How to Build a Future-Proof Workplace Strategy for Hybrid Teams

The future is hybrid, according to Gallup.

More than 53% of businesses are heading this way, combining in-person office setups with the flexibility of working from home. It's time to plan.

However, a good hybrid work policy isn't just about being flexible—it's about fine-tuning your workplace approach to increase employee engagement and retention. 

This guide provides hands-on advice to help you implement and prepare a workplace strategy that meets your business goals. If you're in charge of Real Estate or Facilities, this guide will show you how to keep your company competitive and your team performing well.

What is a workplace strategy?

A workplace strategy involves planning and implementing a system that helps employees work together in the office or at home. 

A good workplace strategy is critical to giving all employees the same great experience. It balances the needs of remote and on-site workers by giving them the right office space, tools, and resources to do their best work. 

Why do you need an effective workplace strategy?

A good workplace strategy is key to success in today's changing workspace. Planning your office space and resources well gives you many perks that boost your business objectives.

When you run a hybrid team, you face a set of unique challenges:

• Ensuring on-site and remote workers' needs are met so everyone feels seen and part of the team. 
• Finding the best tools and tech to help people work well in the office and from home. 
• Giving employees the freedom and backing to keep their work and personal lives in check. 
• Building a strong team spirit through activities and check-ins, improving the workplace experience.
• Putting the health and safety of all workers first, with rules on how to use office spaces and technology.

A strong workplace strategy improves the employee experience by making it fun and productive. A smart approach makes workers more productive by smoothing tasks and improving collaboration while cutting costs using the best physical space, tech, and resources. 

In addition to these benefits, a workplace strategy influences employee well-being by creating a healthy environment that helps balance work and personal life. This strategic approach will help your company adjust to changing needs and achieve long-term success.

How to develop an effective workplace strategy for hybrid work

Creating a solid workplace strategy for hybrid teams means finding the right mix of space planning, technology, HR management, and culture. Let's look at the main parts that make this happen.

Space planning for optimal office space utilization

Picture walking into an office where every bit of space has a purpose—work areas sit in spots that cut down on distractions, and team zones hum with life as groups think up ideas around movable furniture.

When considering your current space utilization, you will see that some meeting rooms are always full while others stay empty. By looking at how people use the workspace, you can change your layout. 

Try turning unused spaces into flexible desk areas and keeping bigger rooms for teamwork. What will this achieve? You’ll create a lively office that boosts output and showcases the company's fresh thinking.

The aim remains the same for standard offices and co-working spaces: to build a work area that impacts productivity and fits your company's culture. The main task is to figure out how to divide initiatives between solo work and team projects. Monitoring metrics like workspace utilization and employee satisfaction will help you know if you're on the right track.

Technology infrastructure for hybrid workplaces

Have you ever experienced a chaotic hybrid team meeting where the audio cuts out, the video lags, or people struggle to share their screens? Conversations can become choppy, and decision-making slows down as everyone tries to figure out the technical glitches. 

But imagine a different scenario. One where the tech works flawlessly, with everyone able to chip in like they're all in one room.

This isn't just about having video call software—it's about setting up the right tech to connect your remote and on-site teams seamlessly. A recent survey showed that nearly 49% of employees lose up to 5 hours per week dealing with IT issues, issues that could be prevented!

Shaky video meetings and difficulty sharing documents can leave any company wanting to return to a mandatory in-office strategy. But you can fix this by considering a cloud system that could grow with the team and improve meeting hosting resources. 

In the post-pandemic workspace, workers can work together in real-time without problems, whether at their desks or at home. 

Human resources management for hybrid teams

Your hybrid work setup should make everyone feel supported, whether they come into the office or work from home. But this kind of support doesn't just happen—it's the outcome of hands-on HR management. 

If your company has just started allowing flexible work, it’s more than just changing rules; you must also run hands-on training sessions to teach employees how to use new tools. The HR teams should set up regular meetings. 

This approach creates a team that works well and builds a sense of togetherness.

Building a strong workplace culture in hybrid environments

Does your team always feel connected to a larger purpose, no matter where they work? This feeling of unity doesn't happen by chance—it needs careful attention to lead change management. Instead of just discussing being inclusive and working together, your team needs real spaces where they can practice collaborating with and learning from the whole team's perspective.

Think about a company that holds weekly online coffee chats where staff from different areas can talk. They also plan regular projects across teams, allowing remote and in-person workers to work together on important tasks. By doing this, the company doesn't just maintain its culture—it strengthens it.

Here are some practical ways to create a strong workplace culture:

• Set up fun online team activities to keep remote workers interested and involved.
• Help teams work on projects that bring together staff from home and those in the office.
• Push for transparent talks using tools that make it simple for everyone to share their thoughts and give feedback, both within the office and from their home offices.
• Plan check-ins that include everyone to ensure each team member feels heard and appreciated.

Implementing sustainable practices in the workplace

Have you ever felt the satisfaction of entering an office where sunlight fills the work area, clean air is a top concern, and staff can use green spaces during their breaks?

These aren't just nice-to-have perks—they're part of a bigger push for sustainable practices that impact employee satisfaction. Making sustainability a key part of your workplace strategy shows that you value your employees and the setting they work in.

For instance, Unilever, a global leader in consumer goods, committed to halving its environmental footprint by 2030. They’ve implemented energy-efficient practices across their offices worldwide, reducing costs while enhancing employee well-being. This isn’t just a trend—industries across the board are recognizing the value of sustainable practices driven by growing consumer demand for environmentally responsible companies.

Green practices help the planet and make clients feel more connected to your work. Research from Simon-Kucher’s global survey shows that 71% of consumers view sustainability as crucial. It’s not just a “trend”—it’s a standard.

Consider upgrading your offices to meet stricter environmental standards. You can cut down on energy use by installing energy-saving lights and make better use of corporate real estate by turning unused spaces into shared areas with plants. There are also cost savings to consider.

Workers will not just like the healthier workplace; they will feel more connected to what the company stands for. This lift in spirits can lead to better employee engagement and more people staying with the company.

Implementing a workplace strategy

If you stop at the planning phase, you will miss out on the benefits of a good workplace strategy. Your next steps are to execute it smoothly, allowing your employees to feel like they’re a part of the process.

Look at Microsoft's experience when it switched to a hybrid work model. Satya Nadella, Microsoft's CEO, stressed how important leadership is in this change: "Flexibility isn't just about where people work. Flexibility is about how they work. Leadership needs to be intentional in driving this change."

Leaders must be involved and communicate when their workplace strategy is implemented. You must ensure every team member understands the new processes and feels supported as things change.

Checklist to implement smoothly:

• Get leaders involved from the start to guide the plan and set expectations.
• Make the plan clear to everyone, showing what's good and what will change.
• Give people the know-how and help they need for new tools or ways of doing things.
• Keep an eye on key metrics and tweak the plan if needed.
• Ask employees what they think to spot problems and ways to improve things.

Overcoming the biggest challenges in creating a workplace strategy for hybrid teams

Dealing with the ins and outs of a hybrid work environment can seem like you're trying to keep multiple plates spinning. But if you take the proper steps, you can maintain a good balance and help your team thrive. Here's how you can address some of the main hurdles.

Balancing hybrid teams for consistent employee engagement

Remote workers often feel left out when attending a team meeting, with some staff in the room and others joining from afar. To keep everyone involved, consider switching up meeting styles—sometimes face-to-face, sometimes online. Tools like Gable's space management platform can help ensure everyone has a spot, whether an actual chair or a virtual one.

Managing workspace costs in a hybrid model

Balancing expenses for a hybrid work model can be challenging. Ironclad found a solution by looking at the actual use of their office spaces. This allowed them to adjust their workspace needs based on current requirements. As a result, they can see exactly what spaces are being used and when, meaning they only pay for what they actually use. 

"With Gable, we've started to be able to look at the actual utilization in our offices and coworking spaces. Now we can see how many people intend to come in, how many people actually come in, and start to make decisions based on that." - Josh Bukstein

Maintaining company culture across hybrid teams

Company culture should be strong even if your team works from different places. Consider setting up regular virtual team-building events similar to what you'd do in the office. For example, Gable's platform makes organizing these activities simple, ensuring everyone feels connected, no matter where they work.

Ensuring access to necessary resources and tools

Think about an employee trying to open an important file, only to realize they don't have the right software. Frustrating, right? 

Have you ever tried to join a crucial last-minute video conference but struggled with outdated equipment that caused constant lag? These situations can be annoying and demoralizing.

Stop this from happening by making sure all employees have the resources they need, from safe cloud storage to comfortable workspaces. Implement a system that allows you to keep track of necessary files, easily give employees access, and share in real time.

Fine-tuning your workplace strategy for continued success

A workplace plan needs constant attention. To help your team succeed, you should often check and improve your approach. Think of your workplace plan as a document that changes as your company's needs change.

Begin by collecting information on what works and what doesn't. Do employees use the spaces you've created? Is productivity going up? Use surveys, benchmarking, and feedback to evaluate your current setup. For example, if some current workplaces are empty, you must change them to suit your team's needs better.

Now, it's time to take data-driven action. Make small changes, and feel free to try new things. This might involve implementing flexible work schedules to accommodate different time zones or personal responsibilities, moving to collaboration platforms that offer live document editing and video calls in one place, or redesigning office layouts to make more team-friendly areas by turning unused spaces into meeting spots or quiet corners for deep work.

Small changes let you check and see how each tweak affects things without messing up your whole work process. By looking at the numbers, you can polish your plan bit by bit, making sure each choice is based on real facts. This method also cuts down on risks and helps you roll with the punches as needs change, making your workplace tougher and quicker to react.

Gable can provide key insights into how people use the workspace in real-time, which can help you spot patterns and make smart choices.

Examples of successful workplace strategies

Many businesses have become adept at implementing hybrid work setups. Their experiences offer helpful tips for others to learn from. Let's examine how two big players, Imperva and Airbnb, have implemented their workplace plans.

How Imperva leads its hybrid team

Imperva, a worldwide cybersecurity firm, has staff in various locations ranging from Tel Aviv to San Mateo. 

Imperva built its workplace strategy to manage its scattered workforce on three main principles: Flexibility, trust, and empowerment. 

Rather than committing to long-term office leases everywhere, Imperva offers flexibility by using local flex spaces and ensuring every employee can access the necessary facilities, whether to meet, travel for business, or work with the team. This strategy supports remote work and lets Imperva draw in top talent without being limited by location.

Key Takeaways:

• A distributed workforce needs flexible office space.
• Letting workers pick their work style and location builds trust and makes them happier.
• Flexible workplace designs can cut overhead costs and help hire talent worldwide.

How Airbnb puts its unique flexible workplace plan into action

Airbnb's workplace plan is focused on flexibility, which fits with its brand. Its FlexibilityAnywhere program shows that it wants to meet different employee needs. Airbnb has made itself more appealing to top talent worldwide by removing location limits when hiring. 

The program also boosts diversity by pushing for hiring from communities that don't get enough representation. These include people from rural areas, poor regions, and groups that have faced discrimination in the past. This way of doing things gives Airbnb access to a wider and more varied group of possible workers.

Key Takeaways:

• Flexible work setups are essential in drawing in and keeping the best workers.
• Hiring without location limits creates chances for a workforce with more variety and inclusion.
• A smart, future-focused plan for how the workplace runs can match and boost your brand's image.

How to future-proof your workplace strategy

The future of work is a workplace strategy that knows when to adjust and can adapt to changes. Here's how to ensure your strategy lasts.

Begin by embracing flexibility. The power to change when new circumstances arise—market shifts, tech advances, or evolving employee needs—is crucial. This means designing offices that can be changed, using tech that grows with your company, and building a culture that welcomes change.

Scalability plays a key role, too. Your workplace plan should keep pace with your company's growth. Think about how your space, tech, and HR methods can grow without messing up your work. For instance, flexible office layouts and cloud tech can help you quickly scale up (or down).

Practical Ways to Future-proof:

• Use adaptable office designs that can fit different team sizes and roles.
• Choose tech that can grow as your business needs change.
• Check and update your workplace plan often based on what employees say and what's new in the field.
• Build a culture where people always learn and adapt to keep your team quick and ready for change.

What Are You Waiting For?

A well-designed workplace strategy is crucial to succeeding in today's mixed work environment. By focusing on adaptability, growth potential, and ongoing enhancements, you position your company for long-term achievements. 

Your workplace strategy success depends on balancing the creation and execution of a plan that grows with your team’s needs.

If you want to improve your workplace strategy, why not simplify things with the right tools? Boost workplace output with Gable's space scheduling software, built to help you manage your spaces and keep your team in touch regardless of their location.

‍