Back to the office - all you need to know
February 1, 2023
September 27, 2024
Returning to the office has become a key topic of discussion for companies and employees alike.
As we embrace the new way of working, companies of all types and sizes struggle to implement new rules to balance employee needs for flexibility and office costs and effectively resume operations. Here at deskbird, we have experienced firsthand how a well-organized hybrid work model is the perfect compromise for employees and companies. It guarantees flexibility without compromising on culture, team bonding, and productivity.
In this guide, we'll explore how to make the transition seamless by addressing key factors that ensure a triumphant return to the office.
How did we get here?
In the dawn of 2020, a remarkable paradigm shift enveloped our professional landscape, akin to an electrifying switch being flipped off. With a relentless call to action, those bestowed with the privilege to engage in remote work were duly advised, and in some cases even implored, to seamlessly transition their workstations to the comforting confines of their homes. This transformative endeavor emerged as a provisional response to the pandemic that engulfed our global community. Yet, what commenced as a transitory solution swiftly metamorphosed into an extraordinary and unwitting exploration, meticulously scrutinizing the boundaries and modalities of work.
The journey back to the office manifests uniquely for each individual as the dynamics of our diverse industries come into play. Resuming the traditional five-day office routine is the most logical in specific sectors such as healthcare, manufacturing, and education. However, it is essential to acknowledge the differing pace observed in various industries.
Let's look at some numbers:
- 77% of Fortune companies are opting for a hybrid work model.
- 66% of companies with 50,000 or more employees are Structured Hybrid, compared to 14% with less than 500 employees*.
- European companies are more inclined to implement return-to-office policies that mandate 1-2 days of physical presence per week.
Clearly, the hybrid work model has proved to be a winning option for companies worldwide. But it requires clear rules and structure to handle office and home working days.
Going back to the office - how to do it right
Top leaders recognize various critical aspects of implementing a hybrid work model, such as talent retention, talent attraction, motivation, and heightened productivity and flexibility, which are fundamental in today's workplace.
Part of its success is because hybrid work combines in-office and at-home work days. But why the "return back to the office" part is so relevant?
Returning to the office is important for several reasons.
Firstly, in-person collaboration fosters effective teamwork and allows for spontaneous idea generation and problem-solving. Face-to-face interactions enable colleagues to build stronger relationships and establish a sense of camaraderie, leading to enhanced collaboration and increased productivity.
Secondly, returning to the office can contribute to the growth and creativity of individuals and the organization. A shared physical space promotes knowledge sharing, peer learning, and mentorship opportunities. The exchange of ideas and experiences can lead to innovative solutions and fresh perspectives that may arise less readily in remote work environments.
Furthermore, returning to the office reduces the time and stress associated with commuting. Employees can regain valuable hours previously spent traveling to and from work, allowing them to invest that time in personal activities, self-care, or hobbies. This improved work-life balance can lead to higher job satisfaction and overall well-being.
As per any working model, adaptability is critical for a successful implementation.
The one-size-fits-all approach won't work. Every company has unique needs to consider for a triumphant return to the office. So, how can you do it right? Here are the main steps to properly implement a return-to-the-office policy.
1) Assess your company's needs
As you prepare to return to the office, it's essential to consider the needs of your company and your employees. Inventory your physical workspace and assess whether changes are needed. You may need to reconfigure workstations, add partitions, or designate certain areas for specific purposes.
In addition to physical changes, consider whether any updates or additions are needed to support hybrid work models. This may include investing in new technology to facilitate remote collaboration or upgrading your network infrastructure to support a more flexible work environment.
2) Establish a timeline
When planning your return to the office, it's essential to establish a clear timeline that outlines the necessary preparations and phases for a gradual return. Discuss this timeline with your leadership team to ensure everyone agrees on the plan and identify potential roadblocks or challenges.
Consider starting with a pilot program that brings back a small group of employees. This can help you identify issues and adjust before bringing about larger groups.
3) Communicate with your employees
Clear and open communication with employees is critical to a successful transition back to the office. Develop a communication plan that outlines the transition plan, any changes to workplace policies, and any new safety and hygiene protocols. Be sure to update employees regularly to keep them informed and reassured throughout the process. Consider holding town hall meetings or Q&A sessions to address employees' concerns or questions.
Encourage employees to provide feedback and suggestions for improving the transition process. This way, you can identify areas where additional support or resources may be needed.
Taking a thoughtful and strategic approach to the transition back to the office can help ensure a triumphant return for your company and your employees.
4) Address employee concerns and anxiety
Encouraging open and honest communication with employees is essential during this time. Create a supportive workplace where employees can voice their concerns and fears about returning to the office. Let them know their concerns are valid and you are here to support them. This can help alleviate anxiety and improve overall mental health.
It is also crucial to provide resources for mental health support. Consider offering employee assistance programs that provide access to mental health professionals. These programs can offer confidential counseling and support services to help employees navigate the challenges of returning to the office.
5) Promote work-life balance
Encouraging open and honest communication with employees is essential during this time. Create a supportive workplace where employees can voice their concerns and fears about returning to the office. Let them know their concerns are valid and you are here to support them. This can help alleviate anxiety and improve overall mental health.
It is also crucial to provide resources for mental health support. Consider offering employee assistance programs that provide access to mental health professionals. These programs can offer confidential counseling and support services to help employees navigate the challenges of returning to the office.
6) Establish clear expectations and boundaries
When implementing any flexible work arrangement, it's essential to establish clear expectations and boundaries. This includes setting guidelines for communication, meeting attendance, and work hours. By setting clear expectations, employees will know what is expected and can manage their workload more effectively.
Setting boundaries is also essential to ensure employees maintain a healthy work-life balance. This may include limiting the work that can be done outside of regular business hours or encouraging employees to take frequent breaks throughout the day.
7) Use the right hybrid work management technology
Having the right tool for the job is a must, especially in a hybrid work environment.
However, choosing a new software for your company might be a daunting task, considering how many options are available in the market. To help you out, let's focus on the three main features we think are a must-have for any flexible office:
- Desk Booking: Within a hybrid work setup, employee schedules vary, with some individuals attending the office thrice weekly and others only once, contingent upon company policies and role requirements. The purpose of desk booking software is to ensure that everyone has an allocated desk while on-site. This is accomplished through a shared desk reservation system that empowers employees to schedule their presence at the office and reserve a specific desk tailored to their needs. With just a few simple clicks, they can plan their week, secure an assigned desk or meeting room, and determine the duration of their reservation. By accessing an interactive floor plan provided by deskbird, employees can quickly identify available desks and locate their team's current whereabouts, even when making last-minute reservations.
- Room Booking: Room booking software, such as deskbird, simplifies reserving and managing meeting rooms seamlessly. It offers a user-friendly solution that streamlines the booking experience. This software lets users quickly locate meeting rooms, make reservations, and synchronize bookings with popular calendar platforms like Outlook and Google Calendars. This integration ensures that users have a consolidated view of their scheduled meetings across different platforms, reducing the chances of scheduling conflicts. Using a room booking software like deskbird eliminates the hassle of manually coordinating and managing meeting room bookings, allowing for a more efficient and conflict-free scheduling process.
- Analytics: deskbird's Analytics feature allows workspace administrators and managers to understand how their office spaces are utilized. It offers detailed metrics and visualizations that help identify trends, optimize resource allocation, and make data-driven decisions. With the Analytics feature, users can access critical data points such as the number of bookings made, popular booking times, and peak utilization periods. This information enables workspace managers to efficiently allocate resources and ensure meeting rooms and desks are available when needed, reducing conflicts and maximizing productivity. The feature also provides insights into user behavior, allowing administrators to understand which workspace areas employees most frequently utilize and prefer. This knowledge can inform decisions about space planning, design, and resource allocation, ultimately enhancing user experience and satisfaction.
👉 Request a free demo of the deskbird app to discover how it works and helps you get the most out of hybrid work!
Embracing flexible work arrangements can bring many benefits to your business and your employees. By implementing clear guidelines, providing technological support, and promoting work-life balance, you can create a more flexible and productive workplace and guarantee a successful return to office policy.
