As companies navigate the tension between returning to the office and meeting employees’ desire for remote work, hybrid models have emerged as the future of work and for good reason. 

For employers, the benefits are clear: 90% of CEOs in IWG’s View From the Top survey report that hybrid work reduces business costs, while companies adopting this model see a 12% drop in employee turnover. 

Meanwhile, employees favor hybrid setups, with 59% more likely to choose employers offering remote flexibility over those that don’t.

But implementing hybrid work isn’t just about the what, it’s about the how. A well-crafted hybrid work policy is essential to balancing organizational goals with employee expectations.

This article distills expert insights to help you design hybrid work policies that truly deliver a win-win scenario for your company and your people.

Evaluate Company Values

Company culture reflects the shared values, behaviors, and attitudes that define how employees interact with each other and the business. Before deciding on a hybrid work model, you need to assess whether it aligns with these core cultural elements. Gauri Manglik, CEO & Co-founder of Instrumentl, an all-in-one grants platform, emphasizes that a successful hybrid work policy should be a natural extension of your company's culture, not something that disrupts or contradicts it.

Here are some key questions to help you evaluate your company culture:

• What values define your company culture? Are collaboration, innovation, or independence highly valued? Knowing this will help you choose a hybrid work model that supports these values.
• How do employees currently engage with each other in the workplace? Consider whether your teams thrive on face-to-face interaction or whether they’re already comfortable with remote communication tools. This will inform the structure of your hybrid policy, determining how much time employees should spend in the office versus working remotely.

Gather Employee Feedback

Once you’ve assessed your company’s values, gather input from employees via surveys, focus groups, or informal one-on-one conversations. Collecting this feedback will ensure your policy accommodates a range of working styles, ultimately leading to greater employee satisfaction and success.

Consider Different Models

When crafting a hybrid work policy, there are several models to consider. Each model offers varying degrees of flexibility between remote and in-office work. Choosing the right model will depend on your company’s culture, operational needs, and employee preferences.

Fixed Hybrid Model

In a fixed hybrid model, employees split their time between the office and remote work on a regular schedule. For example, they might work from the office three days a week and remotely for the other two. This model offers a structured routine while still providing flexibility. It is often suitable for businesses that want to maintain face-to-face collaboration but also recognize the benefits of remote work.

Remote-First Model

In a remote-first model, working from home is the default arrangement. Employees only come into the office for occasional meetings or special events. This model is ideal for companies that prioritize flexibility and allow employees to work from anywhere. Creative teams or businesses with employees spread across different locations may find this model particularly effective because it enables them to hire talent globally without being tied to an office.

Office-First Model

The office-first model prioritizes in-person work but allows some flexibility for remote days. Employees are generally expected to be in the office most of the time, with the option to work remotely occasionally. This model works well for companies that value in-office interactions for collaboration, team-building, or client-facing activities. It is best suited for traditional businesses that want to maintain a strong physical presence but recognize the need for occasional remote work.

Role-Based Hybrid Model

In a role-based hybrid model, the decision to work remotely or in the office depends on the specific role. Employees whose tasks require in-person collaboration or access to office resources are required to be on-site, while others, whose work can be done independently, may work remotely. This model allows businesses to tailor their approach based on job functions and operational needs, making it flexible and practical.

Choose the Right Model

Deciding on the right hybrid work model involves evaluating your company’s culture, operational requirements, and employee preferences. As Roland Jakob, Managing Partner at BlazeKin.Media suggests, the key is to align the hybrid model with both business goals and the needs of your employees. 

Considerations for implementation include identifying roles that require in-person collaboration. For example, employees in customer-facing positions or those who depend on specialized equipment may need to be in the office more often. It’s also important to assess how the chosen model will impact team dynamics and communication. Will remote work affect collaboration or team spirit? How can you ensure that all employees, whether in-office or remote, stay connected and engaged? 

Answering these questions will help you choose the model that best fits your organization while ensuring smooth implementation.

Set Up Schedules

Once you’ve determined role eligibility, the next step is to establish flexible schedules that accommodate both remote and in-office work. Gauri shared examples of successful approaches, such as employees working from home on certain days and coming into the office on others, or splitting their time between the office and remote work throughout the week. This balanced approach allows employees to structure their workdays around both their individual needs and the company’s requirements.

Organizations that have successfully implemented flexible schedules often offer employees autonomy within structured parameters. For instance, some companies allow employees to choose their remote days while designating core days for in-office collaboration. This ensures that the team remains productive while maintaining the flexibility that hybrid work offers. Case studies from businesses that have adopted these scheduling methods show that such flexibility can boost employee satisfaction and productivity while maintaining operational efficiency. 

Draft the Hybrid Work Policy Document

A hybrid work policy document should start with a clear purpose explaining why the company is adopting a hybrid model and the goals behind it, such as improving flexibility or maintaining team collaboration. 

Next, provide detailed guidelines that outline who is eligible for remote work, when in-office attendance is required, and how employees can request flexibility based on their role or situation.

The policy should also clarify expectations regarding work hours, communication, and productivity, ensuring that everyone understands their responsibilities regardless of where they work. 

Additionally, list the tools and resources available to support remote work, such as communication platforms, project management tools, and any technical assistance provided by the company. The aim is to create a policy that is straightforward, comprehensive, and accessible to all employees.

Spread the Word

Once the hybrid work policy is drafted, communicate it effectively to employees. This announcement should be done in a way that ensures all employees understand the changes and how they will be affected. Consider using multiple channels to share the policy whether this is through an all-hands meeting, email communication, or posting it on the company intranet. This ensures that everyone has access to the information and can ask questions if needed.

To reinforce understanding, training sessions can be helpful. These sessions can walk employees through the details of the policy, explain how it applies to their specific roles, and provide an opportunity to address concerns. On top of that, ongoing discussions and check-ins can help keep the policy fresh in employees’ minds and allow for adjustments as the company adapts to the hybrid model. Reinforcing the policy over time, rather than treating it as a one-time announcement, helps employees adjust and ensures long-term success.

Evaluate and Adapt the Policy

Once the hybrid work policy is implemented, regularly evaluate its effectiveness to ensure it continues to meet both business and employee needs. Monitoring the policy’s success involves tracking specific key performance indicators (KPIs) that reflect its impact on the organization. Common KPIs to consider include employee satisfaction, which can be measured through surveys and feedback, as well as productivity metrics that track how well teams are performing in the hybrid environment. These indicators help assess whether the policy is achieving its goals, such as improving work-life balance or maintaining team collaboration.

To gather ongoing insights, use tools that allow for continuous feedback from employees on their hybrid work experience. This can include anonymous surveys, regular check-ins with managers, or focus groups that explore challenges and successes. Keeping communication channels open ensures that employees feel heard and that their input can be used to make meaningful changes.

Equally important is the need to be open to change. As Roland emphasizes, adaptability is key to maintaining a successful hybrid work policy. Work environments and employee needs can evolve, and businesses should be prepared to adjust the policy accordingly. Conducting regular review cycles—whether quarterly or biannually—can help the company reassess the policy based on current feedback and operational outcomes. Being flexible and willing to improve the policy over time ensures that it remains effective, relevant, and aligned with the organization's evolving needs.

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