Hybrid working
2024-01-31
From practice: Collaboration model for hybrid working
Hybrid work requires structure! The article shows how companies manage the balance between home office and office through clear collaboration models. Learn how to sync communication, define reachability, and use tools like Flexopus to keep team momentum high. Perfect for anyone who wants to establish flexibility without loss of efficiency.
Table of contents
In our practical example today, we present an exemplary company policy for hybrid working that regulates what a shared working environment — office vs. home office — can look like.
Corona has changed the world of work and home office has become part of everyday life. Nevertheless, personal exchange among each other is enormously important for creative work and for a good corporate climate: Companies do not want to be anonymous employers, employees value the community in a pleasant and personal working atmosphere.
How do I create a hybrid working policy?
Are you currently dealing with the topic of New Work or Hybrid Work, or in German with new working environments and a hybrid working reality? Then perhaps our exemplary collaboration model for hybrid working will help you. The aim of the following policy is to ensure the best possible combination of mobile working from home and working from the office. While each company has its own specialties, some things are almost identical everywhere.
Example of a company policy for hybrid working
The 60% office / 40% home ratio
According to the current survey, many employees want to work in the office three days a week and the remaining two days from home via Home Office. Management and employees undertake to ensure that the office quota is adhered to.
Colleague Day
One set day of the week is colleague day. On this day all employees come to the office. The aim is to have a shared exchange between everyone, the highlight of which is, for example, a free food event or an after-work drink.
The Focus Day
In addition, there is a fixed focus day per week for each business unit (or team). This is used for technical coordination within the company division or team. All members of the department or team come to the office to coordinate in person.
The Digital Twin
All joint (departmental) meetings — including those on Colleague Day or Focus Day — still offer the option of digital participation at any time. Additional online meetings are created for recurring meetings.
Desk sharing via app
Desk sharing is being introduced to ensure that everyone can find a workstation or meeting room on site and also has the opportunity to organize themselves in small groups based on projects. Each employee books a workstation in advance via an app. If you have forgotten to book a place, you can reserve a place via quick booking using the QR code — provided the workstation is still available for the desired time.
Flexopus is a German Design Award-winning Desk Booking App that prioritizes user-friendliness and ease of use. Book an appointment for a demo call now to see for yourself the benefits of the desk sharing app Flexopus!
Clean Desk Policy
Since workplaces are now changing, a clean desk policy is important. This means that every employee leaves the workplace clean at the end of the day. Only the standard equipment remains on the table, such as: the screen. In addition, the table should be disinfected after use. Personal items are stored in a separate compartment or mobile box.
Tip: Use our template and discuss the points together with your colleagues or employee representatives. Jointly developed guidelines ensure that everyone feels included and has the same good conditions for working effectively.
Feel free to share your experiences with hybrid collaboration models. Please feel free to send us your approach or agreement or your experience reports (also anonymously possible) to info@flexopus.com. Alternatively, we would be happy to advise you on desk sharing software and change communication.
Frequently Asked Questions summarized
Why is a well-defined collaboration model so critical to the success of hybrid work?
Without clear rules, hybrid work quickly leads to chaos, loss of information, and social isolation. A fixed model creates structure: It clarifies which tasks are carried out remotely and which are carried out locally, defines core working hours and regulates availability. This prevents team members from working past each other or feeling exhausted due to constant digital presence requirements. A good model gives the team security, promotes self-organization and ensures that productivity remains consistently high regardless of where they work.
How can communication between home office and office be efficiently synchronized?
The key lies in a “digital first” strategy. All important information must be asynchronously accessible to everyone so that no one is disadvantaged based on their location. Hybrid meetings and fixed attendance days for the entire team help synchronize voting. It is also important to distinguish between urgent and non-urgent communication in order to protect focus times. Project management tools and shared digital whiteboards ensure that everyone stays on the same page, whether they're sitting at the kitchen table or in the office.
What role do software solutions such as Flexopus play in coordinating hybrid teams?
Software forms the backbone of the hybrid organization. Tools such as Flexopus create transparency: Employees can see at a glance who is in the office and when and can book workplaces or meeting rooms in a targeted manner. This makes it easier to plan personal meetings and prevents frustrating empty trips to an empty office. This data also provides management with important insights into land use. In this way, the office becomes a targeted place of collaboration, while the software minimizes administrative effort and makes flexible use of the infrastructure possible in the first place.
Last updated:
2026-03-17
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