What is hybrid work and how to organize it properly?

Hybrid work model connects on-sie and remote employees

What is hybrid work, how to prepare for it, and what can you get out of it? Dispel your doubts about the hybrid work model.

In this article:


1. What is hybrid work?
2. Different hybrid work systems
3. What are the benefits of this model?
4. What challenges does it bring?
5. How to prepare for the introduction of hybrid work?

What is hybrid work?

It’s a model that combines on-site and remote work. Of the three, it is the hybrid work that offers the most flexibility. Thanks to it, both fans of the office and lovers of working at home will find convenient working conditions. To get a good understanding of what exactly hybrid work is, it’s worth taking a look at its types.

Types of hybrid work

When thinking about hybrid work, often only one type is considered. In fact, the hybrid model is a broad term that accommodates several different work management strategies.

2/3 and 3/2 systems

This type of hybrid work assumes that employees work in the office for part of the week and devote the remaining days to remote work. A five-day workweek is often split into 2 days in the office and 3 days working remotely (2/3 system) or vice versa (3/2).


The days set aside for office visits may vary for each employee. This solution gives the greatest flexibility. Makes it easier to balance work with other responsibilities and activities.

On-site and remote employees

Hybrid working can be called a system where some employees perform their duties remotely while others work from the office. Some jobs require you to be in the office, while others allow you to do all of your work from home. The choice of a convenient work model is also dictated by employees’ personal preferences.

Employees’ choice system

In this case, it is the employee who decides when to work stationary and when to work remotely. This system offers the greatest flexibility, putting the decision-making in the hands of employees.


This system can be implemented in two ways. The traditional way assumes that employees have their own desks, at which they work during office visits. The more flexible one relies on hot desking, i.e. passable desks serving different employees depending on the day.

Thanks hot desking, employees share their desks with each other
Hot desking system involves sharing desks with co-workers

The benefits of hybrid working

Hybrid work is going to stay with us for a long time. Thus it is worth knowing its benefits. This working model combines the benefits of an on-site model and remote work. This way, both the employees and the employer benefit from it. Below, we’ve focused on the biggest benefits of the hybrid model.

Savings

For the employer, hybrid working means savings on office maintenance. Temporary or permanent – dividing employees into remote and stationery gives you the opportunity to hire more people without having to expand your office. Employees, on the other hand, save their time and money on commuting to the workplace.

Flexibility

Combining two work models allows employees to better organize their time. Some days, a visit to the office conveniently combines with off-duty activities. On other days, it is more convenient to work remotely.


What’s more, preparing for both models supports efficient working from different locations. Whether it’s visiting another department or working on a business trip, a hybrid-ready employee is equipped to perform duties in a variety of circumstances.

Safety

Like it or not, we have to take pandemic into account when organizing our work. Properly implemented, the hybrid model limits the number of employees staying in the office at once. This has a positive effect on safety. And for those who are concerned about their health, it allows them to work from home without any problems.

International team

The hybrid model – like the remote working model – allows you to hire professionals from all over the world. Properly structured, hybrid work trumps the remote model because it better integrates remote and on-site workers. Thus, it offsets a common problem of the remote model – the remote workers’ sense of isolation.

Hybrid work model allows you to employ specialists from all around the world

Hybrid work – what challenges does it bring?

Introducing a hybrid model brings organizational and administrative challenges. Here are some aspects to consider before deciding on a hybrid model.

Communication

Communicating appropriately during hybrid work is key. The challenge is even greater because remote and on-site workers must be communicated. Therefore, organizing the right communication channels is the first consideration.


First and foremost, you need to ensure that you have a smoothly functioning conferencing tool. However, good communication consists of more than just videoconferencing. Think about a convenient space for sharing files and giving presentations.


To ensure that you can work comfortably from both home and the office, make sure you have a well-functioning virtual private network (VPN). Additionally, real-time virtual co-working spaces can become a bridge between remote and on-site workers.

Proper tools connect on-site and remote employees
Thanks to proper tools, you can connect remote and on-site employees

Proper tools

I mentioned tools to facilitate communication. However, the hybrid model doesn’t stop there. Employees should be equipped with programs that allow them to effectively switch between remote and on-site work. This way, they will be able to seamlessly continue the work started the previous day.

Office organisation

The office itself also needs to be ready for the combined forces of on-site and remote workers. That’s why you should think about conference rooms where everyone can work on common projects.


In a hot-desking system, you should pay attention to the right system for reserving desks. There should not be a situation where office conditions force you to work remotely.

Employees integration

When introducing hybrid work, let’s pay attention to a common problem of remote workers – a weak sense of belonging to the team and the company environment in general. Proper communication offsets this problem. However, it is a good idea to consider activities that integrate both types of employees.

On-site and remote balance

Remember that hybrid work draws handfuls from both work models. Therefore – if possible – we should encourage employees to use the office so that the hybrid model does not turn into a remote one. This may not be available to everyone, but it’s worth ensuring that employees see the benefits of both models.

How to prepare for the introduction of hybrid work?

Above all, let’s listen to our own team. Before introducing the hybrid model, we recommend organizing surveys in which employees specify their expectations from such a model of work.

What to ask in the survey?

Primarily about how many days employees want to work from home versus working from the office. With this information, you’ll determine what group is actually interested in hybrid work, and how many are leaning towards an on-site or remote model.

The key question is what tools employees need to work effectively in the hybrid model. The responses will outline the real needs of specific departments and illustrate the actual size of the investment.

It’s a good idea to ask about the most convenient place to work. You may find that some employees would be more likely to attend an office in a hybrid model if they had office space closer to home.

Finally, it’s a good idea to ask for employees’ opinions on changing the work model. To know their hopes and fears. This will help you understand the moods and what doubts to address. A hybrid model should make things easier, not generate problems. That’s why getting to know your employees’ opinions is crucial.

Cost estimate

Knowing the mood of your employees, you can get down to analyzing the cost of changing your work model. It should take into account, among other things, costs related to the introduction of new tools and reorganization of office space. Let’s also remember to factor in the savings from the hybrid working model.

While planning, let’s also take into account the time it takes to make a seamless transition. There is no specific framework within which the change should occur. That’s why you should tailor it to the size and pace of your business. You need to ensure that each employee is properly informed and prepared for the change.

See how Share by Parkanizer app can help you with organizing hybrid work.

Reassuming

Hybrid work carries the benefits of both models – on-site and remote. It benefits both the employees and the employer. However, in order for the change to go smoothly, you need to prepare for it properly. Before making changes, think about the right tools, office organization, and don’t forget about employee feedback. If you structure the transition properly, hybrid work has a lot to offer your company.

Need help with organizing the hybrid work model? Book an online demo and see how Share by Parkanizer – an app designed for organizing hybrid work – can help you with that.

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Wojciech Feliks
Wojciech Feliks
Every company has its story, and I love telling stories. Privately a big fan of horror movies, ramen, and tea. I wouldn't say no to a journey around the world.

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