Organizing Hybrid Work – With Value and Less Resistance

In the rapidly evolving landscape of today’s work culture, the transition from remote to hybrid working has become a strong desire for many leaders and significant challenge at the same time. As a leadership trainer & consultant, I’ve worked with countless leaders grappling with this issue. The key question that arises: How can we effectively bring employees back to the office while maintaining motivation and productivity?

Understanding the Frustration Behind the Transition

The frustration among employees and midline leaders is understandable. Many express frustrations and reluctance, especially when faced with seemingly random requirements like being in the office three days a week. After all, the shift isn’t just about changing location; it’s about adapting to a new way of working that impacts their daily lives. Some needing to invest multiple hours in commuting cutting out valuable time from their private lives, to then sit in the office and have meeting via video call.

The middle management sandwich position

If you’re a middle manager, either a team lead a head of, director or vice president, then you might have two hearts pumping in your chest.

1. The first being personally impacted by going back to the office and either liking it or not liking it. You might also be emotionally understanding your team members frustrations with coming back.
2. On the other hand, you might want to fulfil the company strategy in order to be seen as a strong positive and loyal leader. After all the perception of your higher managers can have important implications for your future career.

This can feel stretched wanting to make your team happy and keep them motivated as well as senior management.

The goal: is to organise the in office and remote days optimally to ensure buying from the vast majority of the team. And the key is value and benefit. Because people decide to do things for their own reasons and not yours.

The Key to a Successful Hybrid Working: Team-Driven Value

One powerful solution solution lies in focusing on value – specifically, team-driven value. The most successful leaders I know who have mastered the switch from remote to hybrid working, focused on understanding what activities the team thinks genuinely benefit from in-person collaboration. What tasks are more efficient, creative, or effective when done face-to-face?

They discussed and developed this with the teams. Once they knew which interactions are more valuable face it was easy to calculate how many office days are needed.

A Step-by-Step Approach to Crafting a Hybrid Model

1. Identify In-Person Activities: Begin with team meetings to define tasks that are enhanced by physical presence. How much time does each activity require, and how does it fit into the broader context of inter-team interactions?
2. Establish Clear Office Guidelines: Develop a set of rules or a code of conduct that maximizes office time together with the team. This could include stipulations on punctuality, technology usage, and ensuring that the focus of the in person time remains on face-to-face interactions.
3. Implement a Structured Trial Period: Once you’ve defined how much time your team needs in the office, trial it. Organize these days effectively and evaluate over two to six months what works and what doesn’t, making adjustments based on team feedback.
4. Leave Room for Social Interaction: An often-overlooked aspect of in-office days is the value of social interaction. Make sure to leave time for coffee breaks, lunches, and the team building activities. These moments are crucial for team bonding and overall morale.
5. Align with other teams: Which interactions between teams benefit from in person communication? What days work best for the involved teams?

But: what if you work out that you only need 2 days in the office, but you and your team have to be there for three?

Leading up the hirachy and utilising your convincing skills would be the first action to take. Making a solid and very well calculated suggestion to your manager, clearly demonstrating which activities your team requires office time for and which activities are actually more effective and cost saving for the organisation, if done from home. Clearly highlight the planned output increase for your team if you are allowed to have more remote working time than initially communicated by the sonior management.

In some companies, you have a good chance that this will work, and in others, you will hear the clear argument if we give one team an exemption every team will want it and senior management or typically not budge.

But 2: What if I am told my team needs to comply?

If you do need to motivate your team to apply a corporately mandated certain amount of office days, then clearly communicate that this is your decision and that it needs to be implemented in the team. Also clearly communicate to them that you know that the time isn’t really needed however, it is very important for a relationship building and networking throughout the entire organisation, and then intensively discuss with the team how you can use the time as effectively as possible. You can also explain to them your position and ask them for their help in making your team look good and grow it’s reputation for being a positive loyal high contributing team.

Conclusion: Crafting a Purposeful Hybrid Experience

This approach may initially take more time to define, and may include some uncomfortable conversations. However by adopting a value-centric approach, leaders can develop a hybrid working model that resonates with everyone involved. It’s about creating a system where team members understand and appreciate the purpose behind their office time. This leads to a more motivated workforce, where each individual sees personal and collective benefits, aligning their goals with those of the organization.

As we navigate these changes, remember, it’s not just about finding the right balance; it’s about redefining our work culture to thrive in a hybrid setting. Here’s to setting up a successful and fulfilling hybrid work environment!