4 Key Considerations for Flexible Workplace Arrangements
As we now return to a somewhat ‘covid-normal’ working world, many employers are starting to think about the transition back to the workplace and what this looks like. While some employers have enjoyed the flexibility that comes with remote working, others have missed the everyday social interactions of the office environment.
To navigate the ever-changing restrictions and conditions of the world we live in, many businesses are now choosing to a adopt a flexible, or hybrid, workplace arrangement. This involves a mix between working from an office and working from home.
If you’re thinking this could be the future of your business, as an Employer there’s 4 key things you need to consider:
Setting a working rhythm/cadence
Portable Equipment
Office size and necessity
Communication, communication, communication!
Setting a working rhythm / cadence
In a world that is changing by the second, it’s important that you bring some stability and routine to the workplace. One of the first things you need to consider in a hybrid working situation, is how you are going to set a rhythm and expectations for your employees. This involves three steps:
1. Define Office Days and work from home days
This is the first and simplest step – decide how many days everyone will work from the office, and how many days you will work from home. The two obvious extremes are working totally remotely (0 days in the office) or fully on-site (5 days in the office).
2. Factor in operational needs
While you might be happy to set the precedent at 2 office days a week, you also need to consider how operational needs may affect this. List some of the reasons you may need to come into the office on remote working days (for example, scheduled client meetings) and take this into account as you define the office pattern.
For example, say you choose for everyone to work in the office 4 days a week, with one day working remotely. The rigid nature of this pattern means that your workers lose some of the flexibility of attending onsite needs and may simply end up in the office 5 days a week. This could lead to resentment. On the other hand, if you choose for everyone to work from home 5 days a week, your employees may lose a sense of team connection, integration and culture.
So, as you start to plan your flexible working strategy, it’s important to consider the best flow for you and your team in an operational context. At Melbourne HR, we typically recommend either 2 or 3 days remote working.
3. Decide on the rhythm
Due to capacity restrictions, you might find it’s best to set a rhythm for who goes into the office and when. This can lead to a few pain points however, including:
Managing team interaction
Ensuring contact between ALL staff
Navigating office space
Not to worry, there are plenty of solutions when it comes to setting up a rhythm:
Team Roster - The first way is to set a team roster, so teams are always assigned onsite days together.
All-in - Another way is to simply set ‘all-in’ office days, for example “Everybody will be in the office Tuesday and Thursday”. This solves the need for managing all staff contact and reduces complexity, but requires you to maintain an office space of the equivalent size.
Rotation - Finally, another alternative is to structure a fortnightly rotation, with a ‘week 1’ and ‘week 2’ rhythm. By alternating staff members on different weeks, all staff will be able to see each other over a fortnightly period. The only ‘watch-out’ here is that this system increases complexity – ensure you have firm communication on what week it is, communicated to staff via both calendars and direct messaging on a weekly basis.
“In a world that is changing by the second, it’s important that you bring some stability and routine to the workplace.”
Portable Equipment
With a flexible workplace comes the need for portable equipment. It’s important you consider how your employees will transition between work and home, and if you need to purchase any new equipment such as:
Laptops and mobile phones to replace desktop computers and office phones
Second Screen
Keyboard
Mouse
Any specialised equipment such as Dictaphones, Digital Drawing Pads, etc.
Along with these physical items, it’s also important to ensure you have a cloud-based file system in place. It cannot be overstated how important it is to maintain a cloud-based system to always ensure continuous and convenient access to information. Office 365 is one option and comes with a range of very convenient integrations and very highly regarded security. There’s lots of options out there though – do your research and see what system works best for you.
Office Size and Necessity
As the workplace gains flexibility, it’s also important to consider if your old office space is still relevant to your new arrangements. Ask yourself:
What size office space do we need? - If you choose to create a remote working environment, you will not need the same sized space as before and have the option to explore other office alternatives such as coworking spaces.
What office layout will work best? Do we need dedicated desks? - If you choose to reduce office size then you will need to consider switching to hot desking. However, if you choose hot desking, it is important that you have an appropriate cleaning routine so that staff feel comfortable sharing.
What support services do we need to offer staff? - If you choose to create a primarily remote working environment then you need to take a moment and plan how the team will interact with each other. Emphasis needs to be placed on more site centric services such as Operations, Customer Service, Accounts, Archives, HR, Printing, Mail, and Reception.
Communication, communication, communication!
Regular structured communication is key to maintaining productivity and motivation with staff in a flexible working environment. Consider engaging or continuing the following:
Daily Check-Ins via email or chat.
Morning Video Briefings/Meetings setting priorities and focus for the day.
Weekly Briefings or Newsletters - This can be a pre-recorded video sent through live chat, where subject matters can be relatively diverse (Employee of the month, Company news etc.)
Open Forums, so others can see what people are working/talking about
These are all examples. Of course, it is not necessary to implement all of these, but no business should rely on just one sole communication method.
The workplace is changing and the need to adapt is growing stronger than ever. These 4 considerations will give you a great head start to ensure the transition to a hybrid working environment is simple and successful for your business.
What is our workplace rhythm? Who will be in the office and when?
Is our office equipment portable? Do we need to invest in more equipment?
Does our office space suit our new working arrangements?
How will I maintain employee productivity and motivation? What’s the best way to stay in touch?
If you are moving to a flexible workplace and need help managing productivity, reach out to Melbourne HR for a free consultation.
David Simpson is the Founder and Managing Director of Melbourne HR.
Edited by Nicole Torrington, Marketing Manager at Melbourne HR.
