While the hybrid workplace is the need of the hour, managing it efficiently can be tricky. From scheduling employees to managing meeting rooms and parking spaces, handling simple functions in a hybrid setting can quickly become complicated.
And while a hybrid workplace system can be a solution to all your workplace woes, simply implementing it is not enough. You need to optimize it to leverage its full potential. Here are 5 of the best practices of a hybrid workplace system:
- Train Your Employees
Nothing screams ‘fail’ louder than a valuable tool that remains unused. You must understand that not all your employees are tech-savvy. This can result in them not using the hybrid workplace system altogether. So, before implementing the full-fledged system in your office, make sure all your employees know how to operate it.
While the best hybrid workplace systems have a user-friendly interface, training your employees is still good practice. This helps them get the hang of the system and eliminates any confusion they might have.
- Establish Ground Rules
While companies strive to maximize employee flexibility, a lack of clear and concise ground rules can lead to chaos and confusion. Therefore, setting guidelines is essential to successfully implement your hybrid workplace system. You can use these questions to start with your hybrid workplace system guidelines-
- Do certain areas of your office have restricted entry?
- Is there a limit on the maximum number of employees in a given room?
- Is there a limit on the number of devices your employees can connect to the hybrid workplace system?
- Will your employees work onsite at will, or will you schedule it for them?
These ground rules will make it easier for you to manage your hybrid workplace and prevent any confusion and conflict. They also ensure fair utilization of workplace resources.
- Track System Metrics
The best hybrid workplace systems come with comprehensive features that allow you to do more than manage your hybrid work environment. One such feature is automated reporting. It helps you manage bookings, track resource utilization, optimize your office space, identify trends and patterns, and monitor employee behavior.
Tracking these metrics regularly will help you make the most of your hybrid workplace system. It will help optimize your office space and identify areas of improvement. For example,
- What is the peak usage time of your facility?
- Which work desks or meeting rooms are underutilized?
- Which days of the week witnessed high employee footfall?
- What resources do your employees need the most?
This will give you better control over your workplace and optimize your office space.
- Integrate Your Hybrid Workplace System With Enterprise Software
Your hybrid workplace system can easily integrate with your existing enterprise systems like Google Calendar, Google Assistant, Microsoft Teams, Slack, etc. This helps you improve employee experience and simplify communication between hybrid team members. It also allows employees to operate the hybrid workplace system using a platform they are already comfortable with.
For example, if your employees use Google Calendar to schedule meetings, they can continue to use these platforms to reserve rooms.
- Smart Integrations
While your hybrid workplace system is a comprehensive tool in itself, you can integrate it with other smart devices. Some of them include-
- Digital Wayfinding
It presents a visual map of your office and allows employees and visitors to navigate the premises easily. By integrating it with your hybrid workplace system, they can access the map on their phones and reach their destinations easily.
- Occupancy Sensors
Occupancy sensors are smart digital tools that help you observe congestion, footfall, and dwell times in the workplace. You can install them at workstations, meeting rooms, or parking spaces to increase the efficiency of your hybrid workplace.
For example, suppose an employee reserved a parking space but did not show up and did not cancel the reservation. Now while the parking space is actually available, the hybrid workplace system will flag it as occupied. However, an occupancy sensor will immediately update the system, preventing such situations.
A hybrid workplace system is the most convenient way to automate multiple processes across your workplace. It aids in managing them easily on a single dashboard. But you must apply these best practices to make the most of this amazing tool.
If you are looking for a comprehensive and scalable platform, you must check out top industry players like WorkInSync. Their hybrid workplace system facilitates employee scheduling, desk booking, meeting room management, parking space management, and much more. Give your smart workplace the best tool with a hybrid workplace system.