Your new hybrid workplace will be used differently than before, meaning that you will need to establish a new hybrid workplace policy fitted to the new flexible work model. Adapting the organization’s processes and policies is necessary in order to manage your new space; density and seating requirements should govern the terms included in these revised policies and processes.
In addition, offering flexibility in the workplace will require some change management strategy in order to manage new emerging employee expectations. You will need to track how the workspace is being used, by who, when, and for how long to make educated decisions regarding your hybrid office which in turn can be used in your change management communication to the organization.
Employee surveys are another great way to help you further understand what employees want as they transition to a mixed work environment. For example, after surveying workers you could discover that the majority of your employees want to work entirely remotely or in a decentralized coworking space. Knowing your employees’ motivations is an important piece for developing the right regulations and procedures.
Managing Change and Expectations
Communication about any organizational change is fundamental to the success of the change being implemented. Therefore, you will want to communicate clearly and frequently with employees across the enterprise about the upcoming changes. Specifics such as who can receive a dedicated desk and how they are assigned are to be included in your communications with employees.
It is crucial that the communication be as transparent and explicit as possible to gain support across the organization and begin managing expectations early.
Setting a clear policy for the hybrid workplace is another way to start managing employee expectations early. Employees should have easy access to the policy so that they can circle back to it at anytime so you will want to consider which platform is best for the policy to live on. Policy terms example: When implementing a change management plan for hybrid work, leave nothing to the imagination. Communicate the specifics early and often, and be explicit in what impacts the hybrid model will have.
Find opportunities within your corporate communication to receive employee buy-in and set expectations:
- Be specific about who receives dedicated space in the office and what criteria are used in the assignments.
- Explain changes that will take place in the office setting to accommodate hybrid work. For instance, if a once-dedicated desking area will convert to hot or hotel desks, give seating specifics and change-over dates.
- Set specific criteria and norms for hybrid meetings—decide which events should remain virtual versus requiring in-person attendance.
You will have had to devise a strategy for the transition to hybrid work. This strategy should be explained to the members of the organization so that they can understand the reasons behind the change. Sharing this information freely to employees will help you gain their buy-in and is yet another great way to manage expectations in the early stages of the change management process.
Once the hybrid office is operational you will need to train employees on the new hybrid workplace. During this training, employees should receive information on performance expectations, workflows, reporting procedures, scheduling alterations, and any other areas impacted by the transition.
After the training is over, prepare a set of tools to be available to employees so that they can start building the higher autonomy needed for them to succeed under this new hybrid model
It is normal to encounter some resistance to change from employees as most people don’t enjoy change. This is why beyond setting clear criteria and expectations about the new hybrid model, you should also provide employees with the best possible work experience.
Consider what you can offer employees to set them up for success as your organization moves away from traditional office life. Incentives such as stipends for home office equipment can be useful in obtain support from workers regarding the change.
Similarly, think about what you can include that will make the time spent on-site feel worthwhile to employees. Hybrid culture and a seamless experience whilst in the office are very effective way to get your employees excited about the hybrid work model.
With a flexible workspace you will need a booking software for employees to use. Having the right technology is just as important as having the right office flow. With Archie, a leading management software, you will be able to upload floor plans and add functions to each desk specifying which ones are assignable and which ones aren’t through an interactive seating chart.
Additionally, Archie allows you automate your office to effortlessly manage bookings and track activity in your space.
Some key features needed for companies that need to go flexible offered by Archie:
- Hot desk, office & room booking
- Interactive maps & floor plan
- Mobile apps
- Analytics & reporting
- Calendar integration
- White label
- Unlimited live-chat support
Once you’re confident about your hybrid model you will want suitable technology to support it. Need help with hybrid office tasks automation? Archie helps you put your strategy into action in just a few minutes, quickly alter your desks layout as your plans and space requirements change, and much more. Contact us to learn more about how our leading management software can help automate your hybrid workplace.