Since the pandemic, hybrid working has skyrocketed. At FreeOfficeFinder, we are seeing a consistent trend in clients looking to downsize their office space to accommodate hybrid working.
Many companies renting in lease are switching from lease to rent their first serviced office as they transition from working fully remotely.
This article will give you a step-by-step guide on how to create a hybrid office and our top tips for designing a hybrid workspace.
Step-by-Step on How to Create a Hybrid Office
Step 1: Assess Your Needs
Before looking for a new office space, you need to understand your requirements. The following questions will help you determine the amount of office space you require without paying for unused space.
Are your staff in the office on set days of the week?
This can help you determine whether you need to rent an office full-time or part-time.
How many employees will be using the space daily?
For example, if you have a team of 30 but only have 15 employees using the office space daily, you won’t need a 30-person office.
Can certain staff share a desk on alternate days?
If certain staff members work from the office on alternate days, they may not require their own desk.
Does the type of work staff do differ at the office vs at home?
If your staff use the office for meetings, collaborations and training, it is important to ensure you have space for these tasks. However, if staff use the office for focused tasks, then providing quiet zones or booths is essential.
Do you need regular access to meeting rooms?
As mentioned, staff may use the office for internal meetings, but you should also consider how regularly you host clients/visitors. Having a dedicated meeting room within your office can reduce the hassle of booking an available meeting room in the building.
Step 2: Choose the Right Office
Once you have a clear list of requirements, you can start to explore your options. This could be searching for a new office or adapting your current space for hybrid working.
Many of our clients have chosen serviced offices due to their flexibility, shorter agreements, and plug-and-play setup. So, if you’re trialling hybrid working or adapting your hybrid working policies in the future, this offers the most flexibility.
If you’re looking for a more customised solution and a longer-term contract, a managed space may be for you. These are fantastic options for hybrid teams, as they offer dedicated facilities such as meeting rooms and breakout areas that can also serve as casual workspaces.
You may also realise that your current office is the best option. Sometimes, reconfiguring a workspace, adjusting layouts, and repurposing underused areas can help to support hybrid working.
Step 3: Decide on the Best Layout
Hybrid offices support a range of business activities, from quick check-ins to brainstorming sessions or tasks that require intense focus. The best layout includes areas that support how your organisation operates.
Begin by acknowledging the varying work styles within your team. How many people use the office for focus, how many collaborate regularly, and who has regular video calls? This will help you to decide how much space to dedicate to quiet zones, collaboration spaces and phone booths.
In our experience, adaptable layouts are the best option for a hybrid office. They allow you to quickly add or remove desks or expand collaboration areas as necessary.
Step 4: Invest in the Right Tech Infrastructure
Technology is one of the most important aspects of hybrid working. Ensure your hybrid office has the following:
• Fast and reliable Wi-Fi – This should be a non-negotiable in any office space.
• Cloud computing – This ensures documents are accessible when working remotely and in the office.
• Shared calendars – These allow seamless scheduling for staff, making it easier to keep track of who is available and when.
If you have meeting rooms, they should be fitted with video conferencing equipment so team members can join meetings remotely.
Step 5: Define Hybrid Working Policies
From day one, it is important to have clearly defined hybrid working policies. These should cover office attendance, team communication, and expectations. We have created a list of the top ten ways to manage a hybrid team, which can give you further insight.
Step 6: Encourage Open and Honest Feedback
Once your hybrid office is up and running, the task doesn’t end there. It is crucial to gain ongoing feedback from your team. The most successful hybrid office setups are those that constantly evolve.
Whether you create anonymous surveys or provide informal feedback sessions, allowing your team to discuss what is and isn’t working is key.
Tips For Designing Hybrid Offices
Create dedicated areas for video conferencing
One of the most frequent complaints we hear from clients looking for a new office is the disruption caused by colleagues on video calls. Creating a dedicated area for these or adding phone booths provides people on calls with privacy, whilst minimising distractions for colleagues.
Ensure breakout spaces are multifunctional
Multifunctional breakout spaces are ideal in a hybrid office because they provide spaces for relaxation, brainstorming, and collaboration. Mobile electronic whiteboards and open-plan layouts help transform these areas into workspaces as needed.
Place collaboration areas near entrances to minimise disruptions
If you regularly have remote workers coming into the office for a few hours, consider placing collaboration spaces near the entrance. This minimises disruption and reduces foot traffic in quiet areas.
Add home comforts
A cold, sterile office isn’t welcoming to anyone. Naturally, people are more likely to want to work from an office which is warm and comfortable. This doesn’t mean turning your office into a living room, but incorporating soft furnishings, plants, and stocked kitchens creates a more relaxed atmosphere.
Install digital smartboards & signage
Smartboards are ideal for hybrid offices, as they enable remote workers to participate in real-time brainstorming sessions and presentations.
Digital signage is an excellent way of showing who is in the office and who is working from home, helping staff coordinate last-minute meetings.
Assign teams to areas of the office
This ‘neighbourhood’ set-up allows employees from the same team to work near each other. In a hybrid office, teams often come in on the same days to work together. By providing each team with a designated area, colleagues can quickly find one another and begin work immediately.
Hybrid working was initially a short-term fix that has evolved into a long-term solution. Setting up a hybrid office can be intimidating, but our easy step-by-step guide covers everything you need to consider. Meanwhile, our tips will also provide you with ways to enhance your hybrid office setup.
