Hybrid Work Schedule: Ultimate Guide

You found our ultimate guide to the hybrid work schedule.

A hybrid work schedule is a flexible employee program that integrates working from the office and working remotely. For example, firms could use the hybrid split-week or cohort models. The purpose of these schedules is to enhance productivity, boost employee engagement, and improve workflow. This plan also gives employees the autonomy to balance work, family, and life.

This article is a subset of workplace trends and is related to work-life balance. Hybrid working is a type of flexible workforce, similar to remote work and the four-day work week.

This article covers:

• definition of a hybrid work schedule
• hybrid work schedule benefits
• hybrid work schedule best practices
• sample hybrid work schedule

Let’s get started!

Definition of a hybrid work schedule

A hybrid work schedule is a workplace plan that combines remote and in-office working. Companies set up this arrangement to increase employee productivity by providing a flexible work routine. The hybrid work schedule also gives employees autonomy to work from their desired location, especially when the company requires them to work remotely. Plus, this program can allow team members to choose when to work from home or the office.

Hybrid work schedule benefits

1. Greater flexibility with working hours

With a hybrid work schedule in place, employees can design their working hours. Team members can remotely perform tasks during non-office hours to create time for personal business. For example, an employee can prepare presentation slides or reports at night.

2. More work location options

Working from the office and remotely helps employees identify the environments in which they work best. Team members who prefer a dedicated office space may opt to work mostly from the office or create a home office. Meanwhile, employees who prefer a changing environment can comfortably switch locations and work from places like a restaurant, backyard, or private cabin.

3. Improved employee satisfaction

A hybrid work schedule allows employees to balance individual and company goals. For example, working parents can interact more with their children while working from home. Or, employees can take vacations and still work from their hotel rooms.

4. Increased personal savings

Hybrid work schedules greatly reduce commuters’ costs, like food, gas, and parking fees. By preparing meals at home, employees can also reduce costs from take-out lunches and snacks. Employees may also need fewer costly suits and reduce the need for dry cleaning services, which trims the clothing budget.

5. Reduced overhead

Companies can cut down overhead through the hybrid work program. For example, instead of renting a larger office space that employees may not fully utilize, organizations can choose more cost-friendly options like smaller offices with shared workspaces and hot desking. These plans require employees who come to the office to use the available desks instead of having vacant desks and offices.

6. Better mental health and reduced stress

The flexible working days, work hours, and geographical locations allow staff to balance work and nonwork life. Employees can easily set aside time for rejuvenation. For instance, taking up hobbies, visiting friends, and exercising can help team members reduce stress and perform better at work.

7. Improved employee engagement

Working in and out of the office combines the benefits of both models. This system allows employees to experience and appreciate working alone and as a team. As a result, employees improve their communication skills and teamwork.

8. Reduced isolation

The hybrid work model provides regular in-person interaction with remote teams. Being with colleagues improves social interaction and encourages deeper interpersonal relationships than online-only interaction. Team members are also likely to experience a greater sense of belonging when teams collaborate one-on-one, such as during meetings and presentations.

9. Healthy lifestyle

Hybrid work schedules are more adaptable than remote-only or office-only plans. Employees can dedicate time to work and block their schedules for healthy activities. For example, exercising, eating healthy, and meditating can improve physical, mental, and spiritual well-being. These self-care activities help employees lead an improved and healthier lifestyle.

10. Increased productivity

Different employees have varying requirements to be productive. With a hybrid work schedule, team members choose to work in their most productive hours or environment. For example, an employee can take up tasks during early mornings or late nights. This freedom increases the morale for work and leads to better output.

11. Motivated teams

A hybrid work schedule allows employees to discover and harmonize individual strengths and weaknesses. This match fosters better bonds and camaraderie among team members. In addition, new employees may assimilate better into teams when the onboarding process passes through the hybrid model. For instance, new hires can familiarize themselves with in-office and work-from-home models and experience a smooth transition between the two.

12. Improved diversity, equity, and inclusion

This work system helps organizations access diverse professionals. The hybrid work schedule provides teams a fair chance for opportunities like promotion and training by overcoming challenges such as living with a disability. As a result, the accommodative organizations can become more reputable and gain an edge against their competitors.

13. Reduced carbon footprint

Teams using hybrid systems commute less than those working fully from the office. This difference gives the hybrid work model potential to reduce vehicle carbon emissions and achieve a less polluted environment. This plan can also benefit society through reduced pollution and save organizations on management costs.

Types of hybrid work schedules

The hybrid work schedule defines the place and time for employees to be at work. Understanding the types and significance of hybrid work schedules is fundamental in determining the best model for your company. One of the best ways to determine an organization’s most appropriate work schedule is by benchmarking similar companies and modifying their plan to suit your operations. Considering the pros and cons of each model gives organizations worthy insight into selecting the most beneficial strategy. Below are the categories of hybrid work schedules.

1. Hybrid at-will model

In the hybrid at-will model, employees choose the days or times to come into work. The plan does not require an equal distribution to every other employee. Instead, each employee decides what works best for them while considering any set guidelines. This model is great for employees with location-independent tasks, so no team member inconveniences another.

2. Hybrid manager-scheduling model

The hybrid manager-scheduling model is a style of work where team leaders or supervisors prepare the schedules. This model works well for teams that need continuous collaboration. Team leaders can schedule online hours for individual duties and in-office hours for deliberation and tasks requiring deeper employee engagement. The sales team is a good example of a department that thrives on this model. For instance, a sales team can work remotely or in the field to source clients but may need to seal the deal and sign papers in the office.

3. Hybrid split-week model

The hybrid split-week model clearly defines the days and hours for either office or remote working. Employees can have alternating days or set particular days to work from home or be at the office. Team leaders plan in advance so members know when and where the company expects them to be.

4. Hybrid cohort model

This work arrangement splits employees into distinct groups, each working in shifts. For instance, one cohort may be at the office while another works remotely. The plan can last for a stipulated period before the shifts interchange. Or, companies may set up shifts based on working days.

5. Hybrid mix model

This schedule combines two or more of the above models. This plan works well for organizations with dynamic operations. Such companies require a super flexible schedule and may find it necessary to combine the models.

Sample hybrid work schedule

Businesses choose different schedules depending on needs, like maximizing productivity and hitting company goals. Below are samples of a hybrid work schedule.

1. Sample hybrid split-week model

This model outlines the days employees need to work from home or the office. Companies can split the days depending on the nature of the work. For example, employees could spend two days at the office for meetings, briefings, and presentations and three days working from home.

2. Sample hybrid cohort model

The hybrid cohort model splits teams into groups that work from either home or the office. This model can help control office crowding. In addition, the office remains open, and present employees can serve walk-in clients satisfactorily.

Hybrid work schedule best practices

Companies can increase productivity more effectively by carefully planning and executing a hybrid work schedule. Here are some of the best practices to consider.

1. Set clear rules and policies

A sound hybrid work schedule should have well-defined guidelines that include policies and procedures. These guidelines help employees identify the scope of their work and collaborate within those limits. Organizations can also outline employee benefits, like PTO and stipends, and how the hybrid system may affect those provisions.

2. Document hybrid work schedule guidelines

Clearly outlining company guidelines for the hybrid work schedule is an important step for the system’s implementation. Documenting these guidelines is essential for reference, transparency, and consistency. HR teams can also use established guidelines to acquaint new employees with their hybrid work schedules.

3. Create a friendly workplace culture

Implementing strategies that promote a value-based culture is one of the best ways to create a healthy work environment. For example, having daily team huddles can help cultivate transparency and trust among employees. Such values positively impact the relationships between team members, online or in person.

4. Consider employees’ needs

Competent managers understand that employees embrace changes better when those changes meet their needs. Surveying what your employees want and expect and incorporating those desires into the work plan can make staff feel more engaged. Plus, employees will easily use the system.

5. Encourage employee engagement to improve motivation and teamwork

Organizations can maintain a motivated team by incorporating team building activities into the hybrid work schedule. Encouraging your team to engage in virtual and in-person exercises like icebreakers is among the best team building ideas. These activities drive teamwork and increase productivity in hybrid teams.

6. Use interactive digital tools for communication and collaboration

Good communication enhances smooth operation in every organization. Appropriate digital communication tools and software, like teleconferencing apps, can improve collaboration between members working at and away from the office. These programs also assist in monitoring work progress and guiding employees in tasks requiring input.

Setting up a hybrid work schedule

One way to improve workflow is utilizing a hybrid work schedule. If you still need help establishing this structure, then consider what organizations like yours have adopted. However, setting up a hybrid work schedule can be a smooth process when you follow these six simple steps.

1. Survey available hybrid work schedule options

Researching and gathering information on the hybrid work schedule options is crucial in determining the best model. This step helps managers identify the pros and cons of the various models and how they meet the organization’s unique needs and goals. A thorough survey also guides teams to invest in the right model and avoid possible drawbacks.

2. Choose the most appropriate model for the office

In this stage, the top management decides the best type of hybrid work schedule for the company. One of the best ways to go about this step is to involve departmental heads by listening to their ideas and expectations. Engaging team leaders can help you identify the needs you may have overlooked and choose the most appropriate model.

3. Design and document the model’s structure

A well-structured hybrid work schedule has a smooth implementation process and a higher success rate. Team leaders can design the structure of the model by defining the terms and conditions that apply to the model and listing down the key performance indices, or KPIs. This step enhances the model’s clarity and adherence.

4. Introduce the chosen model to team members

You can introduce the preferred hybrid work schedule to team members through their team leaders. For instance, these leaders will train and supervise the juniors in operating under the chosen model. Plus, employees can raise any issues and challenges once implemented.

5. Roll out the preferred hybrid work schedule

This step puts the model into practice so organizations can benefit from the plan. Companies can commence the hybrid work schedule once all employees know how the system operates and management has addressed their concerns. Then, team leaders can assist in scheduling tasks and timelines to get their teams started.

6. Test, assess, and improve the model

This stage aims to identify challenges that may hinder operations and come up with possible solutions. Setting a time for periodic assessments can help organizations get helpful feedback, which they can use to continuously improve the model. Companies can introduce processes like form filling, interviews, and focus groups to collect feedback and brainstorm solutions for existing challenges.

Managing a hybrid work schedule

Good management of hybrid work schedules can enhance employee satisfaction, promote a friendly work environment, and increase productivity.

Here are crucial factors for success:

• Establish a good communication system for remote and in-office employees, such as Slack channels and emails.
• Choose a good hybrid work software to schedule tasks and enhance workflow.
• Establish and document the guidelines for hybrid work policies, and share that information with all team members.
• Create a friendly feedback process to help improve the hybrid work system.
• Incorporate team building activities to nurture strong bonds and team spirit among employees.
• Use employee monitoring software to capture individual working hours and ensure an equitable distribution across the team.

The above factors can help managers establish a practical structure, enhance employees’ sense of responsibility, increase confidence in the system, and improve collaboration.

Conclusion

A hybrid work schedule is a great perk for employees. This model reduces rigidity in the traditional nine-to-five arrangement at the workplace and provides flexibility on how team members work and relate with one another.

Companies create a successful hybrid work schedule by engaging their teams in designing the schedules, applying the industry’s best practices, and using employee management tools and software. These factors enhance the systematic planning, setup, and managing of a hybrid work schedule model and increase the success rate of selected hybrid models.

Next, check out remote work location ideas and hybrid team building activities.