A Society for Human Resource Management (SHRM) survey has found that 55% of workers would prefer working remotely three days a week, while 68% of executives believe workers should be in the office the same amount of time per week.
Even as the workplace begins to resume in-person operations, it’s increasingly clear that we will never fully return to pre-pandemic ways of work. The remote-work model has become a fixture of many companies, while even more are blending it with the in-person model to create a hybrid workplace. In fact, the latter feels like the perfect alternative as we move forward and into the new normal.
That raises the question, though: How can companies maintain productivity and offer flexibility in a hybrid work model? As this style becomes the new norm, there’s a lot for leaders to consider, and IT — whether in-house or outsourced — will play a critical role in making the new way of work, well, work.
A hybrid workplace is a blend of an in-person and remote workplace. Essentially, employees come into the physical workspace part-time and work from home the rest of the time. In this arrangement, employees alternate these situations with one another, such that a portion of the workforce is there on some days, and others are there on different days. This means the office won’t get overcrowded, which makes it safer, particularly during the pandemic.
It also means that the employer doesn’t need to invest in as much office space or equipment — employees can, for example, alternate using one another’s desks, desktop computers, and other devices.
On a hybrid team, on-site employees and remote workers must be able to continue to collaborate and communicate effectively despite the distance.
IT professionals support this need by implementing systems for videoconferencing from the office and from people’s home devices. This allows businesses to sustain connections even while you’re at a physical distance.
Zoom has become the go-to software for video-conferencing, but it’s not the only option. Consider alternatives, such as Cisco Webex, and work with your IT team to identify the tools that are best for your business needs. Think about factors such as:
- The main use for the platform — for example, will it be primarily used for meetings, or will you also be delivering presentations and conducting classes?
- The number of participants who will typically be part of the sessions
- Particular features you might need
Additionally, IT professionals can establish internal messaging and communication systems, such as Slack. This is ideal for less formal check-ins and will allow you to maintain day-to-day operations.
Remote and hybrid work has introduced a number of new tools, many of which may be confusing for employees who aren’t used to the technology. Fortunately, IT is there to educate workers on how to use them effectively and safely.
As a leader, it will be your job to work with your IT team to develop training programs that will help employees learn how to use the tools they’ll need. Consider how you can reach both remote and on-site workers with these programs, as well as the best method for teaching them — whether that’s through videos, webinars, in-person tutorials, or written materials.
The hybrid workplace may feel disjointed. But that doesn’t have to be the case. With the help of IT, you can implement a more organized system — or systems, as the case may be.
For example, your IT team can develop and implement cloud-based platforms for storing important files, which employees will be able to access both off- and on-site. They can also ensure that the company has invested in cloud-based programs like Office 365 to allow employees to access important services, no matter where they are.
Given that space and resources may be scarcer in a hybrid model, IT can also assist with keeping your office layout organized. For instance, it can establish an online room-booking system for conference rooms, as well as equip these rooms with tools for communicating for off-site workers.
When employees are accessing your systems from many different locations, it could put your company at risk. But IT should and will prioritize cybersecurity when considering a hybrid work model.
This will likely start with a review of your current systems. The IT team will take a close look at your programs and technology to identify vulnerabilities. They will also assess how making their software and systems accessible for remote workers could introduce new weaknesses.
In addition to implementing cybersecurity measures such as VPNs and WPA2, IT should review steps employees should take to guard against prospective threats (such as phishing attacks) as part of their training programs. They should also stay up-to-date on news regarding cybersecurity threats and inform their staff.
Finally, your IT team will be able to provide intel on how the transition to the hybrid work model pans out. They can, for example, collect usage statistics, which will allow you to assess how frequently your employees are accessing programs meant to make their workflow easier and smoother. This and other information will be critical in determining qualities like productivity, allowing you to identify areas that need improvement.
IT will play a pivotal role in the transition to a hybrid workplace, but they won’t do it alone. Leadership, human resources, and, of course, employees themselves must collaborate and work together to make this period of great upheaval successful for the business and the workers within it.
Still, IT is more or less central in keeping your business flowing and keeping productivity high and frustration low. Whether you use an in-house team or outsource your IT work to an outside team, make sure you collaborate effectively with them to create and implement a cohesive plan.