How hybrid teams are coordinating when to be in the office

Hybrid teams need to decide which days are best to work from the office. In this post, we look at how teams are coordinating their office time to maximise impact.

How hybrid teams are coordinating when to be in the office

Hybrid working is not just about staying home sometimes. Today's hybrid models allow people to choose when they work, how they work, and where they work from. People have more flexibility today than ever before, so how do we ensure there is always some structure in the workplace?

Many people now get to structure their own day to suit their preferred work style. This flexibility opens the doors of opportunity to go for a lunchtime run, spend time with the kids after school, or work from the local coffee shop for a change of scenery.

While the freedom of choice brings the benefits of health and wellbeing, it has impacted people's ability to plan their work around their colleagues and key stakeholders in the office.

Employees may be working smarter, but companies are working harder to keep everybody on the same page. We've put together an easy system to make hybrid work as smooth as possible for people at all levels of every organisation.

How Are Teams Adapting To Hybrid Work?

Work from home has taught us that teams can be effective wherever they are, as long as there is clear communication with definitive boundaries and easy access to support when it's needed.

People working in a group

Most teams are adapting to hybrid working in one of these three ways:

Teams Are Using The Office For Collaboration

Function plays a big role in team locations. Some people work quietly on their own projects to meet a common goal, while others need to bounce ideas around to get the best results.

Teams are coordinating when they come into the office so that key people are in the office at the same time for maximum productivity. Once the collaboration needs are filled, they can then work from anywhere to complete the work in their own space.

Teams Are Planning Their Work Tasks According To Their Location

Some tasks are easier to do from the office. Teams who work to a fixed location schedule are deciding their work content around when they're going to be in the office.

People are working on collaborative or interaction-heavy tasks from the office, and saving their independent more independent tasks for home. We're also seeing that teams are planning more sociable work for the office, like training.

The office has become a fantastic place for team building activities! Teams are getting together in the office to kickstart new projects with a high-energy boost, which is leading to greater productivity and increased motivation.

Managers and team leaders are using office days to improve training and development. Bringing the team into the office is also ideal for encouraging active networking, nurturing company culture, or offering people a well-deserved treat for good work done.

The Number One Issue Hybrid Teams Are Facing Is Coordinating When To Be In The Office

The classic Excel spreadsheet just doesn't work anymore. Flexibility brings chaos to the roster, so the more people come and go at their leisure, the more confusing it becomes to manage.

Scheduling hybrid work is a significant problem. The extra productivity that hybrid brings gets eroded by the extra work needed to coordinate location with others.

The bigger your business gets, the bigger the problem gets. People plan to come in on a certain day and hope the right person will also be there. Even if people co-ordinate when to be in, plans change and people aren't notified.

How Are People Coordinating Their Office Days?

Teams across the world have struggled to find the perfect system for coordinating who works from where on any given day. Most businesses have tried one of these popular methods:

1. Spreadsheets
Teams keep a schedule in a shared spreadsheet. They can add when they plan to work from the office to the spreadsheet so that others know what to expect.
This method is effective, but it relies heavily on people remembering to update their movements, which can mean that they simply forget to mention they're not coming into the office today.

2. Shared Calendars
Like spreadsheets, shared calendars give colleagues the ability to see what others intend to do. Everyone puts where they plan to work into a calendar, and anyone can look up someone's plans.
Shared calendars rely on people actively checking who will be where, which takes time. Human nature means that people forget to check, and our natural desire for impulsivity means people often change their plans at the last minute. This disrupts the team's overall day as a result of simple co-ordination error.

3. Desk Booking Tools
Employees can book a space ahead of coming into the office, but people can't forward plan if others don't book their desk until the day. Desk booking systems are limited by what other people do, which is difficult to plan around.
People also find that planning to sit next to a particular person optimises their schedule for one individual but limits their interactions with the full team. This can be sub-optimal over time.

4. Hope For The Best
Many people do nothing at all to plan where they work. They simply turn up and see who else is around that day. This lets people have full flexibility, but makes active collaboration a daily lottery ticket.

What's The Best Practice For Hybrid Team Coordination?

Unprecedented workplace flexibility has created a world where each of the popular scheduling systems have shown limitations that hinder productivity. People are running around each other, and they're relying on memory or basic courtesy to make big decisions that affect their performance.

In today's hybrid teams, people need to:

  • Understand which tasks they must achieve on any given day, and where those particular tasks will be easiest to do.
  • Know who they need to collaborate with on a daily or project basis.
  • Get to know themselves, so they can actively structure their work around their own optimal performance patterns.
  • Establish clear goals for workplace learning, and identify who in the office can help them achieve their goals.
  • Decide how much they need to socialise with others in the office to stay happy, so they can determine which days are best for nights out or active networking.

Advanced Hybrid Work Scheduling Software, such as DuoMe's flexible work scheduling tool, uses sophisticated technology to overlay people's individual needs into a simple schedule that works for all.

When you use technology to solve your greatest challenge, you're giving your teams time and stability to focus on their tasks. This builds strong relationships, develops trust throughout your organisation, and improves productivity.

Hybrid work lets employees work according to their needs rather than their allocated location, but location is an essential part of every employee's individual success story.
Get in touch to learn more, or book a free demo to see how DuoMe can simplify your day today!


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