The best practices for a hybrid workplace.
Engaging in pleasant conversations during lunch breaks or having casual chats in the morning by the coffee machine are instances that contribute to creating a more positive work environment. These moments heighten the anticipation of heading to work each morning. However, over the past year, many companies were forced to change their usual operations. As a result, such moments have unfortunately become rare. These changes presented us with both great opportunities and challenges. Within a company, it is particularly challenging for HR leaders and those responsible for the company culture. They often grapple with questions like:
- How can you ensure that everyone has the necessary resources to complete their daily tasks?
- How can you guarantee consistent communication within your company?
- How can you ensure that every employee feels included?
We are about to provide you with the solution for these challenges, but before we delve into it, let's first define a hybrid workplace. A hybrid workplace is a business model that allows employees to work both in the office and remotely. The specifics can vary from company to company. While some companies may allow employees to come and go as they please, others may require a certain amount of in-person presence or specific days in the office. This arrangement gives employees the flexibility to choose when and where they work, allowing them to tap into their full potential. There are times when fixed hours in the office may not be the most productive. In situations like this, having the freedom to choose your work hours can be incredibly beneficial. For employers, this means they can now hire globally without being limited by geography. In every company, there has likely been a person who couldn't be hired due to their location. This is no longer an issue in a hybrid workplace.
How do you ensure that everyone has the right resources to complete their daily work tasks?
When working in the office, all the necessary equipment is readily available for everyone and can be borrowed as needed. However, the situation is different when working remotely. That's why it's crucial to establish upfront what kind of equipment and software programs are essential for the virtual workspace.\n\nAt mula, for instance, we like to surprise our new team members with an onboarding box. This box is thoughtfully filled with essential work stuff, as well as some items that add a touch of comfort to their home office. The box is conveniently delivered to their homes before their first day.\n\nFor any additional requests that may arise later on, we have the option to set up a Promo Shop. This shop includes all the your chosen products and they can be easily shipped to every employee with just a few clicks. This way, instead of going through the process of collecting the recipient's data and placing an order on their behalf, they can independently handle it.\n\nThese solutions not only save a considerable amount of time but also enhance the efficiency of your onboarding process. Moreover, your employees will enjoy selecting their own branded products. This small gesture can go a long way in fostering a positive work environment.
How do you ensure good communication within your company?
For a thriving work environment, effective communication is paramount, particularly for new hires. Prior to their start date, provide them with comprehensive information about ongoing projects, their specific role, and objectives for the first week. A useful approach is to create a detailed working sheet, which will not only ensure their thorough preparation but also instill a sense of confidence on their inaugural day. Additionally, inform all employees about the new team member and arrange Get-to-Know meetings with various units.\n\nOn the first day, welcome the new employee with an introduction from the founders and a virtual meeting with the entire team. In the ensuing weeks, it is advisable to assign a mentor or buddy to the new hire. This designated person will serve as a reliable point of contact for any inquiries or concerns, which are bound to arise.\n\nIf your company maintains a physical office, consider organizing a virtual tour for the new employee. By facilitating virtual meetings with each work unit, you ensure that the new team member establishes essential contacts. It is also crucial to maintain regular communication with them, offering feedback on their progress.\n\nFor all other employees, a weekly meeting is recommended, where each work unit discusses their ongoing tasks, updates other units, and addresses any questions that may arise.\n\nAs an internal communication tool, we at mula. highly recommend Slack. This versatile platform can be integrated with numerous other tools, boasts user-friendly interface, and enables seamless file-sharing capabilities.
How do you ensure that an employee feels included?
When only a portion of the team works remotely, it's common for them to feel somewhat excluded and perhaps less acknowledged compared to their in-office colleagues. This can lead to a perception that their contributions are not as valued.\n\nTo counteract this and to affirm to your employees that they and their work are highly valued, it's important to provide them with opportunities to voice their thoughts. Slack, for instance, offers the option to set up push notifications. These can be utilized to inform everyone about noteworthy achievements within the company. Other triggers could include celebrating birthdays or marking the end of a probationary period.\n\nTo take things a step further, there are programs available that facilitate the automatic sending of gifts for various occasions. For example, receiving a company-branded hoodie as a surprise birthday gift can foster a stronger sense of belonging and generate feelings of appreciation.\n\nAnother recommendation is to organize informal events. Virtual lunches or gaming sessions, for instance, serve as excellent icebreakers. They enhance the sense of enjoyment in the workplace and strengthen the bonds between colleagues. Meetings don't always have to revolve solely around work.\n\nWith these practices in mind, a hybrid work model can be seamlessly integrated into companies. It largely involves fine-tuning the onboarding process and dedicating considerable effort towards building personal connections and fostering a virtual company culture. This responsibility primarily falls on HR leaders and those entrusted with shaping the company's culture. After all, without a contented team, satisfying customers can prove to be an uphill task.\n\nTake care and see you soon! ✌️