How to Design an Effective Hybrid Workplace

Hybrid working has become one of the most popular ways of working since the pandemic and has transformed policies and operations for many organisations. While the methodology of hybrid work has become more established, office space is still adjusting to new practices. One of the big gaps that is still causing friction in the office is staff working from environments that haven’t been designed to enable hybrid working.

With employee preferences shifting so significantly, making sure workplaces are optimised could be a significant factor in drawing staff to the office. The International Workplace Group (IWG) conducted a study with 1,000 graduates and students that revealed 49% of respondents wouldn’t consider applying for jobs that required them to be in a central office five days a week. This shows that the companies which fail to design an office for hybrid working may struggle to attract and retain top talent, particularly among the next generation of workers.

Designing an environment that gives staff a specialised and responsive space to work is crucial to facilitating collaboration, but it is also influential in talent acquisition and employee engagement. This article explores how to design an office that supports hybrid work, highlighting the key design principles and different work settings that contribute to creating an effective environment for staff.

5 Key Principles of Hybrid Office Design

There are many elements to devising a successful workplace strategy, but the role of the office cannot be understated in getting hybrid work right. With the flexibility to work between the office and remote locations, office technology and static office layouts can restrict employees. By incorporating these key principles into your office design, businesses can build a solid foundation for hybrid work.

1. Flexibility

The design should facilitate various work modes – individual, collaborative, and social. Spaces should be adaptable, allowing for quick reconfiguration to suit different tasks.

2. Technology Integration

Reliable technology is essential for seamless communication and collaboration between in-office and remote workers. Facilities like video conferencing tools and high-speed internet are must-haves.

3. Employee engagement

Involving employees in the design process fosters a sense of ownership and ensures that their needs are met. Conducting surveys or focus groups can gather valuable feedback on workspace preferences and requirements.

4. Create a community

Fostering a sense of community is vital. Spaces should encourage informal interactions, team meetings and collaborative projects which all help bridge the gap between remote and in-office employees.

5. Accessibility and Inclusivity

Offices must be accessible for all employees, including those with disabilities and neurodivergent conditions. Considerations should be made for diverse needs and preferences, ensuring an inclusive environment.

The types of space you need in a hybrid workplace

The layout of your office will be based on headcount, occupancy levels and the type of work you do but the demands of hybrid working are less well established. To optimise your office for hybrid working, engage with your staff to understand how your people work best and which spaces they require to work effectively. These are the types of spaces you need to consider in a hybrid working office.

Collaborative zones

In-person collaboration and productivity are frequently used as key metrics in supporting hybrid working but the spaces employees are collaborating in need to be dynamic.

Flexible furniture like modular seating or moveable tables and chairs on castors that are easily reconfigured are good solutions. Technology integrations with screens or whiteboards that support interactive sessions and presentations are also important additions to collaborative zones. Fidget furniture – pieces that enable people to move around, is also a good addition.

Focus areas

Include a selection of quiet pods and dedicated focus areas for employees to do individual, focused work whilst in the office. Focus areas are set up for individuals to do confidential or deep work and aim to limit noise and other distractions for people using them.

Acoustic pods or booths with soundproofing help to minimise noise transfer from the rest of the office. These focus areas should typically benefit from natural light to help enhance focus and installing ergonomic workstations that allow people to adjust their setting to their preferences can also enhance comfort and concentration levels. For closed booths or pods, we recommend opting for those that enable the user to adjust lighting and ventilation for added comfort, as well as making them wheelchair accessible.

Hybrid meeting rooms

The role of technology within meeting rooms has never been so important in a hybrid workplace. Not only do you require a mix of different sized meeting rooms, but they also need to seamlessly enable in-person and remote connection. You may also want to consider a booking system for hybrid meeting rooms to ensure that hybrid employees or team members visiting from other locations have access to the facilities they require for their meeting.

If teams are not all in the same location, they will still need to collaborate effectively. High-quality conferencing equipment that provides clear audio and seamless visual connectivity will enhance the hybrid experience and remove the barriers that prevent teams working together.

It is also important to consider how you layout your hybrid meeting spaces to create an inclusive experience for both in-person and remote participants. The goal is to strike a balance for remote and in-person workers so installing furniture solutions like V-shaped or semi-circular tables in your hybrid meeting spaces improve the experience for all participants. People in the room can see the monitor more clearly and the remote workers dialling in can see everyone clearly.

Social spaces

When staff come into the office, having access to social space is as important as access to a desk. Hybrid work means that people may not be able to see colleagues in person for extended periods of time and having a dedicated space to interact with other people is essential. One of the challenges with hybrid work is the loneliness and isolation experienced by employees working remotely.

Social spaces help to bring people together and build relationships across teams and these spaces should look and feel different to the working sections of the office. Lounge-style spaces with comfortable seating arrangements will create a more relaxed environment. Other considerations are around the light levels and sound control in these settings to allow people to feel calmer when away from their desk.

Hot desking areas

The traditional office layout of a desk per person is outdated and expensive if desks are only in-use for a portion of the week. In a hybrid workspace, hot desking allows employees to choose their workspace for when they’re in the office and release the desk for someone else when working remotely.

To improve the efficiency of hot desking, particularly for larger teams, staff need the ability to book workspaces in advance. Desk-booking apps or other protocols set up by a business to reserve a workspace means employees know they have a space to sit and work from when they come to the office.

With the flexibility of hot desks comes the need for the ability to store personal items so lockers and secure areas provide the infrastructure that allow workers to embrace hot desking and not take over desks or prevent others from using that space.

Wellness zones

Providing spaces that look after the wellness of your employees is perhaps more important within a hybrid workplace as employees have become accustomed to working in the comfort of their own home where they have greater control over their environment. As it has become easier for people limit distractions during the day while working remotely, offering dedicated spaces for mindful relaxation or meditation can be beneficial for staff so they can get some downtime during a busy workday.

Companies can also consider offering multipurpose fitness areas that can be used for yoga, stretching and other workouts during the workday. Working from home has seen more people integrate exercise into their day and good physical wellbeing can boost productivity and concentration.

When creating fitness spaces is not an option due to space restrictions, greenery and natural materials can provide a suitable alternative. Biophilic design, the use of plants and natural elements to create a connection to nature, has been proven to increase wellbeing and productivity in the office and can be installed throughout the work environment.

Designing a balanced workplace

Designing an office for hybrid working requires a balance of flexibility, technology and wellbeing. By incorporating various settings like collaborative zones, focus areas and social spaces organisations can create an environment that supports diverse work styles and fosters productivity.

A well-designed hybrid office can enhance collaboration and drive business success. However, to design this dynamic environment, it is essential to engage with your people and listen to the types of spaces they require in the office. There is no one-size-fits-all approach to hybrid working and as the future of work continues to evolve, investing in intelligent design solutions will be crucial for organisations that embrace a hybrid work policy.

If you are currently assessing how to incorporate hybrid working in your current office space, get in touch with one of our workplace experts: hello@calibroworkspace.com | +44 (0) 28 9442 5200