How to Set Up a Hybrid Office
Perhaps the most challenging aspects for organizations going remote are implementation and employee training. For companies who did not already offer flexible work options, it’s uncharted territory. As businesses prepare long-term plans, more are including a hybrid office policy.
Here’s how you can set up a hybrid office:
1. Lay out a hybrid office policy
Putting a hybrid office policy in place establishes expectations and guidelines that employees can follow.
- Define the policy and who it applies to – Be clear who gets to work from home. Outline criteria and stipulate any positions that cannot be done remotely.
- Create guidelines for when employees will be remote vs. in office – Will remote workers be required to come into the office a few times a week, or at all? Will there be a customized remote working policy for each employee? Or, will managers be in charge of their team’s remote work schedule? Are there events or meetings staff must be present for? Are there specific hours of work for remote staff members? List all the scenarios and include guidelines for each.
- Establish expectations about how employees will work – Will employees access their work computer remotely or take their computers home? Will the company provide a laptop? What tools and apps must staff be familiar with and use to complete tasks and communicate? Make sure that all employees know how to use the tools and platforms that will be used.
- Amp up security – As if security wasn’t already a top priority, it’s even more so now. Set strict security regulations and protocols. Ensure that all personnel understand potential risks and how to prevent them, especially when working remotely.
2. Reconfigure your office space
Consider the size of the space. With far fewer employees in the office, do you really need so much space? Rework the space fit to your new needs and keep up to date with the latest safety guidelines. Since many companies are transitioning to hybrid offices due to COVID-19, ample spacing between work stations will be required.
If employees are just coming in for meetings and special events or exercises, rearrange the space to promote collaboration and boost productivity. If the space is meant more for existing and potential clients; set it up accordingly. Keep in mind that headquarters and global offices act as hubs and should embody the company’s brand. Though it won’t get as much traffic as it once did, the space should still reflect organizational values.
3. Invest in the right tools and technology
It’s important to determine the hardware and software investment needed. Will you provide work computers, headsets, webcams, etc.? What software licenses are needed?
Here are some elements to consider in this area:
- Remote Access – The traditional method of remote work – via a company’s VPN – is not always the best for larger companies because it’s expensive and difficult to scale. Another solution could be BYOD (bring your own device) and remote access. If you decide to go this route, staff will need help setting up their remote work environment. Keep in mind security, reliability, cost, and usability when choosing a remote access solution.
- Project Management – Explore the various project management tools available and select one that fits your needs and budget.
- Real-Time Communication – Preferred apps for communication include Slack, Zoom, and Skype. Employees can chat with each other and attend video conferences.
- Collaboration – A remote team needs one place to collaborate and access documents. Some of the top choices for this are Google Drive and Microsoft Teams.
- Monitoring & Management – Managing a hybrid team is much easier with the use of software like Hubstaff and Officevibe.