Category: Blog

In the ever-evolving landscape of the modern workplace, hybrid work model has emerged as a powerful solution, blending the best of both worlds – remote flexibility and in-person collaboration. As organizations embrace this paradigm shift, the million-dollar question remains: Which Hybrid Work Model is right for my company and what technology do we need? Fear not, as we delve into the realm of hybrid work paradigms, exploring their unique pros and cons to unearth the ideal match for your organization! 
 

Deciding on the most suitable hybrid model for your business demands a keen understanding of your industry’s unique needs and work processes. Read the full blog to equip yourself with insights that will lead your business towards unparalleled productivity, improved workplace utilization, and a harmonious work-life blend. 

Contents of the article – Different Hybrid Work Models with their Pros and Cons
1. Fixed Hybrid Work
2. Flexi Hybrid Work
3. Reverse Week Hybrid
4. Office-first Hybrid
5. Remote-first Hybrid
6. Rotation Model for Hybrid Work
7. Core-Hours Hybrid Model
8. Hub-and-Spoke Model for Hybrid Work
9. Technology Mapping for different types of Hybrid Work Model

Different types of Hybrid Work Model 

01 Fixed Hybrid Work

The fixed hybrid work model establishes predetermined and fixed remote and in-office workdays. Employees follow a consistent schedule with designated office and remote days, such as working in the office on Mondays, Wednesdays, and Fridays, and remotely on Tuesdays and Thursdays. This approach offers clear structure and predictability for employees and the organization. 

Pros of the Fixed Hybrid Work Model:

• Predictable Schedule for better work-life balance 
• In-Person Collaboration enhances teamwork and creativity
• Commuting Benefits save time and expense

Cons of the Fixed Hybrid Work Model: 

• Limited Flexibility for occasional personal needs or emergencies
• Minimal workplace optimization opportunities due to rigid schedules
• Talent Pool Constraints limit access to non-local candidates 

The fixed model of hybrid working is most suitable for companies that heavily rely on in-person collaboration, such as creative agencies, research and development firms, educational institutions, manufacturing companies, startups, architectural and engineering firms. It benefits industries where teamwork and face-to-face interactions are crucial to work processes. 

02 Flexi Hybrid Work

The flexible hybrid work model emphasizes autonomy and allows employees to choose their work location and schedule within certain organization-set parameters. It combines remote and in-office work, offering flexibility based on personal preferences, work requirements, and task nature. Employees can set their work hours within agreed-upon core hours, aligning work with personal commitments, maximizing productivity. Clear communication, well-defined expectations, and collaboration tools are crucial for implementing this model effectively.  

Pros of the Flexi Hybrid Work:

• Enhanced Work-Life Balance & Employee Satisfaction
• Access to a Diverse Talent Pool 
• Cost Savings for the company 

Cons of the Flexi Hybrid Work: 

• Communication Challenges & Managerial Complexity 
• Day to day space forecasting and planning challenges 
• Reduced Team Cohesion

The flexible model of hybrid working is suitable for companies that prioritize autonomy and work-life balance. Examples: Tech startups, digital marketing agencies, IT services providers, e-commerce companies, professional services firms, and remote-first companies. It fits businesses where remote work complements operations and attracts talent seeking flexibility.  

03 Reverse Week Hybrid Model

The reverse week hybrid work model involves employees working remotely for most of the week and coming to the office only for a limited number of days, typically towards the week’s end. It offers extended periods of uninterrupted focus while working remotely from Monday through Wednesday or Monday through Thursday, followed by in-person collaboration and team meetings on Thursday or Friday. This model reverses the traditional work week structure and provides flexibility based on the organization’s needs and preferences. 

Pros of the Reverse Week Hybrid Model:

• Concentrated Focus with uninterrupted remote workdays 
• Reduced Commuting Frequency for better work-life balance 
• Improved productivity by bringing employees to work on Fridays 

Cons of the Reverse Week Hybrid Model: 

• Lack of flexibility for employees to plan their office visits 
• In-office Friday attendance may lead to some employee dissatisfaction 
• Minimal workplace optimization opportunities due to rigid schedules 

The reverse week hybrid work is suitable for companies that need concentrated focus on projects. Examples: Software development, research, content creation, financial services, consulting, and project-based organizations. It works for industries adaptable to alternating weeks of in-person and remote work.  

04 Office-first Hybrid

The office-first hybrid work model prioritizes the physical office as the primary work location with limited remote work flexibility. Employees mainly work from the office but can have occasional remote work for specific tasks or personal commitments. Focus is on face-to-face collaboration and in-person interactions that enhances teamwork and spontaneous creativity, while Remote work is granted on an exception basis.

Pros of the Office-first Hybrid:

• Strong In-Person Collaboration and easier problem solving 
• Team Cohesion and Company Culture 
• Enhanced Security and Data Control 

Cons of the Office-first Hybrid: 

• Limited Remote Work Flexibility leading to employee dissatisfaction
• Commuting Constraints for Employees 
• Potential Talent Acquisition and Retention Challenges 
• Higher Office-Related Costs 

The office-first hybrid work model is most suitable for companies that highly value in-person collaboration, have work processes that require frequent face-to-face interactions and client demands related to security protocols. It fits industries where teamwork, creativity, and problem-solving benefit from physical presence. Examples include BPOs, architecture and design firms, scientific research institutions, healthcare facilities, manufacturing companies, and hospitality businesses. These organizations prioritize office-based work to foster team cohesion, maintain a strong company culture, and address tasks that demand on-site resources and equipment.  

05 Remote-first Hybrid Model

The remote-first hybrid work model makes remote work the default mode, with occasional in-person work or meetings. Operations and workflows prioritize remote work, using the physical office as a supplementary space. In-person interactions are scheduled when necessary or advantageous, focusing on team meetings, collaborations, and social events for team bonding. The model emphasizes outcomes and results, evaluating employees based on performance and productivity rather than physical location. 

Pros of the Remote-first Hybrid Working:

• Increased Flexibility and Autonomy leading to higher Employee satisfaction 
• Access to a Global Talent Pool 
• Cost Savings on Office Space and Facilities 
• Reduced Commuting Stress and Expenses 

Cons of the Remote-first Hybrid Working: 

• Potential Communication and Collaboration Challenges 
• Difficulty in Maintaining Company Culture and Team Cohesion 
• It may lead to employee loneliness issues over a longer term 

The remote-first hybrid model of working suits companies prioritizing flexibility, global talent access, and remote-friendly processes. Examples: software development firms, tech startups, digital marketing agencies, content creation companies, and customer support services. Remote work attracts diverse talent, cuts office costs, and enhances productivity through virtual collaboration tools.

06 Rotation Model for Hybrid Work

The rotation model for hybrid work alternates between remote and office work on a scheduled basis. Teams or individuals follow a predefined rotation schedule, ensuring a balance between in-person collaboration and remote flexibility. This approach maintains a consistent physical presence, facilitating face-to-face interaction and teamwork. Employees are assigned specific office and remote days, and the schedule rotates consistently to distribute in-office time fairly among team members. 

Pros of the Rotation Model for Hybrid Work:

• Equitable In-Office Time Distribution 
• Enhanced Team Collaboration and Bonding 
• Optimized Office Space Requirements 
• Improved Work-Life Balance for Employees 

Cons of the Rotation Model for Hybrid Work: 

• Potential Disruption to Workflows during Rotation Switches 
• Complexity in Scheduling and Compliance Tracking 
• Inability for employees to plan for spontaneous collaboration 

The rotation model for hybrid work balances in-person collaboration with remote flexibility. It suits industries valuing team bonding and face-to-face interactions, while also enabling remote work. Examples include manufacturing companies with production line coordination needs, architecture and engineering firms requiring collaborative design sessions, healthcare facilities for team huddles, and research institutions needing lab access on designated days. This model maintains cohesion while enjoying benefits like reduced office space and improved work-life balance. 
 

07 Core-Hours Hybrid Model

The core hours model for hybrid work designates specific hours for collaboration, meetings, and synchronous work. Outside of these hours, employees have flexibility in their work location. Organizations establish agreed-upon core hours for real-time collaboration and communication. These hours facilitate efficient coordination, decision-making, and teamwork. Outside of core hours, employees can choose their work location based on personal preferences, task nature, and work-life balance needs.

Pros of the Core-Hours Model:

• Synchronized Collaboration during Specific Hours 
• Improved Team Communication and Responsiveness 
• Preserves In-Person Interaction for Core Hours 
• Balanced Work-Life Integration with Flexibility 

Cons of the Core-Hours Model:

• Potential Scheduling Conflicts for Employees in Different Time Zones 
• Limited Flexibility during Core Hours 
• Potential Workload and Coverage Challenges During Core Hours 

The Core-Hours Model for hybrid work is most suitable for companies that require a balance between synchronous collaboration and individual flexibility. It fits industries where real-time communication and team coordination are crucial during specific hours, but where employees can also work independently outside those hours. Examples include customer service centers that need immediate support for clients, financial institutions conducting live trading activities, software development companies with daily stand-up meetings, and global organizations with teams spanning different time zones.
 

08 Hub-and-Spoke Model for Hybrid Work

The hub and spoke model for hybrid work establishes a central hub or office location for collaboration and in-person activities, while employees primarily work from remote spoke locations. Spokes can include home offices, co-working spaces, or other remote setups, offering employees flexibility and autonomy. This model combines in-person collaboration at the hub with remote work at the spokes, fostering face-to-face interactions and team bonding while providing the advantages of remote work. 

Pros of the Hub and Spoke Model:

• Centralized Collaboration in Hub Offices 
• Reduced Commuting Time, Costs & Loneliness for Employees 
• Enhanced Regional Talent Attraction with Spoke Locations 
• Improved Work-Life Balance for Remote Workers 

Cons of the Hub and Spoke Model:

• Potential Disconnection between Hub and Spoke Teams 
• Increased Need for Effective Communication and Coordination 
• Potential Resource and Management Duplication 
• Spoke Offices may have Limited Facilities and Support 

The Hub and Spoke Model for Hybrid Work is most suitable for companies seeking a blend of centralized collaboration and regional accessibility. It fits industries where physical presence is necessary for some activities, but remote work options are also valuable. Examples include technology companies with main headquarters (hub) for core teams and regional offices (spokes) for sales and support, consulting firms with central offices for project coordination and remote locations for client servicing, and retail chains with central distribution hubs and regional stores.

What technology do companies need to manage Hybrid Work Models effectively

Download a pdf version of the infographics

 
Conclusion  

As we explored the diverse hybrid work paradigms and their unique strengths, it becomes evident that one size doesn’t fit all. While we have provided 8 of the most popular hybrid models, we have also seen companies combining suitable features from each and creating their own model. Each organization must chart its own path to readiness for the future, selecting the hybrid work model that aligns with its specific nature and demands. 

Embracing the right hybrid work model is just the beginning. Adopting critical technology is the key to seamless success. Ensuring a smooth transition to hybrid work requires a strategic approach and expert guidance. At DB Spazio, our expertise lies in consulting organizations, tailoring hybrid work solutions as per the nature of their business. From tech startups to manufacturing giants, we strive to boost overall growth through the most suitable hybrid work model. 

Ready to unlock the potential of hybrid work for your company? Reach out to our experts, and together, let’s pave the way for a future of enhanced productivity, employee satisfaction, and transformative success!  

Context 

The pandemic brought about numerous changes, and now various aspects are gradually returning to normal. However, one area that continues to be significantly affected is the workplace. The fundamental nature of how we work has undergone a profound transformation since the pandemic. Employees prefer to work from home or remotely while visiting the office on purpose once in a while. Just as it seemed the model was settling in, a vigorous debate has arisen among entrepreneurs, venture capitalists, and leaders regarding the future of work. The world appears to be divided between those who believe it’s time for employees to return to the office and advocates of remote working. This blog explores the advantages of both approaches and proposes a possible path forward. 

Clamor for Employees to Return to Office 

  

Collaboration 

Employees often highlight collaboration as the primary motivation for wanting to work from the office. This encompasses not only face-to-face meetings and brainstorming sessions but also the ability to solve problems together. While remote setups can facilitate such activities, they tend to be more efficient and effective when conducted in person. A significant amount of information sharing occurs through brief, informal conversations that take place naturally throughout a regular workday. In a remote setup, organizing and scheduling such sessions can be cumbersome and less spontaneous. 

Culture 

The culture of a company is ingrained not only through formal trainings but primarily through the interactions between employees. It is during these interactions that individuals observe and absorb how leaders handle different situations, how they treat their colleagues, the pace and priorities. However, many new hires in the past three years have had limited opportunities to visit the office to personally experience the company’s cultural values. 

Connection 

As social beings, humans thrive on interpersonal connections. According to a study featured in Harvard Business Review, face-to-face meetings have been found to be 34 times more effective than communicating through emails. Additionally, an often overlooked aspect is how in-person work contributes to alleviating loneliness. In a 2022 global survey, 72% of workers reported experiencing loneliness on a monthly basis, while 94% of leaders acknowledged that remote work has led to an increased sense of loneliness within their teams. 

Demand for Remote Work Status Quo 

Despite initial doubts, remote work, which became a necessity during the pandemic, proved to be successful. Companies matched or surpassed pre-pandemic productivity levels. Employees experienced a newfound work-life balance, and companies could tap into a global workforce while reducing real estate costs. It was a win-win arrangement. 

However, a divide has emerged between the perceptions of employees and employers. According to the 2022 Microsoft Work Trend Index report, 87% of employees believe they are productive, whereas 85% of leaders find it challenging to have confidence in employee productivity under the shift to hybrid work (read remote work). Employees desire the autonomy to choose when and where they work, while employers are advocating for bringing employees back to the office at least for some days of the week, citing the aforementioned reasons. 

Furthermore, different regions exhibit varying behaviours in this regard. Developed economies express a stronger demand for maintaining remote work setups compared to developing ones where many employees visit offices voluntarily without any mandate. This may be influenced by demographic and cultural factors. 

In sum, employees do not wish to return to the office simply because their employers deem it necessary. Recent protests at Amazon have shown that mandates may not be effective in such cases. 

Way Forward – Is Return to office inevitable?

We firmly believe that a one-size-fits-all approach is not suitable when it comes to workplace strategies, and each company should carefully determine their own journey. For startups, where success or failure may be determined within a limited timeframe, working together in person may prove more effective. On the other hand, many companies that have experienced positive outcomes from remote work and may choose to continue with that setup, possibly incorporating occasional offsite gatherings for team cohesion. 

However, we believe that a large number of companies, supported by employees should embrace a hybrid work style, which allows them to benefit from the best of both worlds. These companies can provide employees with autonomy and encourage them to come to the office based on purpose rather than rigid mandates. It is essential to reimagine workplaces as spaces that foster collaboration, team building, and knowledge sharing, rather than focusing solely on regular work that can be accomplished from anywhere. 

According to the Microsoft Work Trend survey, 84% of employees find motivation in the prospect of socializing with colleagues when working in person at the office. Therefore, companies should prioritize technology-enabled team coordination even before employees plan their visits to the office. We have observed significant interest in this approach and believe it will undoubtedly enhance voluntary office attendance. 

Conclusion – Return to Office or Remote Work? 

In summary, as post-pandemic workplaces continue to evolve, the hybrid work framework will inevitably differ across companies. Our conclusion is that remote work (WFH) is highly effective for established teams seeking work-life balance, streamlined collaboration with a limited group of colleagues, and focused task completion. On the other hand, working from the office (WFO) proves advantageous for aggressive, high-growth teams engaged in ideation, debates, training, and team building activities. We firmly believe that a combination of WFO and WFH will emerge as the prevailing approach in most workplaces. Therefore, our recommendation is for employers and employees to collaborate in defining the most appropriate technology-enabled model, taking into account their organization’s current and future needs, while ensuring alignment with the overarching goals of the enterprise. 

Hybrid workplaces are becoming increasingly common as workplaces evolve. In fact, according to a recent article by Gartner, 66% of businesses worldwide have already embraced hybrid work style and 30% are actively planning to transition. With employees splitting their time between working from home and the office, there is a growing need for technology solutions that can support this new way of working.  

AI or Artificial Intelligence enabled with the existing hybrid workplace tools has the potential to revolutionize the way we work in hybrid environments, from automating routine tasks to enhancing experience and decision-making. In this blog, we’ll explore how AI in hybrid workplace can be used and what benefits it can bring to both employers and employees.

 

Task Automation with AI in Hybrid Workplace 

In a typical workday, there are many mundane workplace tasks that can be easily automated and outsourced to AI, freeing up employees to focus on core and other complex activities.  

Desk reservations, meeting room bookings, and scheduling office visits are common tasks that can be easily automated with the help of AI. By leveraging past data, AI can suggest the best desk or meeting room for an employee based on their location, department, colleagues, preferred amenities etc.  

AI can also suggest the optimal day and time for in-person office visits by aligning that with colleagues to enhance collaboration.  

The integration of AI in workplace tasks can lead to improved productivity, better decision making, and more efficient use of resources. 

Improved Employee Experience 

Employees are currently working remotely while businesses aim for a hybrid model that combines remote work with office collaboration. Improving the employee experience has become crucial as companies bring employees back to the workplace. 

Intuitive interfaces and simplified workflows are effective in reducing friction in the employee experience. With AI, businesses can take this a step further by incorporating features that bring delight to the experience, encouraging employees to return to the office more frequently. 

AI can play a significant role in enhancing the employee experience in numerous ways. One way is by providing personalized nudges to encourage employees to complete tasks they might overlook otherwise. Another example involves incorporating gamification elements to actively involve and motivate employees. 

This generative AI technology such as ChatGPT provides the benefits of a personalized assistant for each employee, without the need for a massive investment in human resources. 

Informed Decision Making with AI in Hybrid Workplace 

As businesses navigate an uncertain economic landscape, optimizing costs has become a top priority. Avison Young estimates that attendance levels (across 45 metros in the USA) in Dec-22 were just 42% of Dec-19 levels. In such a scenario, business leaders must make informed and unbiased decisions regarding their real estate portfolio. 

Unlike traditional analytical tools that offer limited and retrospective dashboards and reports, AI can provide comprehensive, actionable, and predictive insights over a longer horizon. Now, with generative AI, custom interactive dashboards and reports can be created in real-time to support decision-making processes.  

By leveraging the power of AI, businesses can make more informed and strategic decisions about their real estate portfolio, ensuring that they are well-positioned for success in the hybrid workplace of the future. 

Conclusion 

In conclusion, it is evident that AI has the potential to revolutionize hybrid workplaces and become an integral part of workplace strategy. AI’s continuous learning and ability to use past data make it a potent tool for navigating the fluid journey of hybrid workplaces. It can provide valuable assistance to employees, boost productivity, and enhance decision-making.  

It is also important to keep in mind that each organization has unique needs and priorities, and AI strategies must be tailored accordingly. Additionally, considerations around employee privacy and information security must be carefully addressed before implementing any AI initiatives.  

As workplaces continue to evolve, so too will the use of AI. By embracing this technology with a strategic and thoughtful approach, it can help your company stay competitive and thrive in the new world of work. 

Want to explore more details and illustrative examples about how AI in Hybrid Workplaces can help you? Read the full paper The Future of Work – AI as Your Co-Worker

What is Workplace Trinity? 

The Workplace Trinity, consisting of the hybrid workplace, employee wellness, and sustainability, cannot be ignored in modern discussions surrounding offices. The concept of a hybrid workplace offers employees the desired flexibility while enabling businesses to optimize costs and maintain productivity levels similar to pre-pandemic times. However, it’s crucial to consider employee wellness and sustainability in the context of today’s workplaces, as all three factors are interrelated. Offices must prioritize all aspects of the Workplace Trinity to ensure a well-rounded approach to the workplace. 

When companies prioritize employee wellness, sustainability, and hybrid workplaces holistically, they create a positive and productive work environment that benefits everyone involved. Employees are happier, healthier, and more productive, while businesses can save on costs and improve their environmental impact. By embracing the Workplace Trinity, companies can create a better future for both their employees and the planet. 

Hybrid Work and Sustainability go hand in hand 

Hybrid workplace by its definition means employees will work for fewer days from the office resulting in lower fuel consumption in travel and reduced carbon emissions. Offices, due to its centralized air conditioning and exhaustive light fittings consume a lot more energy than homes and that gets optimized as well with reduced average attendance in the office.  

The hybrid workplace technology platform, such as DB Spazio, is equipped with many features that can help drive sustainability initiatives within enterprises. Few examples include: 

• ‘Auto cancellation’ feature can automatically cancel unoccupied desk or meeting room bookings. This not only frees up valuable resources but can also be integrated with inbuilt Modbus and BACnet protocol adapters to turn off local HVAC and lighting units, resulting in significant energy savings.  
  
• The platform can help consolidate employee occupancy in specific zones rather than spreading them out across floors when reserving space, which further optimizes energy consumption. 
  
• Hybrid workplace tools provide workplace analytics that offer pattern analysis and space occupancy forecasting for the upcoming days. By extrapolating this data to overall energy consumption patterns, facility managers can effectively plan their energy loads from various sources in advance such as renewables and utility providers. You can plan on reducing fossil fuel-based consumption to a minimum.  
  
• Correlation analysis between occupancy and energy consumption data can help identify wastage areas within the facility, such as in the ventilation system. 

Why is Employee Wellness Assurance Critical in Workplaces? 

In the current work landscape, where employees are hesitant to return to the office and employers are advocating for in-person collaboration, innovation, and cultural integration, ensuring employee wellness at the workplace is critical. Employee wellness initiatives encompass a range of measures, such as maintaining adequate indoor air quality (IAQ) parameters, efficient ventilation, and comfortable thermal conditions, as well as promoting a sense of safety among employees while on-site. 

Research has shown that poor IAQ alone can result in substantial financial and social costs, including productivity loss, healthcare expenses, and building damage, amounting to more than $10 million per year.¹ Therefore, it is essential to prioritize employee wellness initiatives, which can be achieved through the application of technological solutions. 

For instance, IAQ sensors can monitor indoor settings against global standards such as WELL, ASHRAE, and trigger automated or manual responses when parameters fall below the required thresholds. Similarly, ventilation and thermal comfort can be tracked proactively using technology. One example of this is DB Spazio’s implementation for one of their clients to allow individual employees to adjust their thermal and lighting settings via their mobile devices, which enhances the overall employee experience. 

The Benefits of Workplace Trinity  

The Workplace Trinity is interconnected in several ways and need not be implemented at the expense of each other. For instance, by using intelligent ventilation systems that adjust airflow based on occupancy levels, businesses can reduce energy consumption, ensure proper ventilation, and improve indoor air quality (IAQ). This integration of technology into IAQ monitoring and sustainability efforts can assist companies in meeting their sustainability objectives while also maintaining a healthy workplace environment for their employees in the hybrid workplace model. 

When viewed through the lens of employees, it is crucial to note that by 2025, Millennials will make up 75% of the global workforce. This generation prioritizes the flexibility offered by a hybrid work model, values wellness at work, and expects their employers to act on social issues, such as climate change. From the employer’s standpoint, these initiatives help to consolidate space, reduce costs, improve employee satisfaction, and enable companies to achieve their environmental, social, and governance (ESG) goals. 

Conclusion 

In conclusion, it is crucial to take a long-term view when evaluating tools for your workplace needs. Don’t limit yourself to just the hybrid work model aspect of the tool. Instead, consider the foundational framework of the tool to determine if it has the potential to support monitoring and control of energy consumption, tracking ESG goals, and monitoring employee wellness parameters in the future. Investing in a tool that supports the workplace trinity can be a strategic differentiator for your organization, leading to satisfied employees, optimized real estate, lower energy bills, and higher ESG compliance, ultimately contributing to a better planet for us all. 

References: 

¹ 9 foundations of a Healthy Building  

With the adoption of hybrid workplaces, traditional methods of managing spaces are increasingly becoming ineffective, manpower dependent and unable to cope up with the change. Managing space allocations effectively, understanding the usage, and reclaiming unused spaces for optimization are some of the challenges that need to be addressed.  

Space Planning for Hybrid Workplaces 

Space planning is not just about making the most of the available area but is also about creating a space that supports the specific needs of the business and one that plays a crucial role in enhancing user experience while turning your space into cost savings.  

Some of the key areas to consider while planning your space for a hybrid workplace are as follows: 

Digitization

Surprisingly, many organizations still rely on Excel files & routine manual labour to manage their workspace allocations. Digitization allows organizations to quickly adapt to changing needs and move away from siloed management to centralized control across locations.  

• Digitizing floor plans allows for easy visualization of the office spaces across locations and down to a granular level of a floor & work seat.  
• Interactive layouts not only allow the facility team in better space allocation but also offer an enhanced user experience. 

Workspace Allocation

Creating an effective allocation plan would require visibility across your portfolio to ensure that spaces are allocated to optimize usage, reduce wastage & offer spaces that enhance user experience & collaboration.  

• Workspace categorization based on usage- fixed/flexi and across desks, meeting rooms, cabins etc.  
• In-built workflows for request, approval, allocation & assignment by department or neighborhoods.  
• Allocation management in a multi-shift environment to maximize employee to seat ratio 

Scenario Planning

Recapturing unused spaces & preparing spaces for growth are aspects that are still dependent on manual inputs. Scenario planning helps facility teams work through different scenarios of reorganization & expansions to find the right fit.  

• Space portfolio digitization with complete visibility on space capacity & availability 
• Visual stacking for ease of visualizing scenarios for reorganization 
• Historic trend analysis & inclusion in scenario planning for expansion & consolidation

Space Insights & Analytics

Organizations can only improve what they measure. Using tools that provide insights on space utilization will help the facilities understand what kind of spaces are more in use, manage their distributed workforce better and plan for optimization.  

• Hybrid Work Trends providing insights on how many employees are using the office and periodicity will help facility plan workspaces to address these needs and also other affiliated services.  
• Occupancy & Utilization trends helps reclaim unused spaces & optimize for better usage 
• Plan for affiliated services based on occupancy and reduce wastages 
• Integration with other facility services such as energy can result in potential savings and contribution towards the company’s sustainability goals.  

In conclusion, the hybrid workplace set up has become the new normal, and organizations must adapt to this new reality by digitizing their space planning processes. A space planning tool can help organizations allocate and manage their physical space efficiently, especially when it comes to accommodating the needs of a hybrid workforce. Moreover, it can also enable what-if scenario planning, which can help organizations plan for future changes and adjust their workplace accordingly. With the help of a space planning tool, organizations can create a more productive and collaborative work environment that meets the needs of both their employees and business objectives. Investing in a space planning tool is, therefore, essential for organizations that want to stay ahead of the game in the modern workplace. 

We are living in a time of great uncertainty. The global markets are cautious, and businesses are focused on optimizing costs. Specifically in the workplace, while hybrid arrangements are gaining popularity, many employees still prefer working from home or remotely. This leaves enterprises with unpredictable attendance patterns at their offices.

The key drivers for hybrid workplaces include the need for employee experience, flexibility, and collaboration. However, due to the uncertain nature of office occupancy, enterprises cannot afford to neglect important tasks such as real estate planning, optimizing existing office areas, and consolidating spaces to improve utilization. These measures can lead to significant cost savings. Therefore, workplace analytics can no longer be considered a “nice to have” feature but must be viewed as a critical attribute for businesses to consider as part of their hybrid workplace technology.

What is Workplace Analytics?

Workplace analytics is the process of collecting and analyzing data related to the physical workplace environment and how it is used by employees. This includes tracking various metrics such as space utilization, room occupancy, department-wise usage, and hybrid work trends amongst others.

The goal of workplace analytics is to gain insights into how the workplace is functioning and how it can be optimized for better performance, cost savings, and employee satisfaction. It can also help businesses make decisions about workplace design, technology investments, and other aspects of the physical workplace environment.

Key Analytics Metrics to Consider

While Choosing a Hybrid Workplace Solution, ensure that it provides you with the relevant data and insights for decision-making. 

During the pandemic, several companies created their own systems for reserving workspaces and creating schedules or acquired basic tools to address their immediate hybrid requirements. However, analytics was not usually a central feature in most of these tools. Even now, several providers of point solutions do not offer the extensive range of analytics necessary to efficiently monitor a hybrid workplace.

If you’re considering upgrading your existing tool or making a new purchasing decision, we have assessed various metrics that organizations can utilize to make data-driven decisions rather than relying on intuition. Here are some of these metrics for your reference.

Conclusion:

Workplace utilization analytics provide valuable insights that can help businesses optimize their resources, improve productivity, and support their sustainability & employee wellness goals, all of which can contribute to a more successful and profitable business.

We highly recommend that companies evaluate the analytical capabilities of their current or prospective tools. Utilizing analytics can result in a quick return on investment by reducing costs, improving the employee experience, and facilitating the success of a hybrid workplace program.

The pandemic enforced many sudden changes upon us including the need for employees to work from home. In anticipation of employees returning to work, a few companies with some software development expertise scrambled to put together inhouse tools to allow employees to reserve a desk or a meeting room etc. These were largely web-based tools built upon existing productivity tools deployed in-house. 

Since then, the hybrid work model has become well-established, with employees returning to the office for a few days each week in many companies. In fact, numerous organizations now require employees to be present in the office to foster collaboration, innovation, and the assimilation of cultural values. Due to the irregular attendance patterns, facilities teams need to closely monitor metrics related to space and amenity usage to enhance operational efficiency. 

Organizations require structured technological support to assist their employees in effectively planning workdays, reserving resources, fostering collaboration with colleagues, and maintaining a seamless workplace experience, all while analysing their space utilization. When these tasks are carried out manually or with ill-suited internal tools, it results in inefficiency and compromises the employee experience, leading to a waste of resources. 

We believe that companies continuing with their in-house tools are hampering the core purpose of hybrid workplace initiative. Companies must evaluate professional tools available in the market for the following reasons before finalizing their technology strategy.

1. Hybrid is more than just workspace reservations

Employees, when visiting office, come in for a specific purpose. It may be for collaboration, training, brainstorming or good food even. 73% employees as per Microsoft survey say they need a better reason to go into the office than just company expectation. Desk and meeting room reservation availability is just a basic enabler, but employees will be back to work only for differentiated experience, increased productivity & meeting their co-workers. For the unified hybrid workplace experience, mobile is a preferred interface as it is quicker and eliminates various friction points associated with web interface. In some workplace settings, kiosk/signage interface works best. Integrating Wayfinding, 3D interactive layouts, Visitor scheduling, providing instant feedback, booking transport, controlling light and HVAC settings help build the differentiated & productive employee experience encouraging employees to visit office often. 

2. Enabling collaboration is crucial

It is a fact that employees come to work for their colleagues. The same Microsoft survey indicates that 73% employees would go to the office more frequently if they knew their direct team members would be there. Enabling collaboration must be a key initiative driving any technology decision. Whether it is nudging co-workers when employee is visiting office, sharing their schedules, making who is in office visible (subject to privacy laws) can help employees plan their schedule together, encouraging collaboration. Rudimentary tools focused on reservations & other basic attributes lack this crucial element of the puzzle, often leading to lower-than-expected Return to Work response.  

3. The key role of space planning & analytics

While employees care for the experience, due to uncertain office attendance levels, CRE teams must focus on planning real estate efficiently. Technology tools now allow fetching accurate occupancy information without need for any sensors or QR code scanning. Analyzing occupancy patterns, departments, zones, amenities wise analysis, identifying ghost bookings, tracking reclaim time due to auto-cancellation mechanism, tracking most/least used rooms & tracking them against size, amenities help establish baseline and driving initiatives to track progress. Monitoring hybrid patterns such as Return to Work (RTW) trend, collaboration trend, roster compliance help organizations decide if their RTW strategy needs any fine tuning. 

While some home-grown tools provide basic data analysis, the professional tools provide significant and actionable insights, helping efficient usage of current real estate. As AI gets mainstream, tools such as DB Spazio provide various capabilities such as space forecasting. They can be valuable for the CRE team to save significant real estate costs in the long term. 

4. Hybrid needs are evolving; Innovation is crucial

The hybrid work model has seen many shifts since 2020. It enforced remote work upon us to start with, followed by opening offices for a safe return to work. This phase required enterprises to create safe distance seat layouts, mandatory health declarations, vaccination checks, sanitization check post workspace use etc. The technology focus during this phase was to ensure safety of employees working from office. In the current phase when pandemic is largely behind us, technology need is focused on how to make employees visit offices often, enabling in-person collaboration, identifying space utilization patterns, planning space efficiently etc. One also sees companies adopting different hybrid models (organizational mandate, manager driven or complete employee autonomy) and shifting as per their business demands. Continuous innovation to cater to these changing demands is critical for hybrid work model to be effective.  

Trying to solve today’s hybrid challenges with yesterday’s tools will backfire and should be avoided. Most professional tools are offered on a SaaS platform hence various hybrid trends, shifts are captured and deployed on an ongoing basis – allowing companies to focus on their business. 

5. Need for Prebuilt Integrations

The hybrid workplace technology needs to integrate with existing company systems for seamless and unified employee experience. Some of the standard integrations needed are with calendar apps (Microsoft Office, GSuite), collaboration tools (MS-Teams, Zoom, Slack, Webex), SSO, HRMS tools etc. Clients are also looking for immersive experience within existing tools (MS-Teams app) that employees are most familiar with to do various tasks that relate to hybrid setup.  

Apart from this, if the client has existing workplace solutions such as locker management, cafeteria, transport, helpdesk etc. they can easily be integrated for a delightful & unified employee experience. If your company wants to track wellness index through IAQ monitoring, energy monitoring for occupancy-based correlation etc. the prebuilt integrations are available with a select professional tools. For a company to build such integrations for all their solutions can be cumbersome and expensive, taking their crucial time away for pursuing their business goals. 

6. Management Challenges with In-house solutions 

As a fundamental principle, it is essential to focus on core business activities and seek support for non-core tasks. Often, what is non-core for your organization is the core business for another company, like in the case of a hybrid workplace, it is a core business for many companies, including DB Spazio. 

In many cases, the internal team responsible for developing in-house solutions to meet organizational needs may become emotionally attached to their creation and may be hesitant to relinquish control. However, it is important for enterprises to consider practical questions such as: 

• How will the organization handle the transition if the core members of this team depart? 
• Who will maintain up-to-date documentation, and ensure continuous security compliance? 
• Who will manage the solution on a daily basis, and what will be the cost of maintaining the solution? 
• Is the solution scalable for implementation at other locations if required? 

These are crucial considerations that must be addressed to ensure a smooth transition and ongoing success in implementing an effective hybrid workplace strategy. 

7. Low usage of Internal Tools 

In many organizations, a common challenge faced is the underutilization of internal workplace reservation tools. This can lead companies to incorrectly believe that their workforce doesn’t require sophisticated professional tools to manage the dynamic hybrid workplace. However, the reality tells a different story. 

Low usage of internal tools is often due to user-unfriendly interfaces and the absence of essential features. Based on our extensive experience, we’ve found that when change management is well-planned and employees have the right tools, adoption rates soar, and the transition becomes exceptionally smooth. 

Take TCL as an example, where we observed post-pandemic occupancy increase from 0% to 49% in just two months as they started using DB Spazio. This showcases the powerful impact of using the right tools and implementing a well-thought-out approach to change management. 

Conclusion:

Internal tools offer basic yet compromised workplace functionality for the office and the workspace continues to operate like a traditional office space. Tool usage is minimal, typically due to their non-intuitive user interface, a focus solely on meeting immediate functional requirements, and a cumbersome maintenance process. 

If your enterprise is contemplating a shift towards a hybrid workplace, as 68% of companies currently are, it is advisable to consider the professional tools available in the market. This will enable you to provide your employees with an optimal experience while simultaneously optimizing your real estate requirements. 

Hybrid work has undeniably become the norm for most companies, with the flexibility it offers set to remain a defining aspect of the workplace for the foreseeable future. In the wake of the evolving return to work movement, companies are actively encouraging employees to re-join the workforce at their physical offices. The adoption of this return to work strategy varies, influenced by factors such as industry, age group, city commute times, and job profiles.  

While the situation remains dynamic, many organizations are beginning to find a balance, settling into a workweek structure that typically involves a few days in the office and the remaining days working remotely, especially in hybrid setups. If your organization is considering the shift to a hybrid model, the transition guide would prove to be a valuable resource. 

Employer-Employee Ongoing Tug of War on ‘Return to Work’

Employers firmly believe that in-office collaboration and cross-functional discussions, are critical for innovation and business growth. It also serves as a conduit for employees to embrace organizational values and strengthen their sense of belonging. 

Yet, it’s important to acknowledge that not all employees are equally enthusiastic about returning to the office. Their reasons are as diverse as their profiles and circumstances, including concerns about the cost and time associated with commuting, the comforts of working from home, the appeal of remote locations, and, for some, a natural resistance to change. In one striking example, a Silicon Valley-based semiconductor company reported that a substantial 72% of its employees, including new recruits, had not set foot in the office since the onset of the pandemic. 

The ‘Return to Work’ Strategies 

What can organizations do to attract employees back to the office and ‘earn the commute’? Here are a few workplace strategies we feel will help organizations attract employees return to work. 

1. Optimise Collaboration

People come to the office for People, not Place. Collaboration is a key driver for employees to come to the office. As per Microsoft Work Trend Index Research 2022, 84% of employees would be motivated to go into the office if they could socialize with co-workers. There is also an issue of loneliness that some remote workers face.  In a 2022 global survey, 72% of workers reported experiencing loneliness on a monthly basis. 

Organisations need to play a proactive role in enabling collaboration. When employees plan their office visits, allowing them to nudge their colleagues, announcing their schedule with their collaboration circles upfront or sharing each other’s schedules can encourage employees to plan office visits in groups. Creating opportunities for social interactions among employees, such as team-building activities, trainings, lunch & learns and company-wide cross-functional events to brainstorm business-relevant ideas can also promote collaboration. Triggering collaboration amongst employees is a win-win scenario: employees are motivated to return to work, and employers successfully attain the organisational culture they desire. 

2. Flexible Scheduling

Across various organizations, there is a widespread acknowledgment that employers are either enforcing formal mandates or making informal requests for employees to return to the office. While most companies are adopting a more flexible approach others are urging employees to return every day of the week. We firmly believe that imposing rigid mandates, unless dictated by the nature of the job, could be counterproductive and might prompt top talent to explore alternative options. A more thoughtful alternative is for organizations to establish guidelines, suggesting, for instance, that employees be present in the office for a specified number of days per week or month, aligned with their job profile. Explore various hybrid models and choose the one that suits you the most. 

A progressive step in this direction involves transitioning to flexible scheduling arrangements, empowering employees to tailor their office hours, choose their workspace, and decide the days they prefer to work in the office. This approach recognizes the diverse preferences and workstyles of individuals; some may prefer an early arrival and departure, while others may favour a late day productivity. By clearly defining Key Performance Indicators (KPIs) and timelines, organizations can seamlessly integrate cross-functional teams within a flexible environment, allowing them to plan collaborative days for brainstorming and effective outcomes. 

Ultimately, if organizations embrace flexibility and cultivate an enhanced office experience, employees are more likely to be content, engaged, and productive, leading to a higher frequency of them returning to work. 

3. Foster a Positive Environment

In the current hybrid work landscape, employees no longer visit the office solely for routine desk jobs; their presence is driven by specific purposes, whether it’s collaboration or focused work. Recognizing this shift, many companies are revamping their office spaces to align with the actual needs of employees in a hybrid setup. This strategic approach involves reconfiguring existing office layouts and furniture to create versatile and collaborative workspaces that prioritize employee well-being. Elements include open-plan designs, flexible seating arrangements, and dedicated areas for different work styles, including quiet zones and collaborative spaces. 

We advocate for companies to streamline the workplace experience, ensuring it is as frictionless as possible to boost employee productivity during office visits. The goal is for employees to perceive greater efficiency when working in the office compared to remote settings, encouraging regular visits.  

Enhancing the workplace experience involves active engagement with employees while they are on-site. Implementing gentle nudges for breaks and mealtimes, suggesting optimal travel times based on traffic conditions, ability to provide instant feedback, and encouraging participation in surveys contribute to fostering employee engagement and well-being. Additionally, providing features like SOS alerts enhances the sense of safety among employees. Environmental considerations, such as comfortable ergonomic seating, ample natural light, and good indoor air quality, also play an important role in elevating the overall employee experience. 

4. Improve Office Amenities

Office amenities made available to employees foster physical, emotional and community well-being. The absence of relevant amenities can significantly impact the overall employee experience, potentially deterring them from returning to the workplace. 

Inclusive amenities such as ample parking space, secure locker facilities, meeting rooms with advanced audio/visual technology, private quiet pods, an on-site gym with shower facilities, and dedicated wellness rooms are among the most sought-after amenities that employees prioritize when planning their office visits. 

An increasingly popular amenity provided by employers involves offering snacks, meals, and beverages to employees while they are in the office. Remarkably, there are instances where a surge in office attendance on specific days can be directly attributed to the menu choices available on those particular days. 

In the current landscape of sporadic demand for office space, effective planning of amenities by the facilities team is important. Displaying the availability of amenities and offering a streamlined booking option allows employees to efficiently plan their office visits. This not only makes their experience better but also fits well with the changing nature of hybrid work, where flexibility and convenience are crucial in planning the return to work. 

5. Choose Right Technology 

In the wake of the pandemic, technology played a crucial role in facilitating a smooth transition to remote work, ensuring productivity and connectivity for employees. As we navigate the hybrid work landscape, technology continues to play an important role in orchestrating the return to work seamlessly. 

According to the 2023 Gartner Workplace Experience (WEX) Market guide, a staggering 67% of corporate real estate leaders think that improving the employee workplace experience is the No. 1 priority and are increasingly working with the digital workplace team to optimize the hybrid experience. In this context, focusing on the availability and usage of technology emerges as a key area when planning the return to work. 

Empowering employees with autonomy in shaping their work schedules, whether from the office or a remote location, stands out as a fundamental aspect. This can be achieved through user-friendly applications such as DB Spazio that allow employees to reserve workspaces and amenities based on their preferences for location, time, and date. Additionally, utilizing technology to facilitate schedule coordination with colleagues, enabling seat selection next to desired collaborators, and assisting in locating co-workers within the office space are all illustrative examples of leveraging the right technology for a seamless and productive in-office experience. Facilities and CRE teams can use the same technology to track space utilisation metrics to optimise their real estate needs. 

Monitoring Indoor Air Quality (IAQ) levels and ensuring restroom hygiene through technology not only contribute to a healthier environment but also reassure employees of their well-being during their time in the office.  

As organizations plan their return to work initiative, placing a significant focus on technology becomes crucial for enhancing the overall employee experience and fostering a successful transition to the hybrid work model. For a systematic approach, consider using our Return to Work Checklist to plan this effectively. 

Conclusion – Ensuring a Successful Return to Work

In summary, a successful return to work hinges on a holistic approach encapsulated by the OFFIC model illustrated above. By Optimizing collaboration, Offering scheduling Flexibility, Fostering a positive environment, Improving office amenities, and Choosing the right technology, organizations pave the way for a seamless transition to the hybrid work era. These interconnected strategies not only entice employees back to the workplace but also guarantee their contentment and efficacy. As we navigate this dynamic shift, the OFFIC model emerges as a compass, guiding organizations towards creating an adaptive and thriving work environment for the future.