4 Ideas to Design Productive Workspaces for Hybrid Employees

The COVID-19 pandemic imposed a prolonged hiatus from attending office for many employees in IT and associated sectors. Professionals in teaching, therapy, and business analysis also adapted to working from home for months. 

No wonder the return-to-office mandates that some organizations have announced are facing resistance. Not everyone wants to commute daily to an environment with murky politics and divisiveness. A 2024 survey on Amazon’s RTO policy (return to office) got an average satisfaction rating of  1.4 out of 5, reported Fortune.

Employers have been working to encourage workers to treat this shift more positively. (Well, at least the empathetic ones are.) Adapting the office environment and design to the changing needs of employees can prove helpful.

1. Build Zones That Recreate the Quiet of Home

A brilliant advantage of logging in from home was the ability to work without distractions. It worked well for the quieter souls, who perform better minus the background noise. Many companies noted an increase in productivity when their employees worked remotely—it might not be a coincidence.

A few recent studies indicate that hybrid employees feel more engaged than those who work in the office five days a week. Dealing with commuting, office noise, and interactions with others whose personality differs dramatically from yours is miles removed from the peace of a home office. Then, does RTO build culture or focus on a “surveillance” mentality?

Employers can address this challenge by installing quiet zones at work, spots that allow employees to focus and reconnect with their thoughts. You don’t need dedicated cabins, but even sectional divisions or a break room can help. Introverts and those who feel overstimulated can benefit the most from such upgrades.

2. Hot Desking: Yay or Nay?

Hot desking was all the rage when the startup culture was at its peak. Many companies adopted this approach to save costs, not keeping dedicated desks for employees but asking people to book them as needed.

While the approach is cost-effective in philosophy, it can become another headache for hybrid employees. CNBC reports that the challenges of hot desking are numerous, from awkward encounters to wasting time in moving things. 

Moreover, since some firms keep desks available on designated days, what if a sudden meeting requires an employee to come in? They might have to spend precious time looking for a space to sit, worrying about random things like organizational hierarchies.

For hybrid employees, these headaches feel annoying. They may not have access to assigned seating since they don’t work from the office during the week. So, when they have to come in, the ordeal of finding a space is an additional source of irritation. Employers can avoid this situation by moving away from hot desking or limiting it to low-attendance weeks.

If you have many hybrid or remote employees, it may be worth considering the benefits of moving to a virtual office instead. Not having to maintain a physical office can reduce your overhead costs, which you can channel toward dedicated seating in other locations. For example, you can book a virtual mailbox in the USA to receive and digitize your mail, maintaining constant communication and timely client response. 

The business volatility induced by the global pandemic has caused many companies to scale back, aggravating seating challenges for their staff. The Farm Soho, which facilitates office space requirements, notes that most businesses appreciate timely communication. Dispelling all things virtual for the sake of forcing an RTO mandate hardly fosters this.

3. Focus on Collaborative Technology and Connectivity

While working from home, many professionals enjoyed the gift of flexibility. Not having to waste time commuting meant they could attend an early morning meeting without fuss. It was especially beneficial for those who work with clients across time zones and need to maintain odd hours.

When asking your workers to return to the office, you must prioritize collaborative technology that helps people maintain this dynamic. For example, check if someone needs additional software for communication or file storage, like Microsoft Teams or Dropbox access. 

At a policy level, consider implementing flexible plans for days packed with meetings, allowing people to attend via Zoom or Google Meet instead. Keeping employees informed about crucial decisions and upcoming events in advance can help them organize their deliverables accordingly. 

Hybrid employees will appreciate the opportunity to plan their calendars without feeling pressured by last-minute announcements.

4. Biophilic Design to Overcome Cabin Fever

Months of working from home didn’t agree with all of us: some people suffered from cabin fever, which led to restlessness after staying cooped up for an extended period. These employees may be looking forward to returning to the office to interact with others and see the great outdoors.

However, the office won’t feel as welcoming if it lacks any natural elements and undercuts ambient light. It can be demoralizing for professionals who were hoping to return to a bigger, brighter office that offers a different scenery than the furniture and wires they saw back home.

A Nature study reveals that biophilic design improves employee well-being, particularly if they have a connection to nature. Can you arrange green window views and indoor plants to promote this? You can also install circadian lighting to help workers feel in harmony with their body clocks, maximizing productivity and vigor.

Your office interior budget will dictate the amount of work you do. The opportunities are immense, from water features to boost tranquility to natural ventilation for fresh air. Anyhow, it is time to move away from the concrete jungle.

Creating an appealing and harmonious office can encourage hybrid employees to perform their best, regardless of the grime of the commute or the lost flexibility of waking up late. Moreover, full-time employees and potential clients will also appreciate your interest in the well-being of your people. 

Ultimately, design and technology changes are a business investment: their results may not be immediate, but they are deep and long-lasting.