4 Tips for Creating a Productive Hybrid Office Space

Kristina Zovak
Kristina Zovak
Published on 
12.13.2022

Hybrid workplace meeting

With the shift to hybrid work, the need for creating a productive office space has become essential. The role of the office has changed, but it still serves an important purpose. Meeting the needs of hybrid teams means combining the best aspects of in-office and remote work; enabling the productivity many employees found when working from home, while promoting teamwork and social connection among team members.

In order to create the best environment for your teams, it is important to have a plan in place for creating a space that is both comfortable and conducive to productivity. Identify the resources your team needs for an effective work environment. This includes: 

All of these factors play an important role in optimizing processes and make room for productivity. Here’s how workplace teams and office managers can ensure that their office space is primed for success.

4 Ways to Create a Productive Hybrid Office

When designing a hybrid office space, consider what works best for your team. While keeping productivity in mind, ensure that your team has the right resources, the appropriate space layout and intuitive scheduling tools that make hybrid stick. Here are some actionable tips you can apply to your organization:

1. Create a Hybrid Office Floorplan Your Team Will Love

The first step in creating a productive hybrid office space is taking a closer look at the office layout. A well-thought-out floor plan can help support both in-person and remote work by providing all types of spaces that meet your team’s needs. Consider the layout, size of the room, and how to maximize the area to accommodate all employees. 

Make sure to create different zones for different types of work. For example, does everyone in your organization need an assigned desk? In order to get more use out of your space, consider introducing a hot desking or hoteling model

Tweet from Robin

Also, find out how many people need a quiet area for individual work. Dedicated workstations for individual employees should be spaced far enough to allow for privacy and to avoid distractions. 

When it comes to more activity-based spaces, consider asking yourself: 

  • Do you have enough collaborative spaces for team meetings
  • Are they equipped with the necessary tools and resources for successful remote meetings such as screens, cameras, and video conferencing tools? 
  • How can creating a break area for relaxation and socializing promote connection and productivity? 

Consider all this to ensure that employees have access to the right environment and equipment for the type of work they are doing. Good hybrid office designs account for the fact that the needs of teams may change from week to week.

2. Help Teams Plan Their Hybrid Work Schedules

Scheduling software is essential for creating a well-organized hybrid workspace. With the right scheduling tools, it is possible to enable both in-office and remote employees to work more effectively and efficiently. We found that 87% of senior decision-makers have fully or partially implemented room and desk reservation tools, making working for the office more accessible and collaborative.

When choosing a scheduling tool for your organization, make sure it allows people to choose a desk equipped with the right technology, lets them see who will be in the office, and discover any planned office activities. By having visibility into office activity, employees are more likely to come in. Microsoft’s WTI Pulse Report shows that:

  • 74% would go if they knew their work friends were there

The right scheduling tool allows for easy desk booking and meeting room scheduling, while tracking desk utilization and managing bookings. This type of software ensures that employees have access to the resources they need, while also maximizing productivity. That way, once your team arrives at the office, they can focus on work right away without any distractions.

3. Enable Collaboration With the Right Technology

Always consider the technology and tools needed to enable hybrid work. Remove friction with the right tools and technology and empower people to work together seamlessly. For example, integrate the collaboration and communication tools you’re already using, such as Google Workspace, Teams or Slack, with your scheduling tool in order to facilitate collaboration between onsite team members and those working remotely.

Always think "virtual first" and add a virtual element to team communication. The wrong technology can have a serious negative impact. 

  • In an Ivanti survey, over 60% of people claimed that interaction with technical tools directly impacts workforce morale.
  • Two-thirds of respondents said they could be more productive if only they had access to better solutions. 

What’s more, you can use technology to drive office attendance. For example, when using Robin, employees are 2.5x more likely to come into the office. You can get people to come back, you just need to make sure you are implementing the right technology to support your teams wherever they are. Don't forget to consider the types of technology your teams may need for their hybrid remote work setup, all tools should be accessible inside or outside of the office.

Stat from robin

4. Let Workplace Analytics Lead Your Strategy

Look for a desk booking software that has analytics and reporting functions. Our study shows that 66% of respondents have adopted space and occupancy tracking, which enables them to learn how to create a workplace experience that best supports their employees. These valuable insights can help you adjust your hybrid office policies based on what's working for your team.

Track workspace utilization to find which areas of the office are rarely used, and which tend to get overcrowded. You can adjust your layout based on data and boost productivity by optimizing the use of the physical space. By taking into account both physical and digital workspaces, offices can transform to meet the needs of an ever-changing workforce.

To learn more about how to ensure that your hybrid office space is productive and supportive of both in-office and remote employees, download our Hybrid Work 101 Guide with free templates.