the data mentioned above. In the Accenture Future of Work 2021 study , it is stated that 83% of workers worldwide prefer the hybrid work model.

This comes as no surprise, as many employees have recognized the benefits of the hybrid format:

• Increased productivity: employees can work at their own pace and location, be flexible, and save time on commuting.
• Time savings: no need to spend precious hours commuting to the office and back.
• Flexibility in the work process: the hybrid format allows employees to balance work and personal life, positively impacting their engagement, reducing burnout, and increasing satisfaction.

For companies, the hybrid work format primarily means reducing expenses on office space rental, utilities, and more. However, the hybrid scheme has not only pros but also cons, which I will discuss further.

Challenges of the Hybrid Work Format

Working from home has increased the productivity of many individuals but has also deprived them of certain key features of the offline workspace — quick problem-solving, live interactions with colleagues and clients. Furthermore, regular video calls can be exhausting and create a sense of detachment from the team. One possible solution is to establish a work schedule for remote and in-office employees that allocates specific time slots for calls and conferences.

Some managers face the challenge of being unable to continuously supervise their subordinates. However, as my practice demonstrates, strict control methods have nothing to do with a culture of trust and productivity. Effective management determines employee motivation, loyalty to the company, and even the ability to generate great ideas. But this is not related to an authoritarian management style. It is entirely possible to structure the work process so that it can be monitored online without coercion and strict surveillance.

A separate issue is cyber threats and the protection of confidential information. Ensuring the security of information accessible to employees is crucial. Addressing this challenge can be achieved through remote administration, adherence to basic information security rules, and the creation of policies and guidelines regarding data access within the company.

Best Solutions for the Hybrid Work Format

If the hybrid format presents challenges for employers, practical solutions need to be sought to create comfortable and productive conditions for all employees—those working in the office and those working remotely.

Firstly, it is important to analyze their needs and preferences regarding the hybrid work setup. Additionally, adapting corporate culture and creating a hybrid infrastructure that considers technology and equipment for both office and remote work is essential. A clear strategy, planning, and the right tools are key to success. Let's delve into these aspects in more detail.

Rethink the Physical Office Space

Physical office spaces should offer something unique that encourages employees to return or visit more frequently. The main advantage of offices, which cannot be denied, is personal interaction. Therefore, for many, socialization can be an important aspect of more frequent office visits. However, since only a portion of the team works in the office in a hybrid setup, it should become an adaptive space for ideas and collaboration, considering employees' needs at different times.

In transformable office spaces, the layout can be changed, and areas for relaxation, training rooms, meetings, video conferences, and client interactions can be designated. Office aesthetics are important for employees. It should be a free, ergonomic space where people want to spend time and that inspires productive work. Workspaces do not need to be rigidly fixed. Management should focus on creating an atmosphere of understanding and respect, motivating employees to effectively carry out their tasks.

Set Up Virtual Spaces and Ensure Digital Communication

Here, the use of various digital communication tools is inevitable — Zoom, Asana, Dropbox, Slack, Microsoft Teams, Google Workspace, Jira, Confluence, Loom, Discord, and even virtual workspaces in metaverse environments. Any choice for your company is good as long as the software solutions are user-friendly and facilitate effective communication from anywhere in the world.

Different calendars and cloud services for document exchange and 24/7 access are indispensable work solutions for all employees. Various virtual tools, such as Miro , Stormboard , ?Mural , Lucidchart , Excalidraw , Google Docs, WebWhiteboard , etc., can help with continuous collaboration and idea development.

This also includes various planning solutions, not only for meetings but also for reserving tables, office workspaces, or different team events. Ready-made or custom software allows employees to plan, while management can analyze the developed hybrid workspace model.

Technology plays a critical role. According to the Technology and Innovation in the Hybrid Age study, technological solutions are crucial for the success of the hybrid work model. The Qualtrics data shows that employees are 230% more engaged when they work with good software products.

Reconsider the Advantages of the Office

For many people, free lunches or gym memberships are no longer convincing benefits. The Gallup experts propose a more interesting approach — create an environment filled with opportunities for interpersonal interaction. It's simple: people are social beings, and they need interaction with others for encouragement, development, and support. What should be done for this? Gallup has a unique formula:

• Foster a culture of teamwork, as it affects not only good relationships within the team but also the achievement of business goals.
• Discuss both work-related issues and topics directly related to the workplace.
• Engage employees and teams in collaboration, which promotes productivity and supports trust.
• Encourage people to take breaks and ask them about their concerns. Team meetings dedicated to discussing interesting topics and exchanging ideas and experiences can also be planned.
• Make office spaces beautiful and comfortable.
• Create a culture of social connections and a shared context with colleagues.

These less obvious strategies offer significant benefits to your team, making them feel valued.

Conclusion

Hybrid teams with engaged employees are as effective as the traditional work format. The key is to create a productive and comfortable work environment for all. Only by doing so can a team be made truly productive. If you have experience with this work format, please share your solutions and effective practices in the comments.