How change communication influences the introduction of hybrid work

The shift to hybrid work models is unstoppable. Companies positioning themselves as hybrid work environments often expect hybrid work to happen on its own. Most companies don't seem to realize that change management is absolutely essential to hybrid work models implement successfully.

Change communication is crucial for the successful introduction of hybrid work

The biggest challenges for companies with hybrid work lie in coordination, scheduling, and the need to create an incentive for employees to come into the office. Some employees are 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 best to 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. Keeping teams informed

In times of change, such as the transition to a hybrid workplace, leaders' change communication with their team plays a crucial role in whether employees feel engaged and involved.

It is important to regularly inform teams about New Work strategies. Targeted and regular change communication via the intranet, internal wikis, newsletters, employee magazines, brochures, or notices enables a target-group-specific exchange of information.

2. Establish office presence days

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

In teams where mentoring and collaboration are particularly important, supervisors may require certain employees to be in the office more frequently. For example, individuals in junior positions often benefit more from in-person discussions with colleagues in leadership roles. On the other hand, teams that work more independently may have greater flexibility regarding their members' work locations.

3. Establish rules

When using Desk Sharing in companies, it is important to introduce clear Desk Sharing rules and guidelines to ensure a smooth and organized workflow. For example, a Clean Desk Policy should definitely be implemented to ensure that workstations are left tidy and organized after use. This not only contributes to the security of confidential information but also simplifies organization for subsequent employees. Personal items, for example, could be stored in lockers.

Furthermore, the use of personal or company-owned devices at the workplace should be precisely defined to account for data protection and security aspects. Adhering to these rules can help desk sharing function efficiently and productively, while simultaneously creating a harmonious and orderly work environment for all employees.

4. Establish communication tools

A crucial aspect of change communication is establishing clear communication guidelines with core working hours for the team, documenting these in a team norms document. Together with the team, you can define which communication tools (email, Slack, MS Teams, etc.) are best suited for specific purposes. This improves collaboration and reduces the feeling of overwhelm that can arise when virtual communication tools are used inappropriately.

Furthermore, urgency should be tiered by channel. For example, emails could be used for less urgent inquiries, chats for questions throughout the day, and phone calls for immediate concerns. While this might seem tactical, it is crucial for making 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 adequate lighting are crucial.

Leaders should proactively ensure that employees are provided with the necessary equipment to guarantee smooth communication and the same conditions as in the office.

6. Adapt Office Desk Equipment

In hybrid work, it is crucial to accommodate different departments with varying requirements. For example, graphic designers require monitors with specific technical specifications, which should be considered during setup and appropriately labeled.

Some employees might require additional technical equipment such as a docking station or a dual monitor. By providing a variety of desk options, companies can ensure that their employees feel comfortable and can perform at their best, regardless of where they work.

This also promotes employee satisfaction and retention, which in turn can have a positive impact on the company 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 transitioning to hybrid work, as they support companies in overcoming the challenges of flexible work models.

Tools, such as Flexopus, allow employees to book their workspaces easily and straightforwardly, whether they want to come to the office or work from home. With a desk sharing tool like Flexopus, double bookings are also prevented, avoiding chaos in the workplace. Through the central management and organization of workspace booking, an optimal space utilization is achieved, leading to efficient use of office space.

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

8. Express Appreciation

Typically, employees working from home have less contact with their superiors. As a result, recognition and praise are often lacking, which can negatively impact morale. It is therefore even more important to regularly express appreciation for their work performance despite the digital distance. This can be effectively done through video conferences or personal phone calls.

Also worth considering is planning an annual "Workation", where the staff travels abroad to work together and simultaneously strengthen team bonding.

Conclusion

By striking the right balance between in-person and virtual work, as well as strong social connections among colleagues, hybrid work can offer employees the desired flexibility and work-life balance without compromising productivity, collaboration, or company culture. Well-thought-out and conscious change communication and suitable desk sharing software are key to this. Simply declaring, "we are now a hybrid company," without clear structures, can lead to failure.