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Best Practices for Creating a Hybrid Workplace

By MNR News posted 05-17-2021 11:15 PM

  

Office PoliciesIt’s been over a year since millions of employees left their offices and went home to work remotely. During that time, everything from 9-to 5-work schedules to client meetings and office parties have been disrupted or transformed. As organizations plan for life beyond the pandemic, a new way of doing business is emerging—the hybrid workplace. 

 

Embraced for its potential to combine the best of traditional offices and more loosely structured remote workplaces, the hybrid workplace promises to accommodate the needs of those who return to the office and those who continue working from home. Of course, such a sweeping reorganization of your business is not without challenges: 

  • How do you create an environment that is fair and equitable for all workers?  
  • What new policies must be put in place? 
  • What old ones should be reconsidered? 

Following are a few things to think about when creating a hybrid workplace for your organization. 

Relax the Dress Codes 

As people traded in their formal office attire for sweatshirts and yoga pants, relaxed dress became the norm for many a Zoom call. So, in a hybrid workplace, is it fair to impose a strict dress code for those in the office while remote workers crunch numbers and file reports in their PJs? 

Companies with successful hybrid programs are loosening dress standards for the office—casual yet professional—while encouraging remote workers to adopt the same standard when interacting with peers during online meetings. How employees should dress when meeting with clients depends on your company’s unique culture. Many businesses require more formal dress standards for client meetings, whether employees are in the office or remote. 


Provide Equal Benefits Packages for All 

As work forces dispersed during the pandemic, some employees took up residence in different states. If the minimum requirements for benefits in your state are not as generous as those where some employees reside, it could lead to issues with employee retention. As a best practice, you should consider elevating your company’s benefits package to match the levels of the most generous states. By providing fair and equal treatment to all staff members, you’ll lift morale and maintain a more stable long-term work force. 

Allow Flextime 

Traditional 9 – 5 work schedules blew up during the pandemic. As employees worked at times that fit their lifestyles, they enjoyed higher morale and boosted productivity. Given the widespread success of this approach, many companies are dumping their punch-clocks in favor of flex time. Some scheduling options your company can use to accommodate both office and remote employees include: 

Compressed 

fixed work schedule that lets employees complete biweekly requirements in less than 10 working days. 


Flexible 

Allows employees to complete their requirements for core hours* within flexible time bands, which are periods that fall outside normal work hours during the day or week. 

Credit Hours 

A flexible arrangement where an employee chooses to work during the flexible time band in the same or another day in order to have an equal amount of time off on another day. 

Maxiflex 

A flex schedule that has core hours on fewer than 10 workdays in the biweekly pay period and where employee can vary start and end times, total number of hours per workday and week.  

*Core hours are scheduled hours of the workday during which an employee must either be present at work, on leave, or using credit hours. 

Update Workplace Safety Policies 

As employees return to the office, it’s essential to have policies in place that minimize the spread of disease. Your business should provide guidance that complies with federal, state, local, and legal requirements for: 

  • Gatherings 
  • Social distancing 
  • Health screenings  

NOTEMinnesota state law mandates that all businesses have COVID-19 preparedness plans in place, and that they communicate any changes to those plans to their employees. Visit the State of Minnesota’s Stay Safe Guidance for Businesses and Organizations for complete guidelines and requirements. 

Reconsider Expense Reimbursement 

Employees who remain remote should be supported with the equipment they need to do their jobs. Many organizations provide computers and reimburse expenses for Internet and smartphones. Although most companies don’t cover items like office furniture, you should review your policies and determine the best reimbursement options for your business and workforce. By clearly communicating these policies to all employees, you can avoid misunderstandings and resulting issues. 


Plan for a Rush of Paid Time Off Requests 

Many employees have been sitting on their PTO during the pandemic, saving it for when they can travel without restrictions. This could potentially lead to a glut of vacation requests when the world opens back up. Organizations should plan for this by adjusting policies so that vacations are staggered, and staffing needs are always covered. Also, if your company has a “use it or lose it” policy for PTO, consider providing a grace period for 2021. This will avoid vacation-request log jams and potential scheduling issues. 

To learn more about planning for your hybrid workplace, visit these pages: 

Six Office Policies You Should Consider for a Hybrid Workplace 

Alternative Work Schedules 

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