Executing a Successful Workplace Return

Over the last few years, "The Office" has made a comeback—not the long-running TV sitcom but the traditional workplace where employees spent most of their workdays. However, your latest office rollout is likely to look significantly different than it did back in the good old days.

Numbers Don't Lie

The COVID-19 pandemic and the Great Resignation spurred an increase in remote work as employers adapted to the changing times, willingly or unwillingly. The usual approach was to keep all workers remote or operate on a limited schedule at the regular workplace.

Now the tide is turning. According to ResumeBuilder.com, 90% of the companies it surveyed plan to maintain a regular workplace in 2024. Currently, 64% of respondents say they have an on-site location, 20% plan to have one by the end of the year, 11% anticipate having one in 2025 or later, and only 4% don't expect to ever have a physical workplace.

Of course, a return to the office (RTO) doesn't have to be full-time or five days a week. In fact, a hybrid model may be preferred. Deskbird.com says that 68% of executives think workers should be on-site for a minimum of three days a week, often citing the need to preserve a corporate culture. Similarly, 65% view office attendance as being "very important" to worker productivity, while more than 50% consider it to be essential for collaborative purposes.

The net result is that fewer workers are returning to the office on Mondays and Fridays as workers aim for longer weekends. This may gradually lead to an environment where the five-day workweek is reduced to just four days where everyone gets Monday or Friday off. Of course, this would require legislative or regulatory change to be mandated, but the idea is being embraced by some forward-thinkers.

Alternatively, your business may downsize to a smaller workspace that, in turn, reduces rent or other costs like maintenance, repairs and insurance. Remember that not everyone is necessarily working in the office at the same time. Factor that into your workplace decisions.

6 Simple Ideas for RTO

How can an employer best manage the situation? It varies from company to company—especially considering the industry or profession involved. Here are six common ideas that deserve your attention:

1. Put safety first. COVID hasn't gone away completely. Despite the relatively low rates during the past year, spread of the disease remains a concern of many workers. To compound the problem, some employees aren't satisfied with the existing conditions when they return to the office.

Make this a top priority before you bring back workers in full force. Some of the steps you might take are to:

• Create safety protocols that emphasize sensible physical distancing guidelines and mask wearing, when appropriate.
• Encourage employees to offer safety suggestions.
• Be sensitive to any special needs of employees.
• Develop guidelines relating to potential COVID outbreaks.

Above all, stay flexible. Be prepared to react quickly to any changes.

2. Emphasize purpose among employees. Although employees often enjoy working from home, being on-site can be beneficial, especially when it comes to collaborative work. It also meets a need for social interaction.

To make your workplace more purposeful, open the lines of communication. This shouldn't be a one-way dialogue. Be sure you:

• Explain the logic behind the RTO policy. The policy should be connected to your employees' well-being.
• Solicit feedback in multiple ways. This may include company-wide, group or one-on-one meetings; emails; questionnaires; or even the old-fashioned "suggestion box."
• Learn how work functions can best be accommodated upon your employees' return. Don't assume your prior methodology is the optimal approach.

As you discuss the RTO policy with workers, try to keep an open mind. Don't dig your heels in before you have enough information to make decisions.

3. Opt for a hybrid model. We're not talking about a new vehicle that runs on both gas and electricity. The hybrid version in the workplace combines on-site attendance and work from a remote location. This model can produce positive results if certain boundaries are set.

Accordingly, you may provide some general guidelines. Here are some practical suggestions:

• Designate a universal "start" time and "finish" time. This enhances collaboration and provides structure. (Certain allowances may be made.)
• Don't over-schedule meetings. Give employees the time to do their jobs.
• Designate break periods during the day. Employees need some down time to recharge.
• Don't hound employees with emails or texts during off-hours. Find the proper work-life balance.

There's no universal solution that's right for all businesses. Figure out the schedule that makes the most sense for your company.

4. Go high-tech. Unless you've been marooned on a deserted island the last 10 years, your company has already incorporated technology into its operation. But now that you're returning to the office in full force, you can step up your game. For example:

• Focus on technological advances that support collaborative efforts like file sharing and other document management techniques.
• Implement technologies that track the progress and status of various work projects.
• Upgrade devices that foster communication between remote and on-site workers. Use videoconferencing software.

Cybersecurity measures also may deserve special attention, especially when sensitive and proprietary information is shared at different physical locations.

5. Reconnect with your staff. After a few years of mostly Zoom calls and separation from workers, this is a good time to initiate face-to-face contact with employees. But you don't want to repeat past mistakes by holding unnecessary meetings or overwhelming employees with regimented scheduling.

It may be preferable to initiate informal meetings and chats like coffee breaks or open hours. Be spontaneous. This will not only facilitate connections to workers, it'll likely increase morale and revive loyalty to the company.

6. Let's get physical. Before you open the doors full-time, be creative about using your physical workspace differently than you have in the past. Cubicles are gone or disappearing. Today more firms opt for workstations that are complemented by "common areas" that encourage collaboration and greater communication.

This might include open-seating plans, conference rooms with tech upgrades and "friendlier" break rooms. With unassigned seating in the office, sometimes referred to as "hoteling" or "hot desking," you can accommodate hybrid arrangements. In addition, you may decide to spend work time at other locations—even the outdoors, weather permitting. Think outside the box.

Caveat: While more interaction among employees is a prime objective, remember to implement COVID protocols when they are appropriate (see above).

What's Right for Your Business?

The landscape has changed dramatically since businesses began shuttering their doors during the pandemic. The new workplace that's emerging is streamlined, flexible and more employee friendly. It seeks to find the proper balance between work and home in today's tight labor market. Tailor your plan for RTO to the needs of your company.

©  2024