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Office Needs in the Hybrid Era | Jefferson Group

Right-Sizing Your Office for the Hybrid Work Era

Determine Your Office Needs

The world of work has shifted drastically in the past few years. With the rise of remote and flexible working arrangements, many businesses are adopting a hybrid work model, where employees split their time between the office and their homes. This new landscape demands a re-evaluation of office space utilization to match the office’s needs in the hybrid work era. 

How to Right-Size the Office

Right-sizing your office is no longer just about maximizing space—it’s about optimizing for function, flexibility, and future growth. One crucial aspect of this is determining the purpose and function of each room. Let’s delve deeper:

Understanding the Hybrid Work Model

Not all employees will be in the office simultaneously in the hybrid work setup. Some workspaces that were once fully occupied might now remain vacant for days. Conversely, communal areas might see more traffic as employees prioritize in-person collaboration when they’re onsite.

Room Identification in the Hybrid Era

  • Open Workspace: With fewer employees present daily, consider transforming larger open spaces into collaborative zones for brainstorming, team meetings, or project work.
  • Private Office: While these remain crucial for management and focused work, consider using them as reservable spaces for employees needing privacy on specific days. Employees who need a dedicated area but are often away from the office could share a private office with another on an opposite schedule.
  • Conference Room: Upgrade tech capabilities to accommodate virtual participants, ensuring seamless collaboration between onsite and remote workers. Add flexible furniture so a large conference room could break down and be repurposed into smaller meeting areas or for training.
  • Break Room or Lounge: This becomes a central hub for employees to reconnect; ensure it’s welcoming and equipped for relaxation and casual work discussions. Instead of hiding the break room in the back, many offices move it to the front to provide energy, activity, and a relaxed place to meet visitors.
  • Quiet Zones: Designate areas where employees can work without distractions, catering to those who choose the office for focused tasks.

 

Functionality Requirements for Each Room

  • Tech Integration: Hybrid work heavily relies on technology. Ensure rooms have tools like video conferencing facilities, efficient Wi-Fi, and charging stations.
  • Furniture Flexibility: Incorporate easily rearranged modular furniture for customization based on varying in-office attendance.
  • Capacity Planning: Smaller team meetings outnumber larger meetings in a hybrid setup. Re-evaluate the size and number of conference rooms based on actual need.

Room-Specific Considerations for the Hybrid Model

  • Noise Level: As collaborative zones become active, soundproofing solutions or partitions will be invaluable in open spaces.
  • Privacy: Ensure there are areas where confidential conversations, both virtual and in-person, can be held without disturbances.
  • Storage: As employees rotate between home and office, provide lockers or personal storage spaces where they can safely leave their belongings.

Embrace Flexibility and Adaptability

  • Multi-Purpose Spaces: In the hybrid era, adaptability is vital. Design rooms that can easily transition from one function to another.
  • Booking Systems: Implement room and desk reservation systems to accommodate the fluctuating number of onsite employees. Many companies implemented desk hoteling on a first come, first served basis, which results in early risers getting the best desks and difficulty sitting with colleagues.  

Reflecting the Organization’s Brand and Culture

Despite the shift to hybrid work, your office should reflect your company’s values, culture, and brand. Whether an employee visits daily or monthly, the office environment should resonate with your organizational ethos. The office should be your flagship for customers, investors, and employees. As admin and back-office tasks will often be done remotely, companies can lease space with smaller square footage but in more desirable locations and with more exciting build-outs with desirable amenities to suit their organizational culture.

In Conclusion

Right-sizing your office for hybrid work isn’t just about reducing or expanding space. It’s about reimagining the function of each room and making it adaptable to the fluid nature of today’s work environment. Businesses can create functional and inspiring spaces by understanding and anticipating the unique needs of hybrid work.