What Is a Hybrid Work Policy and How to Create One for Your Team

Research shows that 68% of the American workforce thinks that the hybrid work model is best. Hybrid isn’t just a means to survive the pandemic. It is the future of work, and leaders need to provide their workers with structure and clarity.

When COVID hit, most companies didn’t have a moment to figure out how to navigate the changes while keeping profits afloat. Creating a hybrid work model wasn’t a first choice but a necessity, presenting its unique challenges.

Moving to a hybrid work model can leave remote and in-person employees feeling disconnected and struggling to maintain collaboration and clear communication. Understanding different work schedules and time zones and ensuring necessary support are areas that need to be considered to keep everyone feeling that they are a part of the team.

A hybrid work policy transforms how you balance remote work and on-site teamwork. 

When creating your policy, there are many aspects to consider: working hours, schedules, suitable tools, expectations regarding virtual communication, and more. 

This guide shows you how to make hybrid work successful for your team and position your organization for future growth.

What is a hybrid work policy?

A hybrid work policy is a document that outlines the details of mixed working from home and in-office teamwork. While giving employees freedom and flexibility, it aims to keep things organized from the company's perspective.

A hybrid work schedule ensures people can get things done well at home or in the office. The policy covers important details like when people work, how they talk to each other, and rules for using the office space.

At its core, a hybrid or remote work policy is a set of guidelines that help you:

• Clarify how and when your employees work outside of the office.
• Provide tools for hybrid employees, such as Slack or Zoom.
• Make sure your company data is protected regardless of work location.
• Ensure employee performance and engagement stay high.
• Help employees stay on top of their job duties and time management.
• Reduce employee dissatisfaction and increase retention by eliminating stress and confusion.
• Provide guidelines for booking and using flexible office spaces.

Here are a few questions you may not have considered yet. On which days can your employees work from home? Will their workweek be flexible? How will hybrid workers hold meetings and communicate with the rest of the team? 

Having well-defined rules for these questions is best before sending your hybrid team to their home offices.

Comparison with remote work policies

Unlike fully remote work policies, which focus solely on teams that do not come into the office, hybrid policies balance the benefits of both worlds. For example, a remote work policy might not address in-person collaboration needs, whereas a hybrid work policy provides guidelines on how and where to set up a collaboration meeting.

By establishing a hybrid work model, you create an environment where flexibility meets productivity, making it easier for your team to maintain a work-life balance.

Why a hybrid work policy is essential for your business

Picture yourself planning your employees’ week, knowing the exact days they’ll be on-site, why they’ll be there, what they’ll be doing at home, and when. This is precisely what a good hybrid work policy looks like in action. 

You won't face uncertainty anymore. Instead, you have a clear work schedule that mixes in-person and remote work. The rules are easy to understand, so you're always sure where you should be or what people expect. This clarity doesn't just reduce stress—it also makes your work life easier to handle and more predictable.

Challenge solutions provided by a hybrid work policy

The hybrid work model presents its own set of hurdles. 

You and your employees were most likely used to a lively office setting. Without much warning, you found yourselves navigating flexible work arrangements. This change may have left you feeling cut off, making it hard to maintain connections and stay involved with your colleagues.

Other common challenges in the hybrid working model include:

• Maintaining spontaneous collaboration and brainstorming
• Ensuring clear communication and setting expectations
• Managing different work schedules and time zones
• Providing adequate training and support for remote work tools
• Keeping employee engagement and morale high

Balancing in-person and remote work is another major obstacle. While remote employees might feel sidelined or disconnected, in-person employees can also struggle with feeling isolated from their remote peers, missing out on flexibility, or facing challenges in collaborating across locations.

You can close this divide by having regular team catch-ups and open lines of communication. Additionally, adding adaptable workspaces can help keep everyone updated and on track. 

By dealing with these issues directly, you can reimagine the hybrid workspace. The key to making this successful is implementing a well-thought-out hybrid work policy. This policy will provide the structure and guidelines to tackle these obstacles head-on.

 Let's explore how to create a hybrid work policy that genuinely works for your team.

Providing structure and clarity for employees

An effective hybrid work policy clearly outlines expectations. 

Staff members know when they need to be on campus and when they can work off-site. This helps them plan their days better and maintain well-being. 

One example would be a hybrid work plan with two days in the office and three days working from home each week. This setup reduces confusion and boosts productivity because everyone knows what and when to expect.

Ensuring employee engagement

Imagine your team is scattered, with some working from home and others in the office. This same team knows exactly who to ask for help and which tools to use to communicate with each other.

A well-defined hybrid work policy helps team meetings run smoothly, while apps like Slack and Zoom keep chats going. People working from home feel as much a part of the team and as productive as those in the office.

Cutting overhead costs

A hybrid work policy helps companies optimize office space and cut overhead costs. 

Consider the advantages of shrinking office space by 30% after rolling out a hybrid model. This would lead to significant savings and make your company more appealing to job seekers who want flexibility. 

Hybrid work models aren’t just a pipe dream; top companies today proudly display their gains since converting.

Providing employee wins

Employees score clear advantages with a hybrid work policy. They gain more freedom in their schedules, which boosts their job contentment and engagement. 

Working from home can reduce commute-related stress and boost their overall health. 

By giving workers the choice of a hybrid work arrangement, you meet the varied needs of your staff, fostering a healthier and more productive workplace.

How to create a hybrid work policy for your team

Developing a hybrid work policy can be easy. Avoid these hybrid mistakes by getting to know your team's specific needs and setting up a system that helps everyone. Here's how you begin:

Identifying the correct role: Who should create the policy?

Although it’s the executive and managers’ responsibility to lead, creating a successful hybrid work policy should be a team effort that benefits everyone.

The human resources department—especially the CHRO—should take the lead here. By teaming up with department heads to create a thorough policy that employees can support, you can connect remote work and in-person settings.

The HR team can then drive the change by showing the positive benefits or incorporating the company HRMS into your hybrid environment.

Identifying business needs: What goals are you striving for?

Take a look at what your company wants to achieve. Do you need to get your employees more involved or reduce office expenses? 

Perhaps you need to revitalize staff morale or increase employee retention. Look at your short-term and long-term goals to see where a hybrid work plan can align to make changes.

Figure out these needs to create a hybrid work plan that fits your goals. 

Gathering Feedback from Employees

Your employees' thoughts matter. Run surveys or set up group chats to learn more about their needs. 

Imagine half your staff wants flexible work hours while the other half prefers the structure of full-time, in-person work. By seeking opinions, you can devise a hybrid arrangement that suits both ends of the spectrum without sacrificing employee performance. 

Other Questions to Consider When Creating a Hybrid Work Policy

Before you start drafting your hybrid work plan, consider these questions.

• How will you determine which employees are eligible for a hybrid work schedule?
• How will you communicate expectations to eligible employees?
• How will you check how well employees are performing a mix of in-office and remote settings?
• What gear and software will you give to help people working from home?
• How will you keep data safe and protect private info?
• What rules decide if workers can split time between office and home?
• How will you deal with different time zones if your team works across regions?
• What training will help staff succeed in a hybrid workplace?
• How will you ensure everyone communicates, and no one feels left out?
• How will you use office space and ensure everyone can access what they need?
• What steps do workers take to request changes in their split work plans?
• How will you tackle and fix problems that might come up from a hybrid work style?
• What rules do you plan to set up for face-to-face meetings and teamwork?
• How do you intend to keep an eye on and boost job satisfaction?
• What's your strategy to bring new team members into a mixed work setup?
• How will part-time employees be able to take part in a hybrid schedule?
• What actions will you take to maintain your company culture in a blended work environment?
• How do you ensure your hybrid work rules are followed and used?

By answering these simple questions, you can be better prepared for a successful hybrid work policy.

Implementing a hybrid work model to ensure success

Rolling out a hybrid work policy is more than just a memo—it’s about setting your team up for success. Here’s how to make it happen:

Training and support for employees

Imagine waking up excited for your first remote work day, only to find yourself confused about which tools to use and what you’re supposed to do. 

To prevent this confusion, you must provide comprehensive onboarding and ongoing training. Imagine starting your first hybrid day after a week-long introduction covering how to use Slack and Zoom, tips to stay productive at home, and how to conduct video conferencing.

For existing employees, training can provide a smooth transition to being at home and give them the skills to succeed.

Regular follow-ups and a dedicated support team can ensure that co-workers feel confident and connected.

Monitoring and measuring performance

How can you tell if your hybrid work policy is effective? Establish specific measurements and check them often. 

Management should use productivity tools and worker input to monitor productivity. You can examine how employees are completing tasks, how well your teams work together, and what employees say in satisfaction polls. 

Here are some examples of metrics to get you started:

• Productivity levels: Tracking task completion rates, project deadlines, and output quality.
• Employee engagement and satisfaction: Conduct regular surveys to gauge how connected and involved employees feel about the policies and work-life balance.
• Communication effectiveness: Monitor the frequency and quality of communication through tools like Slack or email.
• Attendance and participation: Track attendance at virtual meetings, webinars, and training sessions to ensure employees stay engaged.
• Turnover rates: Monitor employee turnover and retention rates as indicators of how well employees adapt.
• Use of flexible workspaces: Tracking the usage and effectiveness of flexible workspaces, both remote and in-office, to see if they meet employees' needs.
• Training completion rates: Ensure employees complete necessary training on tools and processes, particularly those required for remote work.
• Health and well-being metrics: Monitor wellness program participation, stress-related absenteeism, and other health indicators to ensure employees manage well.

Gable's dashboard shows weekly and monthly team usage, top-booked locations, budget spending, and more. As teams' need for in-person meetings grows, you can keep the ball rolling by increasing their usage limits and offering more space. Conversely, if teams are coping well and performing through virtual meeting spaces, you can decrease the space you book.

Ensuring your hybrid work policy is remarkable

Imagine a hybrid work environment that stands out and succeeds, aligned with your company culture and tailored to fit your unique needs. This is the power of a good hybrid work policy.

Your remote work arrangements should reflect your company's values. For example, if your company values new ideas, you can allow flexible schedules so employees can work when they feel most creative. 

Alternatively, if your remote workers value growth, you could schedule regular online brainstorming sessions or give them access to virtual courses through a local university.

Sustainability is a top conversation topic for most businesses these days. If your company is concerned with cutting down on office space expenses and reducing its footprint, add rules for making the most of your office area. Research shows a hybrid work model can reduce carbon emissions by 70% or more.

Embrace the Future of Work

No matter your goals, you need an easy-to-use platform to find flexible office spaces on demand. This helps companies implement and oversee their hybrid work strategies.

Developing a solid hybrid work policy is crucial to balancing flexibility and productivity. 

Building a policy that mirrors your company culture and is customized to fit your specific requirements can boost your team's achievements and overall well-being. Gable can help you implement and manage a hybrid work policy with ease.

With On Demand, you can easily track what spaces are used and what team members are collaborating and gain data-driven insights to optimize your policies.

Are you prepared to fine-tune your hybrid work approach and make it run for all involved?

Find out how you can make hybrid work easier with Gable.