The COVID-19 pandemic proved that working remotely is both possible and frequently desirable. Studies show that when workers avoid long commutes, they frequently focus better at home and have more personal time. But the benefits of face-to-face cooperation have also emerged. employment from home provides flexibility and focus, while office employment fosters critical social connection and teamwork. You can take use of the greatest aspects of both worlds with hybrid work; you don’t have to choose between the two.

Your business and its employees will go through a metamorphosis as you transition from a fully in-office structure to a hybrid working style, leading to a more flexible and efficient work environment. Adopting hybrid working is a strategic decision to strengthen your company’s competitive edge as well as a reaction to the shifting needs of your workforce.

The best practices for putting into effect a hybrid working paradigm are covered in this article, guaranteeing a smooth and successful transition for all parties involved.

Types Of Hybrid Work Schedules

1. Cohort schedules:

Cohort schedules are the most structured hybrid work approach. In this format, everyone follows one common rule set by their manager or the company. For example, everyone at the company works in the office on Mondays and Tuesdays, with the option to work from home Wednesday through Friday.

Here are a few popular types of cohort schedules:

• 3:2 model: Employees spend three days in the office and two days at home. This hybrid work policy is easy to coordinate and allows everyone to be in the office on the same days of the week. There’s at least one drawback, though—the 3:2 model doesn’t allow companies to downsize their office space, so it can be expensive.
• Bottom-up model: The company lets individual teams decide which days to be in the office. They set a goal (e.g. two days in-office per week) and let each team decide what works best for them. The bottom-up model allows teams to work together to determine what office schedule is optimal for everyone—and since different teams are in the office on different days, you can downsize your office space. A potential downside to this method is that it’s harder to get cross-functional teams in the office on the same day.
• Staggered schedules: This hybrid model doesn’t just specify the days employees should come in—it also determines what time they should come in, down to the exact hour of arrival and departure. Staggered schedules are the most rigid cohort schedules and are best for shift-driven work. For example, a doctor’s office might use staggered schedules to ensure there’s enough staff available throughout the day. This would allow doctors to see patients virtually on work-from-home days while ensuring sufficient in-office coverage.

2. Flexible schedules:

Flexible schedules enable employees to work from home and come into the office when needed.

• Flexi-place: This hybrid model allows individual team members to decide where to work on a given day. It’s similar to the bottom-up method, but the decision-making power lies with individuals instead of whole teams. If you want to downsize your office, flexi-pace schedules can still work if you have a desk-booking system.
• Flexi-time: This model allows team members to choose their hours. For example, on work-from-home days, team members could work from 8am to noon, run errands, and then log back on from 3pm to 7pm. You can also combine flexi-time with flexi-place schedules or cohort schedules to provide even more flexibility for your employees.

The Benefits Of Hybrid Working

The more common benefits of hybrid working models are:

1. Enhanced Productivity: 

A study by the University of Birmingham indicates that 59.5% of managers agree that productivity increases when employees work from home. This is attributed to employees having more focused time at work and the well-being of feeling more in control of their personal lives.

2. Cost Savings: 

Companies save on office expenses, including cleaning, security and real estate costs. Employees save on commuting, wardrobe and food expenses. These savings contribute to higher job satisfaction and retention rates.

3. Talent Attraction and Retention:

A flexible work model is highly attractive to top talent, mainly working women. According to a study, The RecruitMyMom Working Women Report, most women prefer hybrid working over remote and in-office only working, highlighting its importance in fostering a gender-diverse and inclusive workplace.

4. Increased Flexibility and Work-Life Integration:

Employees can better manage their personal and professional lives, reducing stress and increasing job satisfaction. This does not mean less productivity at work; it enables a blending of work and non-work.

5. Enhanced Talent Pool Diversity:

Hybrid working allows companies to tap into a broader, more diverse talent pool. By not being confined to a specific geographical location, organisations can attract and hire individuals with varied backgrounds, perspectives, and skills, fostering innovation and creativity.

6. Reduced Carbon Footprint:

With fewer employees commuting daily, hybrid working reduces greenhouse gas emissions and a smaller carbon footprint. This environmental benefit aligns with corporate social responsibility goals and appeals to environmentally conscious employees and customers.

7. Improved Health and Well-being:

The hybrid model can lead to better mental and physical health for employees. Reduced commuting time decreases stress and fatigue, while the flexibility to work from home allows for a more personalised and comfortable work environment, promoting overall well-being.

8. Enhanced Innovation and Creativity:

The hybrid model encourages a blend of in-person and remote interactions, which can stimulate different types of collaboration and brainstorming sessions. This variety in talent and interaction methods can lead to more innovative ideas and solutions.

9. Better Crisis Management:

Having a hybrid model in place equips organisations with the flexibility to adapt swiftly to unforeseen events or crises, such as natural disasters or pandemics, ensuring continuity of operations with minimal disruption.

10. Enhanced Employer Branding:

Offering a hybrid working model can enhance a company’s reputation as a progressive and flexible employer. This can be a significant advantage in attracting top talent and retaining current employees who value flexibility.

11. Greater Focus on Productivity and Impact Over Hours:

The hybrid model often shifts the focus from hours worked to outcomes achieved. This performance-based approach will lead to higher efficiency and more meaningful work, as employees are measured on their productivity and results rather than the time spent at their desks.

How to Implement The Hybrid Model

Four-Step Hybrid Working Implementation Plan include:

1. Planning Phase:

• Fully interrogate the business advantage of moving to a hybrid working model. The advantages will keep you focused on moving forward.
• Conduct a survey to understand employee preferences and concerns.
• Evaluate the technological needs and office redesign requirements.
• Develop the hybrid work policy and guidelines.

2. Communication Phase:

• Announce the transition plan and timeline.
• Hold informational sessions to explain the new model and address questions.
• Distribute a hybrid work policy document to all employees.

3. Execution Phase:

• Redesign office space and implement hot-desking and booking systems.
• Equip employees with necessary tools and provide training on new collaboration software.
• Start with a pilot program to test the model and gather initial feedback.

4. Evaluation Phase:

• Continuously monitor the effectiveness of the hybrid model through regular check-ins and feedback surveys.
• Adjust policies and practices based on feedback and performance data.

Below are some best practices to keep in mind.

1. Assess Office and Desk Requirements:

• Flexible Workspace Design: Convert your office space to support a hot-desking system, where desks are not assigned to specific employees but used on a first-come, first-served basis. This maximises space utilisation and reduces costs.
• Booking Systems: Implement a desk booking system to help employees reserve their workspaces in advance, ensuring everyone has a place to work on in-office days.
• Collaboration Areas: Designate areas for team collaboration and meetings equipped with the necessary technology to support hybrid meetings (e.g., video conferencing tools).

2. Clear Communication and Policy Development:

• Hybrid Work Policy: Draft a comprehensive hybrid work policy that outlines expectations for all employees, including the number of remote workdays, availability hours, and performance metrics.
• Transparent Communication: Announce the transition through a company-wide meeting, followed by detailed emails and FAQs to address any immediate concerns. Ensure senior management fully buys into the transition and upholds the new work policies.
• Regular Updates: Provide regular updates and create an open channel for feedback to continuously improve the hybrid work model.

3. Technology and Tools:

• Equip Employees: Ensure all employees have the necessary equipment for remote work, including laptops, headsets, power backup and reliable internet connections.
• Collaboration Tools: Invest in robust collaboration tools such as Slack Google Business, and project management software like Trello or Asana to facilitate seamless communication and project tracking.
• IT Support: Offer comprehensive IT support to address technical issues promptly.

4. Foster a Collaborative Culture:

• Regular Check-Ins: Schedule regular one-on-one and team meetings to maintain connection and address any challenges.
• Virtual Team-Building: Organise virtual team-building activities to strengthen relationships and morale among remote employees.
• Inclusion and Fairness: Involve HR early to ensure that all employees, regardless of their work location, have equal access to management, development opportunities, resources, and information.

5. Monitor and Adjust:

• Feedback Mechanisms: Regularly survey employees to gather feedback on the hybrid working model and make necessary adjustments.
• Performance Tracking: Use performance metrics to assess productivity and address any declines promptly.

Hybrid Work Schedule Examples

Flexible schedule example n°1: cohort system

Imagine splitting your team into groups, or “cohorts,” that come into the office on different days or weeks. That’s the cohort system in a nutshell. It’s a neat solution for businesses looking to reduce office density while ensuring that everyone gets some face-to-face time with their colleagues.

Here’s how it can work:

– one group might come in on Mondays and Tuesdays,

– another on Thursdays and Fridays,

– and Wednesdays are for team-wide remote work or meetings via video calls.

This model is especially handy for larger teams where constant collaboration is key, but space is limited. Maintaining team spirit and belonging is crucial, even when not physically together. Plus, it simplifies planning who needs to be where and when, making life easier for everyone involved.

Flexible schedule example n°2: fixed 3:2 or 2:3 model

This model is as straightforward as it sounds, but its strength lies in its simplicity. Employees follow a consistent schedule, working three days in the office and two days remotely or vice versa. The beauty of this approach is its predictability, which facilitates planning workweeks and personal lives for everyone.

Read Also: The Future of Work: How Hybrid Work is Revolutionizing the Industry

Companies can set fixed days for in-office work, like Tuesday to Thursday, with Monday and Friday as remote days. This setup maintains routine and prevents staff overcrowding. It’s a balanced approach, offering a regular mix of in-person collaboration and the peace of remote work, making it a popular choice for both employers and staff.

Flexible schedule example n°3: 3:2 or 2:3 at-will

Taking the fixed model a step further, the at-will version gives people the freedom to choose their in-office and remote days within the framework of a 3:2 or 2:3 schedule. This means that instead of having set days for on-site and at-home work, people can decide week by week which days they come on-site and which they work from home. This model is perfect for teams that need flexibility due to varying personal commitments or project phases that might require more focused solo work or in-person collaboration at different times.

What sets this model apart is its trust in employees to manage their schedules in a way that best supports their productivity and work-life balance. It also allows teams to coordinate their in-office days for meetings or collaborative projects, ensuring that when face-to-face interaction is most beneficial, it can be easily arranged.

Flexible schedule example n°4: staggered schedule

A staggered schedule takes the concept of flexible work hours to a new level by allowing employees to start and end their workdays at different times. This approach is useful for businesses that want to minimize office density throughout the day or have teams spanning multiple time zones. For instance, some people might begin early in the morning and leave by mid-afternoon, while others arrive later and stay until the evening.

This model not only helps in managing office space more efficiently but also supports people who have private obligations, such as dropping kids off at school or attending evening classes. By offering the flexibility to craft their work hours around their personal lives, employees can achieve a better balance, leading to higher job satisfaction and productivity.

Flexible schedule example n°5: alternating weeks 

The alternating weeks model is a bit like the cohort system but with a twist. Instead of dividing the week, you divide the whole work month into rotating in-office and remote weeks. This means employees spend one week working from the office and the next week working remotely, then repeat. It allows for sufficient time for focused work at home and collaborative meetings in person without making the office feel crowded.

This schedule can be appealing for roles that require deep work phases. It allows for an entire week of undisturbed concentration at home, followed by a week of meetings, brainstorming sessions, and team bonding in the office. It also gives workers something many crave: variety in their work environment, which can keep things fresh and engaging.

Conclusion

Making the shift to a hybrid working paradigm is a calculated decision that suits the needs of today’s workforce, especially the majority of working women who appreciate this flexibility. The benefits to the business and its workers exceed the drawbacks. Although moving to a hybrid work environment has its obstacles, you may establish a very beneficial hybrid work environment for all stakeholders with proper design and implementation.