Creating an effective hybrid working model

Flexible and hybrid working models can be designed to attract and retain talent, enhance productivity and drive organisational success based on your unique business goals.

What is meant by hybrid working?

Under the Flexible Working (Amendment) Regulations 2023, employees have the statutory right to make a flexible working request from the first day of employment.

The type of flexible working request can vary from employee to employee and business to business. However, according to Brightmine research in 2024, hybrid working was the most commonly offered flexible working pattern across organisations of all sizes (85.7%).

So, what is meant by hybrid working?
As highlighted by Gartner, “where and when work gets done will be determined by what makes the most sense to drive the highest levels of productivity and engagement.”

In other words, this form of flexible working is subjective to the organisation at hand—no two organisations will have the same approach to hybrid working.

However, there is a universal agreement that hybrid working practices refers to a flexible arrangement where employees split their time between working from home and working on-site.

It combines the autonomy of remote work with the benefits of in-person work collaboration, offering employees the ability to tailor their working environment to their needs (if in alignment with the organisation’s hybrid work policy).

What is a typical hybrid working schedule?

ONS research highlights that more than a quarter of working adults in the UK (28%) were hybrid workers in the autumn of 2024. But not every one of those individuals was working with the same model.

Hybrid working practices should reflect the business requirements along with the consideration of employee sentiment and roles. As such, it is highly recommended that each organisation have its own schedule (or even multiple hybrid working models) designed for its unique business requirements and roles.

Typically, the various types of hybrid work include:

• Fixed hybrid schedule: Employees are assigned specific days to work in the office, with the remainder spent working remotely. This structure provides a predictable routine and ensures team members are available for face-to-face collaborative efforts on designated days.
• Preference-based hybrid schedule: Employees can choose which days they work in the office and which days they work remotely, allowing for greater personalisation based on individual work styles or project deadlines. This approach fosters trust and flexibility but requires clear communication to maintain alignment.
• Role-based hybrid schedule: Certain roles may necessitate more on-site presence due to the nature of the work, such as roles requiring access to specific equipment or regular face-to-face interactions. Conversely, other roles may be well-suited for predominantly remote work, leveraging technology to stay connected. This tailored approach ensures that the needs of both the organisation and the employee are met effectively.

What are the benefits and risks of hybrid working?

Hybrid working can bring exciting opportunities for organisations and employees, but it also comes with its share of challenges. While the benefits can transform the employee experience and drive organisational efficiency, the risks must be carefully managed to ensure everyone feels included and connected.

Benefits of hybrid work:

• Enhanced job satisfaction: Hybrid teams have been found to display higher job satisfaction, with research stipulating that it can reduce employee turnover by one-third.
• Cost savings: With flexible working arrangements allowing employees to work from home, organisations can save on overhead costs like office space and utilities. While employees can save on commuting costs.
• Enhanced employee experience and work-life balance: Hybrid models often give employees the “best of both worlds.” Early research into this form of flexible working finds that, in fact, these types of workers enjoy a better balance between personal and professional life while still benefiting from meaningful social connections with colleagues.
• Increased productivity: Giving employees the freedom to choose where, when, and how they work can lead to better performance. In fact, Gartner found that organisations offering flexible and hybrid working saw 55% of employees performing at a high level, compared to just 36% in traditional office setups.

Risks of hybrid work:

• Communication challenges: Miscommunication is a real challenge in hybrid settings. For instance, a Leesman survey found that 41% of virtual attendees reported difficulty participating in meetings with in-person colleagues, while 40% of in-person participants found it hard to engage with remote attendees.
• Employee isolation: Remote workers may feel disconnected from the team. The same survey found that 42% of remote workers felt socially disconnected, and half rarely or never socialised with colleagues outside of work.
• Presence bias: Managers can unintentionally favour employees they see in person. In fact, 42% of managers admitted to overlooking remote workers when assigning tasks. This bias may explain why remote employees, despite being, on average, 15% more productive, are promoted less often than their office-based peers. Younger and female employees, in particular, can be more vulnerable to this disparity. In fact, McKinsey found that women working from home are 20% less likely to be promoted than men in male-dominated sectors who work in the office.

What’s the difference between hybrid working and remote working?

Hybrid working and remote working must not be confused. While hybrid working includes remote and in-office days, fully remote working involves employees working entirely off-site with either no set schedule to attend the office or requirements to come into the office much less than hybrid workers.

Typically, hybrid workers will have a set number of times they must attend the office in a week. Meanwhile, remote workers may only be required to come into the office once a month or once a quarter (the frequency is business requirement dependent).

Hybrid working thrives on a balance—offering the best of both worlds. It’s about harnessing the benefits of physical collaboration, like brainstorming sessions, relationship-building, and organic mentoring moments, alongside the independence and focus of remote work.

It is because of this dynamic blend that hybrid working lets organisations shape work environments that cater to both team collaboration and individual productivity.

Creating an effective hybrid working scheme

Developing a hybrid working scheme requires thoughtful consideration and a clear strategy. Each step in the process must be tailored to address the unique challenges and opportunities of a hybrid setup, ensuring that it aligns with organisational goals while meeting employee expectations. Below, we break down the key components that contribute to an effective hybrid working framework:

Determine whether hybrid working is right for your organisation

To determine if hybrid working is a good fit, begin by considering how it aligns with your company’s overall goals and workplace culture. Ask yourself: Does this model support the way our teams collaborate? Can our current workflows, tools, and leadership practices handle the flexibility of hybrid working demands?

To do this effectively, you also want to ensure you gain full internal stakeholder buy-in. Here, engaging leadership is key, as it is their buy-in that sets the tone for successful implementation. Equally important is consulting employees to understand their needs, challenges, and aspirations to ensure the model is both practical, inclusive and equitable (which we will discuss in more detail below).

Consider your workforce

Not every role in your organisation will be suited to hybrid working That is why you need to conduct a thorough audit of all the roles and their responsibilities within your organisation.

Ask yourself: which positions rely heavily on in-person collaboration or access to specific resources, and which can thrive in a remote or hybrid environment?

This is where employee sentiment will be your compass. Use surveys, organise focus groups, and make use of your collaboration and HR tools to gather insights—what do they value about in-office time? What challenges do they face when working remotely—do they struggle with communication, isolation, or balancing home responsibilities?

Understanding these nuances allows you to paint a clearer picture of how hybrid working could support or hinder different roles.

Invest in enabling technology

Without enabling technology, no hybrid model will be successful. Employees need access to the tools and resources that support their roles. Therefore, before you start implementing this way of working, it is highly recommended that the technological infrastructure be decided and put in place for a seamless transition.

Invest in robust measures like firewalls, encrypted communication channels, and regular system updates to protect sensitive company data. Make sure to pair these with comprehensive employee training to raise awareness about data and security best practices, such as identifying phishing attempts and managing passwords securely.

However, on a side note, if you are looking to integrate employee monitoring tools, ensure that you do so in accordance with the utmost ethical standards. While these tools can provide insights into productivity and workflow patterns, overuse or misuse can damage trust between employees and management, which in the long run will be counterproductive.

Choose your hybrid working model

When deciding on the best hybrid working arrangement for your organisation, take a moment to reflect on what will genuinely support both your teams and your business goals.

Will a fixed schedule with designated office days help foster routine and collaboration?

Or perhaps a flexible model, where employees choose their own mix of remote and in-office days, would better align with individual needs and job demands?

Role-based arrangements might also be a fit, particularly for positions requiring specific resources or face-to-face engagement.

Whatever approach you choose, it’s crucial to factor in team dynamics and the specific requirements of each role. Some teams thrive with more in-person time for brainstorming and camaraderie, while others excel remotely with the right tools and systems in place.

The key is adaptability—ensuring that the chosen model(s) are flexible enough to meet the evolving needs of your workforce while maintaining fairness and consistency across all roles.

Example hybrid working model

Take, for instance, a marketing team that requires frequent collaboration and face-to-face meetings with clients. In this scenario, a hybrid working model could involve team members coming into the office two days a week for in-person brainstorming and client meetings, with the remaining three days spent working from home.

On the other hand, an IT team that primarily works on individual projects may benefit from a more fully remote setup, with two days a month in the office for team meetings and check-ins. This allows for flexibility and autonomy while still maintaining some level of in-person interaction.

Remember, there is no one-size-fits-all solution when it comes to implementing a hybrid working model. So, always be mindful to factor in the specific needs and dynamics of your business.

Create a separate policy

Creating a standalone hybrid working policy is essential to set clear expectations and ensure consistency. This should be separate from the flexible working policy and should also clearly differentiate hybrid working from other flexible working agreements, detailing specific guidelines on office attendance, working hours, and the use of company resources.

1. Start by outlining the purpose of the policy—whether it’s to improve flexibility, boost productivity, or support employee well-being—so that everyone understands its objectives.
2. It is also important that you are explicit about responsibilities and eligibility criteria to avoid confusion. For example, clarify which roles are eligible for hybrid working and specify any conditions, such as the need for reliable internet connections or adherence to data security protocols.
3. Ensure you include the employee and employer responsibilities for maintaining health, safety and well-being in hybrid working arrangements.
4. Most importantly, ensure the policy is easy to understand and accessible. Regularly communicate updates and offer employees opportunities to provide feedback. A transparent and well-structured policy builds trust and provides a foundation for a successful hybrid working model.

To keep up to date with the latest trends and regulations concerning hybrid working, check out the Brightmine HR & Compliance Centre for up-to-date hybrid working developments and resources, as well as all the latest news that will help your keep up to date and informed as busy HR professional and leader.

Communicate the plan with employees

At the end of the day, introducing a hybrid working model requires clear and transparent communication at every stage.

• Outline the purpose of the plan—whether it’s to enhance flexibility, boost collaboration, or improve work-life balance—so employees understand the “why” behind the shift.
• Encourage employees to ask questions, share concerns, and provide input. This not only builds trust but also gives you valuable insights into potential challenges they might face.
• Provide hands-on training that goes beyond technical tools. Cover essential topics like how hybrid teams will communicate, collaborate, and stay aligned. Line management training on managing dispersed teams is also highly recommended.

Taking this thoughtful, people-first approach fosters a sense of confidence and ownership among employees. As a result, you’re more likely to create a hybrid working model that feels seamless and empowering.

Launch the program

One of the greatest bits of advice that we can give is that before diving into a full rollout of the hybrid working model, start small with a pilot program. Think of this as a trial to explore what works and what doesn’t in a real-world setting. Use it to test out different setups, such as specific office and remote days, and observe how teams adapt.

During this phase, actively seek feedback from both employees and managers. Ask questions such as: Does the balance between in-office and remote days meet your needs? Are communication and collaboration tools helping or hindering productivity?

The pilot is also your opportunity to uncover challenges that might not have been obvious during planning. Are there gaps in communication? Do certain technologies need improvement or additional training? Use these insights to make informed adjustments before scaling up.

Assess

Hybrid working is not a one-size-fits-all solution, and that’s what makes it so powerful. However, to keep the model relevant and effective, it’s essential that regular reviews are made a priority. To measure the program’s success:

• Gather employee feedback through pulse surveys, one-to-one’s and/or focus groups
• Keep an eye on key metrics such as employee satisfaction, team productivity, and collaboration levels
• Track operational results, such as the completion rate of projects or overall team efficiency

Flexibility is key here. Changes in the workforce, evolving technology, and shifts in market conditions will all influence how your hybrid model performs. For example, new tools might streamline remote collaboration, and business growth could mean rethinking office schedules. Staying open to these shifts allows you to adapt the model in ways that keep it aligned with both organisational goals and employee needs.

Ultimately, continuous improvement isn’t just about solving problems; it’s about optimising the way your team works together. By embracing an iterative approach, you can ensure your hybrid working model remains a dynamic and effective solution for the long term.

Are you rethinking your hybrid working policy? The Brightmine HR & Compliance Centre offers the tools and resources to help you create a policy that works for your team and organisation. Book a demo today to see how we can help you streamline your process and focus on what truly matters.