How change communication influences the introduction of hybrid work

The shift to hybrid forms of work is unstoppable. Companies that position themselves as a hybrid work environment often expect hybrid work to happen by itself. Most companies do not seem to be aware that change management is absolutely necessary to hybrid working models to implement successfully.

Change communication is crucial for a successful introduction of hybrid work

The biggest challenges companies face when it comes to hybrid work lie in coordination, scheduling, and the need to create an incentive for employees to come to the office. Some employees feel extrinsically motivated and enjoy social interaction with colleagues, while others are intrinsically motivated and work more productively from home.

But for both types of employees, it's important to know where their teammates are and how they can best communicate with each other to enable effective meetings and collaboration. The future of hybrid work therefore requires clearly structured change management communication to successfully address this challenge, such as:

1. Always keep teams up to date

In times of change, such as the transition to a hybrid workplace, change communication between managers and their team plays a decisive role in whether employees feel engaged and involved or not.

It is important to regularly inform teams about new work strategies. Targeted and regular change communication on the intranet, in internal wikis, in newsletters, in employee newspapers, in brochures or in notices enables an exchange of information tailored to the target group.

2. Define days of attendance

Instead of leaving attendance entirely to employees, companies should introduce guidelines. For example, face-to-face days can be introduced, on which teams or individuals should be present in the office on specific days of the week. However, supervisors can also leave home office days flexible and only determine the number of days of attendance.

In teams where mentoring and collaboration are particularly important, supervisors may require that certain employees be present in the office more frequently. For example, people in junior positions often benefit more from personal discussions with colleagues in management positions. On the other hand, teams that work more independently may have more flexibility when it comes to where their members work.

3. Establish rules

When using desk sharing in companies, it is important to make clear Desk sharing rules and introduce guidelines to ensure a smooth and organized workflow. A clean desk policy, for example, should definitely be implemented to ensure that workplaces are left tidy and tidy after use. This not only contributes to the security of confidential information, but also makes it easier for subsequent employees to organize it. Personal items could be stored in lockers, for example.

Furthermore, the use of personal or company-owned devices in the workplace should be precisely defined in order to take data protection and security aspects into account. Compliance with these rules can help desk sharing work efficiently and productively, while creating a harmonious and tidy work environment for all employees.

4. Define communication tools

An important part of change communication is to create clear communication guidelines with core working hours for the team by recording them in a document with team standards. Together with the team, you can determine which means of communication (email, Slack, MS Teams, etc.) are best suited for specific purposes. This improves collaboration and reduces the feeling of being overwhelmed that can arise when virtual means of communication are used inappropriately.

In addition, urgency should be downgraded by channel. For example, email could be used for less urgent inquiries, chats for questions throughout the day, and phone calls for immediate concerns. This may seem tactical, but it is of great importance to make communication efficient and targeted.

5. Provide home office equipment

The right home office equipment can make a significant difference for employees. Things like a height-adjustable desk, a monitor, access to high-quality microphones and speakers, and appropriate lighting are critical.

Managers should proactively ensure that workers are provided with the necessary equipment to ensure seamless communication and the same conditions as in the office.

6. Customize office desk equipment

When working in a hybrid way, it is of great importance to meet different departments with different requirements. Graphic designers, for example, need monitors with certain technical requirements, which is why these should be considered and marked accordingly when setting them up.

Some employees may need additional technical equipment, such as a docking station or a double monitor. By providing a variety of desk options, companies can ensure that their employees are comfortable and able to perform at their best, no matter where they work.

This also promotes employee satisfaction and retention, which in turn can have a positive impact on corporate culture and the success of the hybrid work model.

7. Invest in desk sharing software

Desk sharing tools are an extremely helpful change communication measure when switching to hybrid work, as they help companies overcome the challenges of flexible working models.

Tools, such as Flexopus, make it easy and simple for employees to book their workplaces, regardless of whether they want to come to the office or work from home. A desk sharing tool such as Flexopus also prevents double bookings, which prevents chaos in the workplace. Through the central administration and organization of Workplace booking optimal space utilization is achieved, which leads to efficient use of office space.

In addition, a Desk sharing software clear communication between employees, as they can see which colleagues are in the office on which day. This promotes collaboration and enables a smooth working environment, even when employees work in different locations. The flexibility and efficiency that these tools offer make them an indispensable part of the hybrid working world.

8. Express appreciation

Employees working from home usually have less contact with their superiors. As a result, recognition and words of praise are often absent, which can have a negative impact on work ethic. It is therefore all the more important to regularly express appreciation for work performance despite the digital distance. This can be done very well via video conferences or personal phone calls.

Planning an annual workation would also be worth considering, in which the workforce travels abroad to work together and at the same time strengthen team ties.

Conclusion

Through the right balance between personal and virtual work and strong social connections between colleagues, hybrid working can provide employees with the desired flexibility and work-life balance without sacrificing productivity, collaboration, or corporate culture. Well-thought-out and conscious change communication and suitable desk sharing software are the key to this. Simply explaining that “we are now a hybrid company,” without clear structures, can lead to failures.