Optimise Your Hybrid Office: 9 Essential Tips
As hybrid working becomes increasingly common, companies need to ensure that their office environments are efficient, flexible, and adaptable to meet the needs of both in-office and remote workers.
To help you get the most out of your hybrid office setup, we’ve compiled eight essential tips, referencing our room and desk booking solutions. These strategies will help streamline your operations, improve employee experience, and make your hybrid office work seamlessly.
1. Auto-release desks allocated to teams or individuals
In a hybrid office, flexibility is key. One of the most effective ways to maintain this flexibility is to implement an auto-release feature for desks that are allocated to teams or individuals. This means that if a desk is not occupied within a certain period, it becomes available for others to book. By doing so, you prevent valuable workspace from sitting idle and ensure that your office is being used to its full potential.
2. Ensure the best adoption rates by offering multiple access points to booking software
To maximise the effectiveness of your hybrid office, it's crucial that employees can easily access the booking system. Offering multiple access points, such as mobile apps, desktop platforms, and integration with existing communication tools such as Microsoft Teams, ensures that your booking software is convenient and user-friendly.
The more accessible the system is, the more likely employees are to use it regularly, leading to higher adoption rates.
3. Automatically cancel bookings if users do not check in within a set time
No-shows can be a significant issue in a hybrid office, where unoccupied desks can disrupt planning and lead to inefficiencies. To combat this, automatically cancel bookings if users do not check in within a specified time frame. This ensures that unused desks are freed up for others and reduces the likelihood of wasted space.
4. Set a booking cut-off time to stop last-minute bookings
Last-minute bookings can cause chaos, especially in a hybrid work environment where planning is essential. By setting a booking cut-off time, you can prevent last-minute changes that might disrupt your office’s schedule. This helps in maintaining an organised and predictable workflow, ensuring that everyone knows where they’ll be working ahead of time.
5. Communicate and view users' availability when not in the office
One of the challenges of hybrid working is staying informed about who is in the office and when. Effective communication about availability is essential for collaboration and team dynamics. Clearooms offers features that allow employees to view the availability of their colleagues, even when they are working remotely. This transparency helps teams to coordinate better, plan meetings effectively, and avoid the frustration of trying to connect with unavailable colleagues.
6. Identify the differences between desks and let users search for the right desk with the right resources
Not all desks are created equal. Some might be equipped with specific resources or located in particular areas of the office that suit different types of work. Clearooms allows users to search for desks based on the resources they need, such as monitors, docking stations, or privacy screens. This ensures that employees can find the desk that best meets their requirements, improving comfort, productivity, and overall job satisfaction.
7. Ensure the software supports (and does not charge) for SSO and SCIM to avoid managing users in multiple systems
Managing users across multiple systems can be a nightmare, particularly in a hybrid office setting. To simplify this, your booking software should support Single Sign-On (SSO) and System for Cross-domain Identity Management (SCIM) also known as “User Provisioning”.
These features streamline user management by allowing you to control access and user data from a single point, reducing administrative overhead and enhancing security. Support for SSO and SCIM ensures seamless integration with your existing IT infrastructure. Please exercise caution to avoid being overcharged, as many software providers include this feature exclusively in their "Enterprise" pricing plans. Seek out a provider that offers this feature at no additional cost. In 2025, this should be a standard offering. It’s not a complex addition that warrants extra costs.
8. Sync access control logs like Paxton Net2 to automatically check users into desks when entering the building
Integrating your desk booking system with access control logs, such as Paxton Net2, can significantly enhance your hybrid office's efficiency.
By automatically checking users into their booked desks as they enter the building, you reduce the need for manual check-ins and ensure accurate tracking of desk usage. This integration, (only available through Clearooms), streamlines the entire process, providing a smooth and efficient experience for your employees from the moment they arrive at the office.
9. Use data-driven insights to boost employee wellbeing and productivity
In addition to managing hybrid workspaces, platforms like Intelogos can help elevate employee engagement and wellbeing. It helps track time, attendance, and performance, offering insights into employee behaviour, including potential burnout risks. Features also include remote employee monitoring, recognition systems, and personalised suggestions for improving performance.
Conclusion
Optimising a hybrid office requires thoughtful planning, the right tools, and a focus on flexibility and efficiency. By implementing these eight essential tips and leveraging the advanced features offered by Clearooms, you can create a hybrid work environment that is not only efficient but also supports the diverse needs of your workforce.
From automating desk management to integrating with your existing systems, these strategies will help you make the most of your hybrid office, ensuring that it remains a productive and engaging space for all employees.