Hybrid office – the new working model

Working in a hybrid office – how does that actually work?

In the wake of the pandemic, our work and especially our workplace has changed and reshaped. Home office has taken on a new significance and even if offices are gradually opening again and there is talk of a return to normality, one thing is certain: this normality looks different for many employees than it did before the pandemic, because a large number now prefer a combination of home office and face-to-face work.

Companies plan with 30 % occupancy in their offices

This combination and flexible working describes the hybrid office. Employees can decide whether they work exclusively at home or occasionally in the office. Many companies already offer various office and work models, for example, where the workplaces in the office are shared at times. Finally, a large office with desks that are not used because workers work from home is no longer necessary.

The World Economic Forum recommends a future office occupancy rate of 30% and most companies plan to do just that.¹ Fittingly, few workers want to go back to full-time face-to-face work because they have already become accustomed to the many benefits. According to the Economic and Social Research Institute, one in two wants to stay in a home office.²

Stress relief with home office

At the beginning of the pandemic, many feared the negative effects of switching to a home office. In fact, however, there is evidence of improvement in several areas. According to a survey by Hogan Assessments, 44 % of respondents say they are more productive in their home office, and 42 % are at least as productive at home as they are in the office.³ Team performance also increases with working from home.

Likewise, most workers enjoy the elimination of travel and the benefit of spending more time with family, as work can be better distributed throughout the day. Maintaining the work-life balance or making it more positive is more successful with the possibility of being at home more often. Overall, an increase in job satisfaction can be observed for the majority. Digitalisation is an important factor here, which is perceived as a relief in the course of the Corona crisis.⁴

Stress in isolation

A fundamentally improved stress experience leads to most employees continuing to enjoy working from home. However, what many criticise, or why another part of the workforce wants to go back to the office, is the social aspect. Many social relationships that one maintains in the office every day contribute significantly to our well-being. The isolation created during the lockdowns has increased the need for social contacts for many people. Negative effects of the lack of contacts are reflected in the rising numbers of psychological stress.

Not everyone succeeds in reconciling private and professional life in the home office, and many employees experience the lack of separation as a conflict factor. While for some this is a relief, for others it means a further stress burden. However, working in a home office does not have a positive influence on career opportunities, because they are still higher when one goes to the office. Those who work at home are not seen enough.⁵

Hybrid working unites different interests

The workplace is not only a place of work, but rather a place of togetherness and coming together. In the course of the many hours spent in the home office, it becomes clear that the office can also be seen and wants to be seen as a ” gathering place”.⁶ It serves as a place for real meetings, customer talks, team events or situational exchange.

The possibility of adapting our working models to a hybrid form opens up many possibilities and a combination of different needs of workers. The prerequisite for this is that the right conditions for productive work are provided both in the digital space and in the workrooms. Here, it is up to the supervisors in particular to support their team in the best possible way.

How do you design a hybrid office?

Firstly, we recommend defining an awareness of the hybrid office and establishing it in the corporate culture. In the hybrid working world, work is not always done synchronously, so you have to make sure that no one feels excluded and that everyone has full transparency of information. Digital structures should therefore be chosen appropriately, it should be clearly defined which communication channels are used and which information can be found where.

It is also helpful to develop a hybrid office policy. This policy defines criteria for working in the office or home office. Managers may want to specify here whether employees are required to be present in the office a certain number of days or whether all employees are required to attend certain events. Expectations can also be defined as to which platforms or tools are to be used and therefore an understanding of these is expected.

What about the actual space in which work is done? Both the office and the workspace at home should be adapted. Perhaps with significantly fewer staff on site, not as much space is needed, so office sharing becomes an option. If the space is mainly used for team events or rather for potential clients, it can be designed accordingly. On the one hand, the focus can be on a cosy atmosphere with an open space with several seating options where many can come together to exchange ideas or eat together. On the other hand, the room can be kept simple with a beautiful entrance area and the focus is on the individual work areas.

The workplace at home should also create a fair working atmosphere and not allow distractions and too much mixing with the private sphere. The employer should ensure that the employees have adequate equipment, for example, a proper desk and a work chair.

Finally, the relevance of IT should be mentioned. Check whether the software used works for all employees at home or whether additional or different licences are needed. Companies should help to create a good remote working environment. Be it by providing a laptop and headset or user-friendly project management tools.

Below you will find a checklist with the most important points for a possible switch to a hybrid office:

Checklist hybrid office

• Integration and transparency: Create awareness in the company for the new working model and define the appropriate communication structures.
• Hybrid Office Policy: Criteria and guidelines to which employees can orientate themselves.
• Design of the workplace: Efficient use of office space as well as designing a home office that is suitable for work.
• The right IT infrastructure: Provide employees with a good remote working environment.

Also important when deciding to work hybrid:

• Define for yourself which advantages and disadvantages you benefit from at home or in the office in order to gain clarity about when you want to work and how.
• Clarify with your manager what the expectations are in terms of communication and working hours.
• Establish a routine and actively schedule sufficient breaks to stay productive.
• Use communication channels and keep in close contact with colleagues.
• Go to the office with the intention of creating contact that is lost to you at home.

Notes (in German):

[1] MacLellan, Lila (2021): Is it safe? And three other questions to ask before you go back to the office.
[2] [5] Scheller, Stefan (2021): Karrierekiller Homeoffice – Karriereknick statt Erfolg?
[3] Winner, Michelle (2021): Verbundenheit zum Unternehmen und Produktivität steigen – trotz Coronakrise und Home Office.
[4] Bodanowitz, Jörg (2020): Digitalisierung und Homeoffice entlasten Arbeitnehmer in der Corona-Krise.
[6] Heycater (2021): Hybrid Office – wie gelingt das hybride Büro?

What does t2informatik actually do? One click and you'll know.