Build a Unified Workflow and Thrive In the Hybrid Workplace - Taskade Blog (2023)

Work-from-home vs. the good ol’ office? While the jury is still out on this one, we believe that you don’t have to choose. Unifying your hybrid workplace will give you the best of both worlds and help your team thrive in the post-COVID world.

In today’s article, we take a look at the hybrid workplace model which offers a smooth —as smooth as you can hope for anyway—transition into the “New Normal.” You’ll also learn how to unify your hybrid team’s workflow and boost productivity down the road.

💡 Before you start… This article is part of our “workplace trends” series. Be sure to check other similar stories on the blog when you’re done here.

  1. 👨‍💻 Remote-Friendly vs. Remote-First Culture: On the Crossroads
  2. 🌱 How Remote Work Can Impact Our Fight Against Climate Change
  3. 🚀 Virtual Coworking: From WeWork to a Fully Remote Workplace

Table of Contents

🧭 Looking to the Future of Work

Ever since the question of coming back to offices has popped up, the pre-pandemic “remote or not” debate has gained another metaphorical fork in the road.

“Although the pandemic has intensified the discussion around the pros and cons of working from home, and what working without an office means, it is safe to conclude that the best alternative is not to opt between one or the other, but to give employees the option.”

Dr. Tomas Chamorro-Premuzic, “Thriving in the Age of Hybrid Work”(1)

The latest U.S. Remote Work Survey by PwC found that the majority of businesses and employees predict the hybrid model to take heed in the following months.

  • 💼 68% of executives expect an in-office time of at least 3 days a week.
  • 📈 Businesses predict 50% office capacity by the end of 2021.
  • 🖥 72% of execs plan to invest in virtual collaboration tools.
  • 👨‍💼 Over 50% of employees would like to work remotely for 3+ days a week.
  • 🏢 61% of executives plan to consolidate existing office spaces.(2)

This trend seems to sit well with industry leaders like Facebook, HubSpot, Spotify, Infosys, PayPal, and others. While these companies are calling their workforce back to their nests, they leave plenty of headspace to accommodate remote work long-term.

Those who go a step further make an even bigger impact on the industry.

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With things as they are, the hybrid model is a suitable candidate for the “New Normal.” So, what do you say we learn how to make the most out of it?

🤹‍♀️ The Hybrid Workplace Model Explained

The modern hybrid workplace is a step up from the pre-pandemic 1-2 days of remote work per week. Instead of following a set workflow, hybrid knowledge workers get to decide how many remote/office hours they need to get work done.

Here’s why you should consider a hybrid model in your team. 👇

3 Benefits of the Hybrid Workplace Model

1. Your Team Can Work in Optimal Conditions

The overnight pivot to remote proved a bittersweet treat. For some, the switch panned out great, with increased productivity and improved working conditions. Others, especially those with kids at home, are eager to dust their office workstations.

So, why go hybrid?

The hybrid model gives teams and organizations a leeway to customize the workflow to suit individuals’ preferences. And there’s plenty of variety out there.

Those with a less-than-ideal home office environment are surely going to welcome the familiar office surroundings. Meanwhile, knowledge workers with more flexible work-life arrangements can cycle between remote and office work more freely.

The bottom line is, a true hybrid workplace accommodates many different work styles, preferences, and personal circumstances. And that’s a step in the right direction.

2. The Framework Is Already in Place

Many companies—even those without adequate infrastructure before 2020—have managed to adapt to the new situation and build remote frameworks overnight.

That means that we’ve put together complete IT infrastructures, stocked on hardware, drafted remote processes, and upskilled or reskilled staff in just under a year.

Build a Unified Workflow and Thrive In the Hybrid Workplace - Taskade Blog (3)

Buffer’s State of Remote Work 2021 report(3)

Adopting a hybrid model is the next logical step in this evolution. A gentle transition and rotating shifts will provide critical data insights for improving remote workflows, one step at a time.

Another less tangible benefit is that time-oriented productivity—based on how much time an employee spends in front of their computer—is no longer king. Instead, we’re starting to embrace a goal-oriented approach where the results are all that matters.

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3. Hybrid = Well-Being, Plus It’s Good for The Environment

The pandemic has made us more aware of the importance of physical wellbeing and mental health. And this workplace trend is picking up speed.

“It’s not just employees who are suffering from pandemic-related mental health issues. Their kids are, too. Months of distance learning, isolation, and worry have led children to experience increased rates of stress, anxiety, and depression.”

Tim Allen, “The Pandemic Is Changing Employee Benefits”(4)

The hybrid model lets part-time telecommuters accommodate professional and personal interactions. It also lets us spend more time with family and friends and improve work-life balance while keeping camaraderie at work high.

Build a Unified Workflow and Thrive In the Hybrid Workplace - Taskade Blog (5)

But that’s not all.

A hybrid approach gives employees the freedom to design better workflows from the ground up. It involves less micromanagement, helps build better work habits, and creates more accommodating work conditions.

Finally, hybrid teams and organizations prioritize asynchronous communication. And that means they have more quality time for deep, focused work.

Build a Unified Workflow and Thrive In the Hybrid Workplace - Taskade Blog (6)

Buffer’s State of Remote Work 2021 report(3)

And let’s not forget about the environment.

Working from home—even if it’s only part-time—reduces commutes, which translates to a significantly lower carbon footprint. And that’s nothing to sneeze at considering that the pandemic reduced global carbon emissions by 5.8% (2020).(5)

Want to learn how remote work affects the environment? Be sure to check our article How Remote Work Can Impact Our Fight Against Climate Change 🌳.

🌟 How to Create a Unified Hybrid Workplace

Both hybrid and fully remote workplaces have their challenges. Here’s a list of five steps that’ll help you overcome them and build synergy in your hybrid workplace.

1. Put a Solid Foundation in Place

The hybrid model is based on transparency, empathy, and trust.

“Particularly important is establishing a culture of psychological safety and (individual/collective) trust. This will increase the likelihood of employees speaking up and asking for resources when they need them, as well as their confidence that their efforts will be recognized.”

”Making the Hybrid Workplace Fair” via HBR(6)

As a manager, you trust your team to always bring their A-game, regardless if they’re in a cubicle or get work done from their living room. Your team members trust that you care about their wellbeing, have confidence in their abilities, and don’t micromanage.

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To make things stick, you also need to throw in transparency and a whole deal of empathy. Here’s how to incorporate both in your hybrid team.

  • 🔎 Scope your team’s workflow preferences and expectations.
  • 🗓 Schedule office/remote work based on personal situation.
  • 👥 Involve the entire team in the transition process.
  • 📣 Foster constant communication to bridge office and remotes staff.
  • 🔄 Always keep the entire team in the information loop.
  • 🎯 Opt for task-oriented vs. time-oriented productivity.

2. Explore Your Hot-Desking and Hoteling Options

Hot-desking/hoteling are office organizational systems in which desks are used on an ad-hoc, rotational basis. Instead of assigning a desk to an individual employee, you open workspaces for “booking.”

If your company is scaling down its HQ or consolidating locations, hot-desking will help you cut down costs and ease the transition from hybrid to a fully remote model. It’s also a perfect solution if your headquarters are operating at a limited capacity.

Here’s how to get hot-desking/hoteling right:

  • 🗓 Implement IT infrastructure to aid booking.
  • 🧘‍♂️ Arrange personal working spaces for deep work sessions.
  • ⚓️ Assing permanent desks to office-first team members.
  • 🔌 Keep a stock of dongles, mouses, keyboards, and chargers.
  • 📑 Roll out a hot-desking/hoteling etiquette.
  • 🤝 Create clustered “neighborhoods” for teams.
  • 🗄️ Make sure there’s an appropriate locker solution in place.
  • 🦠 Ensure desk hygiene and provide a regular sanitation service.

3. Provide Equal Career Opportunities

According to The Future of Jobs Report (2020) by the World Economic Forum, half of the global workforce will require some form of reskilling by 2025.

“Developing and enhancing human skills and capabilities through education, learning and meaningful work are key drivers of economic success, of individual well-being and societal cohesion.”

The Future of Jobs Report 2020, The World Economic Forum(8)

The key takeaway? You need to equalize the career advancement and learning opportunities available to your team members. That applies both to in-house L&D options and external trainers.

The direction and velocity of your L&D strategy will play a major role in the transition.

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It would be unfair to stunt your team members’ growth only because they don’t punch in on Monday mornings. The key is to draw transparent and accessible career opportunities as well as maximize the visibility of the people who work remotely.

Consider the following steps:

  • 📈 Make career development opportunities consistent across the team.
  • 🍒 Prevent cherry-picking opportunities by co-located team members.
  • 💾 Offer appropriate training formats/materials to off-site staff.
  • 📚 Create a knowledge base for easy access to team knowledge.
  • 🤹‍♂️ Supplement virtual learning with access to local workshops/classes.
  • 💰 Offer a talent development stipend for self-directed learning.

4. Teach Your Team How to Stay Safe When Remote

The global shift to remote work left little time for preparations. Inadequate security and IT infrastructure as well as a lack of user training and awareness took their toll.

Verizon’s 2021 Data Breach Report found a significant increase in cyberattacks, with a 36% and 10% rise in phishing and ransomware attacks respectively.(9) The number of data breaches spiked by as much as 273% compared to 2020 .(10)

Hybrid teams pose a completely new cybersecurity challenge. Poor cyber hygiene, insecure wireless networks, and employee mobility call for a holistic approach.

  • 🔒 Make sure all devices used by your team are patched and updated.
  • ☝️ Provide training and cybersecurity awareness workshops.
  • 🛑 Ban using personal devices for work and vice versa.
  • 👩‍💻 Use safe collaboration tools with strong security features.
  • 🔒 Enforce a virtual private network (VPN) and password manager.

5. Unify the Hybrid Workplace With Taskade

Coordinating a hybrid team can be a nightmare. Not only do you need to account for different working patterns and varying time zones, but you also need to consider that people will be using different modes of communication and tools to get work done.

Luckily, there’s a solution.

Taskade is a unified, real-time organization and collaboration tool for remote and hybrid teams. It’s one simple tool that lets you coordinate your remote and co-located team members in a centralized and holistic way.

Taskade will let you:

  • 🧘‍♀️ Coordinate remote and office team members in a single app.
  • 🚀 Create a productivity hub where the team can work and chat.
  • 💬 Shuffle synchronous and asynchronous communication.
  • 🧠 Build a centralized knowledge base, FAQ, or a team wiki.
  • 🤹 Handle team communication, collaboration, and coordination.
  • 🎯 Set and track goals and objectives across the entire team.
  • 🌳 Mindmap ideas, outline projects, and set things in motion.
  • 🤝 Onboard new team members 100% remotely.
  • 🔐 Secure your team’s data with two-factor authentication and single sign-on.
  • And more…

With Taskade, your team will always have access to up-to-date business intel whenever and wherever they are. It’s a hybrid manager’s dream come true.

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But hey, don’t take our word for it. Check the Live Demo to test-drive our key features and sign up for a no-strings-attached free account when you’re ready (click)!

👋 Conclusion

As much as we love remote work, the hybrid model may be the most frictionless approach to enter the post-COVID world. Not only does it come with plenty of flexibility but also gives us time to gather data, reorganize, and move ahead. So, what are you waiting for?

  1. ⚡️ Put a solid foundation in place.
  2. ⚡️ Explore your hot-desking and hoteling options.
  3. ⚡️ Provide equal career opportunities.
  4. ⚡️ Teach your team how to stay safe when remote.
  5. ⚡️ Unify the hybrid workplace with Taskade.

💡 Before you go… Are you considering a hybrid approach? Grab this free template with all the tips from the article. Apply generously!

🔗 Resources


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What is hybrid workflow? ›

Hybrid workflow

A “Hybrid” workflow is an instance of the sequential participation order where one or more of the steps includes two or more recipients gaining access to the document at the same time.

How would you build employee connection into a hybrid workplace? ›

McPherson and Fisher shared the following advice for building connections, using technology, and meeting employee needs.
  1. Emphasize the role of relationships in the modern workplace. ...
  2. Ask your people what they want. ...
  3. Be intentional when using digital channels. ...
  4. Take personal responsibility for human connection.
Sep 30, 2022

How do you build a good hybrid team? ›

4 tips for building an effective hybrid team
  1. Define expectations for hybrid and remote work. ...
  2. Tailor interview questions for the flexible workplace. ...
  3. Provide support virtually when onboarding. ...
  4. Integrate new employees into the organisation's culture.
Nov 28, 2022

How can a company manage its hybrid workforce and keeping everyone aligned? ›

Five tips for managing a successful hybrid team
  1. Set clear rules. Unclear rules and an inefficient setup leave workers confused about when or why they should be in the office when they can simply work from home. ...
  2. Enable easy schedule coordination. ...
  3. Introduce team office days. ...
  4. Create social rituals. ...
  5. Optimize your hybrid model.
Sep 23, 2022

What is a hybrid workplace strategy? ›

A hybrid workplace model mixes in-office and remote work to offer flexibility and support to employees. In a hybrid workplace, employees typically enjoy more autonomy and better work-life balance – and are more engaged as a result.

What are hybrid working practices? ›

Hybrid working is a type of flexible working where an employee splits their time between: the workplace. remote working.

How do you build a successful hybrid workforce? ›

Here are 10 tips you can use today to build a successful hybrid work environment.
  1. Focus on the core: employee engagement. ...
  2. Do away with “top-down” communication. ...
  3. Acknowledge the human experience. ...
  4. Create community. ...
  5. Be mindful about time. ...
  6. See and use the whole playing field. ...
  7. Define outcomes and let your team deliver.

What makes a successful hybrid work environment? ›

Companies that have successfully implemented hybrid workplaces are willing to transition from a control style of leadership to a more modern, people-centric style — a style that trusts employees to get the job done form anywhere.

How leaders can thrive in a hybrid work environment? ›

Hybrid workplaces rely on 3 key elements to thrive: emotional intelligence, trust, and psychological safety. By strengthening these elements through training and development, leaders and organizations can effectively engage their hybrid teams, improving collaboration, engagement, and retention.

What is the key to a successful hybrid strategy? ›

Some key success factors for the implementation of hybrid strategies are innovative strength, close orientation towards customer needs, and organizational learning.

What are the most effective methods for managing a hybrid workforce? ›

Below are four ways to better manage a hybrid work environment.
  • Set clear expectations. For employees, increased flexibility entails more self-direction. ...
  • Provide the proper tools and support. ...
  • Use meetings strategically. ...
  • Create inclusive employee experiences.
Jun 28, 2022

How do you motivate hybrid work? ›

How to motivate your teams in a hybrid working model
  1. Reinstate the company vision. Remind your teams what their purpose and goals are and link that to the overall company vision and mission. ...
  2. Feedback and reward. ...
  3. Trust your Team. ...
  4. Hybrid connectivity. ...
  5. Stay Social.

What are the most important technologies in enabling the hybrid workplace? ›

Cloud technology is vital for all organizations with a hybrid workforce. Information accessibility. Cloud services allow remote employees 24/7 access to the information they need to do their jobs. But the cloud also makes it easier for organizations to control specific cloud resources like identity and access policies.

What is the biggest challenge with the hybrid workplace? ›

The greatest challenges of hybrid work include: having the right tools to be effective at work, feeling less connected to the organization's culture, impaired collaboration and relationships, and disrupted work processes. Hybrid work is creating a need for better coordination of resources, both at home and on-site.

How can you improve employee engagement in a hybrid world? ›

How to Improve Employee Engagement in a World of Hybrid Work
  1. Foster collaboration to support the free exchange of ideas.
  2. Support flexibility to encourage work-life balance.
  3. Provide always-on security to protect your business data.

What are the three most common hybrid work models? ›

These are the four most common hybrid work models:
  • Flexible hybrid work model. Employees choose their location and working hours based on their priorities for the day. ...
  • Fixed hybrid work model. ...
  • Office-first hybrid work model. ...
  • Remote-first hybrid work model.

What does good hybrid working look like? ›

A hybrid work model offers the best of both worlds – a mix of on-site and remote working. For instance, an employee could work from home three days a week and spend two days in the office. Or there may be specific days where leaders expect staff members to attend in-person meetings.

What is hybrid strategy example? ›

An example of a hybrid strategy could be to curate year-long event programming that includes hosting an in-person flagship event and then using recurring virtual events to continue engaging your audience throughout the year.

How can you be more productive in the hybrid work arrangement? ›

Be Reachable and Communicative

Thriving in a hybrid work environment involves communication and being reachable. Communication tools are a critical element of success for remote workers, and how you use these tools and communicate with others will impact your success as a hybrid worker.

What are the 5 C's of hybrid work? ›

One thing is clear about the future of work: Hybrid work arrangements are becoming the norm for many organizations. And no matter the industry, the concerns involve the same five “C” challenges: communication, coordination, connection, creativity, and culture.

What are the six key drivers to a successful hybrid experience? ›

The six drivers – environment, experience, engagement, connectivity, content, and production – work cross-functionally, like joints supporting a structure. Each one supports your hybrid event and each one needs to be firm with no weak links or areas of stress.

What has the greatest impact on the ability to have a successful hybrid work environment? ›

The most successful and optimal hybrid work models offer employees flexibility and support multiple ways of working and collaboration for today's circumstances. Company procedures must acknowledge their employees' need for work-life balance and must ensure their remote only workers are fully supported.

What are two things your leader can do to strengthen team culture in a hybrid environment? ›

  • Prioritise onboarding and training. ...
  • Help your employees find a comfortable work environment. ...
  • Conduct regular check-ins. ...
  • Encourage team collaboration and communication. ...
  • Develop a strong workplace culture. ...
  • Facilitate opportunities for learning.

How do you lead a hybrid team 5 Best Practices? ›

5 Best Practices for Leading a Hybrid Team
  1. Hybrid is Here. ...
  2. Build Trust and Be Inclusive. ...
  3. Communicate Well and Often. ...
  4. Drive Focus and Accountability. ...
  5. Develop a Strong Team Culture. ...
  6. Beat Burnout with Empathy. ...
  7. About Great Place to Work®

What new roles do you find crucial to the success of hybrid work? ›

5 New Roles to Consider for the Hybrid Work Era
  • 1) Collaboration Tech Specialist. ...
  • 2) Head of Remote. ...
  • 3) Hybrid Work Consultant. ...
  • 4) Employee Experience Manager. ...
  • 5) Internal Events Manager.
Jun 10, 2022

What skills do you need to manage a hybrid team? ›

4 Skills That Make a Great Hybrid Team Manager
  • Flexibility. ...
  • Proactive Communication. ...
  • Emotional Intelligence. ...
  • Inclusion.

What 3 factors can contribute to strategy success? ›

There are several factors that seem to have a major impact on an organization's ability to implement.
  • Commitment. Commitment starts at the top but it must not end there. ...
  • Ability and willingness to change. ...
  • An organizational structure that supports the strategy. ...
  • Ability to measure progress. ...
  • A clear understanding of priorities.
Jul 5, 2013

How do you motivate employees in a hybrid work environment? ›

Motivating and Managing Employees in a Hybrid Workplace
  1. EMPLOYEES WHO FEEL VALUED will always be more productive. ...
  2. Have both a growth mindset and positive attitude. ...
  3. Set clear objectives for daily and weekly productivity. ...
  4. Schedule daily huddles to set the tone for the day. ...
  5. Follow up with remote employees daily.

Is hybrid working the same as agile working? ›

Hybrid working is an extension of agile working. While agile working refers to more dynamic use of the physical office, hybrid working goes beyond that to also incorporate remote working locations, whether that's a home office, co-working space or local cafe.

What is hybrid system in management? ›

Hybrid IT management is the process of placing individual workloads in optimal environments and orchestrating operations across on-premises and cloud-based infrastructure. Hybrid IT systems combine in-house data centers with private and/or public clouds.

What is hybrid system? ›

A hybrid system is a dynamical system that exhibits both continuous and discrete dynamic behavior – a system that can both flow (described by a differential equation) and jump (described by a state machine or automaton).

What are the different hybrid work models? ›

A hybrid work model combines in-office and remote work to varying degrees. Some companies require their employees to work in-office most of the time but allow for a couple of remote days a week. Others support full employee autonomy in choosing where they'll work from.

What does successful hybrid working look like? ›

The four pillars of successful hybrid working

This includes creating processes that support remote work, such as flexible work hours, company meetings, time tracking, online watercooler moments and more. There are multiple factors that influence successful hybrid working.

What is the difference between flexible working and hybrid working? ›

Hybrid working only refers to flexibility with the place of work – i.e., hybrid workers work partly from an office and partly from home. In contrast, flexible working covers working hours, the place of work, the time the employee is required to work, and much more.

What hybrid work means to your employees? ›

Definition: Hybrid work is a flexible work model that supports a blend of in-office, remote, and on-the-go workers. It offers employees the autonomy to choose to work wherever and however they are most productive.

What are the four main components of a typical hybrid system? ›

In classic hybrids, four components work together to combine mechanics and computing to great effect:
  • An internal combustion engine.
  • An electric motor.
  • A battery system.
  • A control unit.
Jul 25, 2018

What are three types of hybrid systems? ›

There are three main types of hybrid vehicle; full hybrids, mild hybrids and plug-in hybrids. A full hybrid (FHEV) can run on just the combustion engine (i.e. diesel/petrol), the electric engine (i.e. power from batteries), or a combination. The Toyota Prius is the most commonly known example of this.

What are the benefits of a hybrid? ›

They emit fewer greenhouse gases and cost less to run than gas-only autos. They also recharge as they drive, so there's no need to plug in, and there's none of the range anxiety that can come with EVs. Hybrid owners also are more satisfied with their vehicles.

What is an example of hybrid? ›

In reproductive biology, a hybrid is an offspring produced from a cross between parents of different species or sub-species. An example of an animal hybrid is a mule. The animal is produced by a cross between a horse and a donkey. Liger, the offspring of a tiger and a lion, is another animal hybrid.

What are the advantages of hybrid system? ›

Hybrid systems simplify technology refreshment by easing the process of combing existing equipment with newer technologies. This way you maximize use out of both existing hardware and software but can still take advantage of other technologies.

What are the best examples of hybrid work? ›

Hybrid Work Models
  • Work environment. Remote-first / At-will. Office-first.
  • Scheduling. Split-week model. Week-by-week model.
  • Division of employees. Remote team vs. on-site team.

What are the three levers for hybrid work? ›

  • What is hybrid work exactly?
  • Model 1: Employees split their week—part remote and part onsite.
  • Model 2: Some employees work remotely, others work on-site.
  • Model 3: Some combination of the two.
  • Whatever the model, it's time to embrace flexibility.
May 13, 2021

What is hybrid workforce examples? ›

A hybrid workplace model or hybrid working model is one where employees can choose where they work. This can be at home, at the office, at a coffee shop, at a co-working space, etc. The word “hybrid” means that not always work in the same place.

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