Why do companies need to prepare a hybrid work policy?

What’s a hybrid work policy, what does it contain, and why is it worth having? Look at examples of hybrid policies and learn how to implement them! We have also prepared a template with the most important points that will allow you to create an effective hybrid work policy.

In this article

  1. What is hybrid work policy?
  2. What should a hybrid work policy cover?
  3. What questions should be asked before introducing a hybrid work policy?
  4. How to create a hybrid work policy?
  5. Why do I need a hybrid work policy?
  6. Examples of hybrid work policy
  7. Our example of hybrid work policy

What is a hybrid work policy?

It is a document that defines the rights of employees during a hybrid work system, providing information on legal issues and where, how, and when employees can perform their duties. The increased need to create a hybrid work policy arose at the time of the outbreak of the pandemic and the necessity to transfer a large number of people to remote work.

What to include in the hybrid work policy?

  • Working time
  • Expectations towards employees
  • Basic principles of hybrid work
  • Permissible workplaces
  • Hybrid work system
  • Employee rights

What should a hybrid work policy cover?

Depending on the business profile of the company, a hybrid work policy may contain various elements. The basic ones include: working time, place of work, communication channels, expectations of the employer and employee, the necessary resources, and a given hybrid system. Its important aspect is also the legal issue, i.e. the employee’s right.

Working time

It’s very important to determine the working time and employee availability issues. Many companies are introducing so-called working hours. Thanks to this, regardless of whether you work remotely or stationary, employees are available to each other at a given time and can arrange meetings.

Working remotely is sometimes mistakenly viewed as being able to carry out duties throughout the day. Therefore, it’s worth defining a rigid working time framework for safety needs and possible accidents that may occur during remote work.

Workplace

The possibility of hybrid work gives flexibility when it comes to performing duties. Therefore, when creating a hybrid work policy, it’s necessary to designate the places allowed for work.

Some employees will work from home, others from cafes, but there may be those who choose crowded and noisy places or those with poor internet access. This situation can make online meetings with such a person unproductive and difficult.

Expectations

Inform employees why the company has decided to use the hybrid work model. Indicate in the document the duration of the policy and expectations regarding the work system, the necessary resources (such as a stable or encrypted Internet connection), the appropriate dress code, or the need to turn on the cameras during online meetings.

Google has introduced an experimental methodology for meetings with a round seating area with two people working stationary and three others on individual video conference screens.

A “Campfire” space – meeting method tested by Google

Work system

Employees need a precise schedule to adjust duties. A five-day work week can be divided e.g. into two days in the office and three days of remote work, or the opposite. Some workplaces organise one-day meetings that all employees are obligated to attend in person. Others may prefer that employees develop strict schedules with their managers.

Companies are also opting for the Hot desking system, where there are no assigned desks and employees can choose a different workplace each time.

Salesforce introduced a flexible work system. It doesn’t impose on employees specific days on which they must be present. However, it requires one to three days to work in the office, due to the presentations and networking.

HubSpot has also introduced a flexible work system. Employees come to the office two or fewer days a week. When they work stationary, they receive the so-called “Hotel desk”, otherwise known as “Hot desk”. Additionally, HubSpot helps to arrange the work space at home.

An example of a Salesforce hybrid work plan. WFH: work from home

Communication

Define the communication channels that will apply to employees during hybrid work. Thanks to this, it will be clear where, when, who, and why works remotely or stationary.

You can also use an application such as Share by Parkanizer, where you can directly see which employees are at work and where exactly they sit. In addition, the colleague finder option allows you to sit next to your favourite colleagues.

Work rules

Remind employees in the hybrid work policy about the rights they are entitled to and the basic principles that apply to them. These include, for example, the possibility of funding for a home office or the possibility of taking a sick leave even if you work remotely. When an employee breaks a leg at home, the compensation payment may vary depending on whether it happened during working hours or not.

In addition, the hybrid work policy can include elements such as flexible working hours, a work monitoring system, or appropriate security measures to protect documents.

What questions should be asked before introducing a hybrid work policy?

  • Why is the company introducing a hybrid work model? What are the benefits?
  • What safety measures or hazardous situations should be considered when some employees are in the office and others work from home?
  • Are the working hours the same for remote and stationary employees?
  • What equipment do remote workers need and will the company provide it?
  • How will team meetings take place and via what platform?
  • How will strategic decisions about the system of work be made?
  • Will employees be able to choose whether they want to work remotely or in person, or does it depend on their position in the company?

How to create a hybrid work policy?

  • Answer the above questions
  • Download our template of hybrid work policy and adjust it to the specifics of the company
  • Consult the legal or accounting department

Why do I need a hybrid work policy?

The set of rules and principles specified by the employer greatly facilitates the organization of hybrid work. Since this form of work is very flexible, it’s worth implementing a transparent policy to avoid disinformation. In addition, the hybrid work policy is extremely important when it comes to the safety of both the employee and the employer during possible accidents, theft, and unfortunate random situations.

Research data also support the introduction of a hybrid work policy. Below you can find the results obtained by an American company engaged in strategic management consultancy. In the survey, as many as 75% of all respondents stated that they prefer a hybrid work model.

Examples of hybrid work policy

Companies construct policies of hybrid work in various ways. Some choose to briefly list rules and regulations, while others create extensive documents that accurately describe specific aspects of the work. You should remember that the employee is primarily bound by the law and work ethic of a given country, and the policy of hybrid work cannot contradict it.

You can find an example of an extensive hybrid work policy here.

Our example of a concise policy of hybrid work ready to download here.

Magdalena Jarosz
Magdalena Jarosz
I am a psychologist with business experience. I work with startups from all over the world, helping them to implement technologies to large companies. My dream is to see Earth from space.

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