Hybrid working

2024-01-31

Practical insights: A collaboration model for hybrid work

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

The pandemic has changed the world of work, and working from home has become part of everyday life. Nevertheless, personal interaction is vital for creative work and a positive company culture. Companies do not want to be anonymous employers, and employees value the community found in a pleasant and personal work atmosphere.

How do I create a policy for hybrid work?

Are you currently dealing with the topic of New Work or hybrid work and a hybrid reality? Then our example collaboration model for hybrid work might help you. The goal of the following policy is to best reconcile mobile work from home with working from the office. While every company has its own unique characteristics, some points are almost universal.

Example of a company policy for hybrid work

The 60% office / 40% home ratio

According to recent surveys, many employees want to work in the office three days a week and spend the remaining two days working from home via home office. Management and employees commit to ensuring that the office attendance quota is met.

The "Colleague Day"

One fixed day of the week is designated as "Colleague Day." On this day, all employees come to the office. The goal is to foster exchange among everyone, with highlights such as a free food event or after-work drinks.

The "Focus Day"

In addition, each department or team has one fixed "Focus Day" per week. This is used for professional coordination within the department or team. All members of the department or team come to the office to coordinate in person.

Eine Gruppe junger Mitarbeiter zeigen das Zusammenarbeitsmodell für hybrides Arbeiten.

The digital twin

All joint (departmental) meetings—including those on Colleague or Focus Days—always offer the option of digital participation. Online meetings are also set up for recurring discussions.

Desk sharing via app

Flexopus auf einem Display, einem Handy, einem Laptop und einem Desktop

To ensure all employees can reliably find a workspace or meeting room on-site and organize themselves into small project-based groups, desk sharing is being introduced. Employees can book their workspace in advance via an app. If you forget to reserve a spot, you can also book one spontaneously via QR code, subject to availability.

Flexopus allows you to centrally manage not only workstations but also other resources and services for your hybrid office routine. The integrated room booking system enables the reservation of meeting rooms for team days and collaborative sessions. Through the parking space booking system, employees can also reserve an available parking spot before they even arrive.

Additionally, Asset Management supports the digital inventory and management of company assets and equipment. The visitor management software allows external guests to be digitally registered and welcomed for meetings and events. The catering and facility services module also enables the booking of additional services, such as catering for team days or the preparation of meeting rooms.

Schedule your personal demo now and discover how Flexopus can support your hybrid work model.

Clean Desk Policy

Da die Arbeitsplätze ab sofort durchwechseln, ist eine Clean Desk Policy wichtig. Das bedeutet, dass jede/r MitarbeiterIn den Arbeitsplatz am Ende des Tages sauber hinterlässt. Auf dem Tisch verbleibt nur die Standardausstattung, wie z. B. der Bildschirm. Zudem sollte der Tisch nach Nutzung desinfiziert werden. Persönliche Gegenstände werden in einem eigenen Fach oder einer mobilen Box verstaut.

Tipp: Nutzen Sie unsere Vorlage und diskutieren Sie die Punkte gemeinsam mit den KollegInnen bzw. der Arbeitnehmervertretung. Gemeinsam erstellte Richtlinien stellen sicher, dass sich jede/r gleich mitgenommen fühlt und gleich gute Voraussetzungen für ein effektives Arbeiten vorfindet.

Teilen Sie gerne Ihre Erfahrungen mit hybriden Zusammenarbeitsmodellen. Schicken Sie uns gerne (auch anonym möglich) Ihre Herangehensweise oder Vereinbarung oder Ihre Erfahrungsberichte an info@flexopus.com. Alternativ beraten wir Sie auch gerne in Sachen Desk Sharing Software und Change Kommunikation.

Simplify hybrid work with Flexopus desk sharing software.

The most important questions summarized

Why is a clearly defined collaboration model so crucial for 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 done remotely and which on-site, defines core working hours, and regulates availability. This prevents team members from working at cross-purposes or feeling exhausted by constant digital presence requirements. A good model gives the team security, promotes self-organization, and ensures that productivity remains consistently high regardless of the work location.

How can communication between the home office and the office be efficiently synchronized?

The key lies in a "digital first" strategy. All important information must be accessible asynchronously to everyone so that no one is disadvantaged due to their location. For synchronous coordination, hybrid meetings and fixed office days for the entire team are helpful. It is also important to distinguish between urgent and non-urgent communication to protect focus time. Project management tools and shared digital whiteboards ensure that everyone stays on the same page, whether they are sitting at the kitchen table or in the office.

What role do software solutions like Flexopus play in coordinating hybrid teams?

Software forms the backbone of the hybrid organization. Tools like Flexopus create transparency: employees can see at a glance who is in the office and when, and can book workstations or meeting rooms as needed. This facilitates the planning of in-person meetings and prevents frustrating trips to an empty office. In addition, this data provides management with important insights into space utilization. This turns the office into a targeted place for collaboration, while the software minimizes administrative effort and makes flexible use of infrastructure possible in the first place.

Last updated:

2026-10-30