Home office – productivity & flexibility

The world of work has changed dramatically in recent years. Working from home is no longer just a temporary measure, but an integral part of the modern working world.

Our comprehensive guide to working from home gives you a detailed overview of all relevant aspects of working from home. Whether you're already working in a hybrid working model or planning to integrate home office as a permanent option, here you'll find valuable information, practical tips, and strategic advice to make teleworking a complete success.

Home office definition

The term home office refers to working from a workplace in one's own four walls, instead of from a traditional office. This flexible way of working enables employees to carry out their professional tasks efficiently from home without having to commute to the office every day.

The home office combines the convenience and flexibility of a home office with professional requirements and thus offers a balance between professional performance and personal freedom.

The pandemic has shown that colleagues can remain optimally connected even when working from home — because communication from a distance remains effective thanks to modern collaboration tools. Working from home is therefore a future-oriented form of work that both productivity can promote and increase the well-being of employees. But working doesn't have to be done exclusively from home, as the following concepts show:

Home office concepts

There are a variety of strategies and concepts for the successful implementation of teleworking, each of which has valuable advantages but also different challenges. However, through tailored strategies, you can ensure that your home office policy meets both operational requirements and the individual needs of your company.

The following home office concepts offer companies numerous options for making work flexible and efficient:

Teleheimarbeit

Teleworking, often simply referred to as teleworking, is a working model in which employees carry out their work primarily or completely from home — the classic home office in other words. Remote work is particularly suitable for companies that prefer a clear structure and fixed working hours, but may not have enough space for all team members.

If your employees are not normally present in the office, an employment contract is usually concluded which defines the home office as a fixed place of work. Home office equipment — from desks to technical equipment — is often provided or subsidized by the employer. This makes it possible to design the working environment at home in accordance with ergonomic and labor law requirements.

Alternating telework

Most companies, on the other hand, rely on so-called alternating teleworking, a flexible mix of working from home and in the office. In this hybrid model Employees spend part of their working time at home and the other in the office. There are usually fixed home office days and a quota (for example two days a week working from home, every Tuesday and Thursday).

This combination of mobile work and traditional office work makes it possible to take advantage of both worlds. Regular presence in the office ensures personal exchange and teamwork, while allowing teams to use the convenience of working from home at the same time.

Companies that rely on a strong team culture and regular exchange, but still want to offer their employees flexibility, find alternating teleworking a good solution.

Mobile telework

Mobile telework is probably the most flexible form of home office. Here, employees are not tied to a fixed job and can theoretically do their work from anywhere in the world — whether in a café, on a train or even abroad as part of a so-called Workation.

However, this form of teleworking requires a high degree of self-organization and personal responsibility, as employees can individually choose their working hours and locations.

Such a model is particularly suitable for companies that operate internationally, do not have fixed working hours or promote project work that is not localized. However, it is important that you make clear regulations to comply with legal aspects. Data protection also plays a major role in mobile teleworking, especially when it comes to working from home abroad. The more precisely the contractual conditions are defined, the better all parties involved know what is expected of them.

The advantages and disadvantages of working from home

It was not just the pandemic that proved that working from home has a variety of benefits — both for employees and companies:

1. Increasing employee satisfaction

Working from home has been proven to have positive effects on employee satisfaction. Because without the daily commute, there is more time for family, hobbies or relaxation. The ability to design your own work environment according to individual needs also increases well-being.

In addition, many employees see flexibility as a sign of trust from their employer, which increases motivation and loyalty while reducing turnover. Because satisfied employees are of course also more productive and less likely to leave the company. In this way, working from home contributes to a positive corporate culture in the long term.

2. Increased flexibility

Working from home enables a flexible organization of everyday working life that meets the individual needs of employees. Whether getting up early or working later, in many cases, employees can adjust their working hours from home to their personal biorhythm.

This flexibility promotes work-life balance and productivity, as work can be done in the most productive individual phases of the day. Especially for parents or commuters This freedom is a major advantage that has a positive effect on overall work dynamics.

3. Cost efficiency

Working from home not only brings benefits for teams, but also for companies — because teleworking offers an opportunity that should not be underestimated to reduce costs.

By eliminating or reducing office space, rental and operating costs are significantly reduced. Additional costs such as electricity and water are minimized, while due to Dematerialization Many office supplies and expensive equipment are also omitted. These savings create financial leeway that can be invested in other areas of the company, such as in employee development or innovative projects.

By the way, this does not happen to the detriment of your employees, as they can use the home office allowance to reduce their tax burdens.

 4. Global talent acquisition

If you offer teleworking in your company, this also gives you the opportunity to recruit talent regardless of location. This extends the search criteria from local markets to global standards, which is an enormous advantage, particularly in specialized industries.

As a company, this gives you access to a much wider range of skills and experience, which strengthens innovative strength. By offering home offices, your company becomes more attractive to valuable specialists in no time at all, which means that your employees benefit from an international and diverse team composition. This Diversity in the workplace promotes the exchange of ideas and the development of new perspectives.

5. Lower sickness absences

A higher proportion of working from home can also help to reduce sickness absences. Without daily contact in open-plan office or on public transport, the risk of contracting illnesses such as colds or flu decreases.

Working from home also allows your employees to remain productive even with minor complaints — without infecting colleagues. This in turn helps employees Stay healthier and recover faster, which ultimately increases overall productivity and efficiency in the company.

You shouldn't underestimate the positive effects on mental health either. Because working from home significantly reduces stress and reduces the risk of Burnout in the workplace.

However, if you're considering introducing home office to your company, there are also some potential drawbacks that you shouldn't neglect:

1. Work-life blending

Working from home can blur the line between work and private life, which as Work-life blending is called. When the workplace is in their own home, it is difficult for many to switch off after work.

The risk of being “on” all the time and not being mentally detached from work can lead to exhaustion. It requires discipline and clear rules to maintain this balance and ensure that free time is not overshadowed by professional obligations.

2. Less contact with colleagues

There is also a risk that social exchange with colleagues will fall by the wayside. Spontaneous conversations in the coffee kitchen or joint lunches are omitted, which can increase the feeling of isolation. The lack of direct contact can also impair team development and the exchange of ideas.

But you can actively counteract this risk. Through regular virtual meetings and team events, you can promote cohesion even in hybrid work models and ensure that communication within your teams does not suffer.

3. The “right” management of remote workers

Working from home also involves the risk of private distractions reducing productivity. Household tasks, family members or even your own sofa can divert focus from work, which is why a high degree of self-discipline and a clear structure of everyday working life are required.

For managers, this means that you must establish effective management of remote workers to ensure that work results meet your expectations and keep your employees motivated and engaged. Regular check-ins and clear objectives are required at hybrid working models So essential.

Home office equipment

The right equipment and tools are essential for a productive home office. Because even at home, an ergonomic workplace is crucial to prevent back pain and other complaints and to maintain the health of your teams.

Home office tools

Digital tools play a critical role in working from home because they maintain collaboration, communication, and productivity. Without the right technologies, working from home can quickly become messy.

Tools for project management, video conferencing, communication, and data security are essential to keep teams connected and on track. They make it possible to organize tasks, share information, and hold meetings as if you were sitting in the same office.

For companies that use hybrid working models with Desk sharing Implement is Flexopus an essential software. Flexopus is an iintelligent booking system for workstations, meeting rooms and other resources, which makes it easier for employees to flexibly switch between home office and office.

With Flexopus Smart Analytics you can optimize space utilization, avoid vacancies and thus reduce operating costs in the long term. With Flexopus desk sharing software, you can ensure that existing workstations are used optimally — an essential solution for a modern, flexible working environment.

Work safety and health while working from home

Even when working from home, occupational safety must come first. Because as an employer, you are required to ensure that your working environment is safe and health-friendly — and that is for the physical and mental health of your employees.

Regular breaks

When working from home, many employees tend to forget breaks or shorten them. But of course, regular breaks are important to prevent exhaustion and maintain concentration. Every 60 to 90 minutes, your employees should therefore take a short break to get some fresh air and get some exercise. These small interruptions help to clear your mind and recharge your batteries so that you can continue working refreshed and focused.

ergonomic chairs

An ergonomic chair is at the heart of every home office. It supports the correct posture and prevents back and neck problems. Make sure the chair is adjustable and provides good support for your lumbar spine. Armrests should relieve pressure on your shoulders, and the seat height must be adjusted so that your feet are flat on the ground. A well-adjusted chair makes sitting for hours more comfortable and helps to stay healthy in the long term.

Create a clear separation between professional and private

As already mentioned, the lines between work and leisure quickly become blurred when working from home. In order to maintain the mental health of your employees and an optimal work-life balance, it is important to draw clear dividing lines.

Your employees should therefore set up a fixed workplace and consciously end the working day by closing their laptop and leaving the room. Rituals such as a walk after work help to make the transition to leisure time. After work is done, your employees deserve to switch off and enjoy the evening without constantly being mentally at work.

Home office package

The home office package allows your employees to tax deduct the costs of working from home. They can claim a flat rate of 6 euros per day working from home, up to a maximum of 1,260 euros per year — even if there is no separate study.

For you as an employer, this means no additional costs, but it offers an attractive incentive to make it easier for employees to work flexibly from home.

IT security in the home office

IT security in the home office requires special attention, because hacker attacks and data leaks can occur more easily in a home network than in a protected corporate environment. It is therefore crucial that your employees are equipped with the right safety measures.

Data Security Commitment Policy

The commitment to data security doesn't end at the office door. When working from home, it is just as important that your employees handle sensitive information responsibly. A clear data protection policy ensures that everyone knows how company data must be protected — whether on paper or digitally.

This includes encrypted communication channels, locking screens when away, and securely storing documents. With a well-formulated policy, you minimize the risk of data breaches.

Use your own IT devices

Care should be taken when employees use their own IT devices while working from home. Private devices are often less well protected than corporate hardware, which poses a risk to data security. A BYOD (Bring Your Own Device) Directive helps to set clear limits: Which devices may be used, which security standards must be met, and which data may be stored on them?

However, especially if your company works with sensitive data, it is worthwhile to provide laptops with high-quality security settings to minimize risks.

Home office law

Do I have the right to work from home?

In Germany, there is no legal right to work from home — unless it is explicitly regulated in an employment contract or in a works agreement. As an employer, you can therefore decide for yourself whether you allow working from home or not. In some cases, special circumstances, such as health reasons, may result in an exemption. Ultimately, however, it usually remains a matter of negotiation between employee and employer.

Working from home agreement

A written agreement for working from home provides clarity for both sides. This agreement should regulate all relevant points, such as working hours, accessibility, equipment and IT security. A well-thought-out agreement ensures that misunderstandings are avoided and that both sides know their rights and obligations.

Work from abroad

Working in Working from home abroad brings with it additional legal challenges — not only when it comes to employment law issues, but also when it comes to tax and social security aspects.

Different countries have different regulations that apply when working from abroad, even if it is only a temporary work. As an employer, you should ensure that all legal requirements are met and that your employees are aware of the potential consequences before they agree to work abroad. A prior consultation with a tax advisor or lawyer can be helpful here.

taxes

Tax aspects of working from home should not be underestimated — here too, it is a good idea to hire a tax advisor. Because it is important for both employers and employees to be aware of the tax benefits and obligations in order to take advantage of as many financial benefits as possible, such as the already mentioned home office package.

Work agreement for home office

A works agreement for working from home creates clear rules and ensures legal certainty, both for employers and employees. It should define key aspects such as working hours, accessibility, data protection, IT security, possible reimbursement of costs and work equipment.

It also includes regulations on occupational safety and ergonomic requirements. With a well-structured agreement, you prevent misunderstandings and ensure that everyone involved is aware of expectations and obligations.

Sample PDF for download

Home office studies

Facts and figures can help to get a better picture of the benefits of working from home or hybrid working models. Eine Long-term study from Constance, which accompanied over 1,000 employees from 2020 to 2024, reports the following observations: A third of managers want continuous attendance — in contrast, only a fifth of employees are in favour. Employees with compulsory attendance report significantly higher levels of emotional exhaustion than employees working from home.

The results of other studies are also astonishing: Researchers were able to show that hybrid working models, in which employees work partly in the office and partly at home, improve employee loyalty and do not have a negative impact on performance. This is how another contradicts Study the stigmathat working from home reduces career opportunities and confirms that a successful career can be made with the right strategy and visibility in the home office.

Boost productivity while working from home

Productivity in the home office depends largely on the right organization and an effective working environment. The key is to create a structured and trouble-free workplace that maximizes work efficiency and is ideally suited to individual preferences. A clear separation between work and private life is essential to minimize distractions and maintain focus.

To maximize productivity while working from home, you should implement a few proven strategies:

Checklist Working effectively in the home office

• Set up a fixed workplace
• Use ergonomic furniture
• Set and maintain regular working hours
• Create daily to-do lists
• Schedule breaks
• Minimize disruptions
• Use the right software and tools
• Set clear boundaries between work and leisure
• Schedule time for virtual meetings
• Provide continuing education and training

Employee retention for remote workers

Working from home alone does not automatically ensure strong employee loyalty. While working from home offers many benefits, it is important as a company to take targeted measures to ensure the integration and visibility of employees in the team.

No question about it: Personal meetings in the office help to promote a strong sense of community. Consciously maintaining team culture is also crucial so that all employees feel valued and involved, even if they are not always physically present in the office.

Occasions for personal meetings in the office

Regular contact is what many employees working from home lack — it is all the more important to create occasions for personal meetings so that your teams feel involved and motivated. Scheduled video calls, daily or weekly updates, and regular team meetings ensure that everyone stays up to date and feels part of the team. This continuous exchange not only promotes communication, but also the relationship between team members.

Virtual team building activities

But virtual team building activities also strengthen cohesion and a sense of community in the home office. Online games, quizzes or virtual coffee breaks offer your employees the opportunity to exchange ideas informally and maintain team dynamics. These activities help to break down barriers and promote collaboration by simulating personal interactions that are often missing when working from home.

Take employee feedback seriously

Taking employee feedback seriously is the key to strengthening employee loyalty when working from home. Through regular surveys and individual discussions, you can record the needs and concerns of your employees and address them in a targeted manner. This shows your appreciation, allows you to identify problems at an early stage and thus create a positive working environment for everyone.

conclusion

Working from home is more than just a trend — it's a flexible way of working that can contribute to your company's success with the right strategies and tools. Through a clear structure, the use of digital tools and a conscious team culture, efficiency and satisfaction can be maintained even outside the office. With these insights, both companies and employees can get the best out of the hybrid working world.