Crafting Your Hybrid Work Policy: A Guide for Teams and Entrepreneurs

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• Establishing a Hybrid Work Policy for Employees  
• Setting Your Own Hybrid Work Policy as an Entrepreneur  
• Different Types of Hybrid Work Policies  

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Q: What is a hybrid work policy, and how do I create one for my business? 
A: A hybrid work policy sets out rules and procedures for split-week schedules, such as when and where employees can work during the week. This article explores how to create a hybrid work policy both for employees and entrepreneurs, some different types of hybrid work models available, and the tools available to help make your flexible work arrangement a success. 

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Unsurprisingly, the number of people who work from home is much higher today than it was pre-pandemic. 

Currently around 35% of workers with jobs that can be done remotely are working from home full-time, compared with just 7% before the pandemic. 

However, those numbers are sliding. 

In 2020, 55% of people with a remote-friendly job worked from home full-time. In 2022 that figure dropped to 43%. 

But even though full-time remote work has taken a hit, that doesn’t mean the end of working from home. 

Many companies are now switching from full-time remote work to a hybrid work policy. 

Hybrid work involves splitting your working week between a designated workplace, such as your company office, and a remote location – typically your home or a local coworking space. 

The policy should set out how much time can be spent in each location. For example, you might work two days from home and three from the office. 

The point is, it’s a flexible compromise. 

A hybrid arrangement allows workers to retain the benefits of working from home while still collaborating with their colleagues, manager, or clients in-person on a regular basis. 

In fact, hybrid work is proving popular. 

Currently 41% of people with jobs that can be done remotely are working a hybrid schedule. This is up from 35% in January 2022. 

Research suggests that many hybrid workers would prefer to spend more time working from home than they currently do. 

It’s all about balance. 

71% of home-workers say the flexibility helps them balance their work and personal lives. 

And as we know, happy workers are more engaged and more productive. According to one study, workers are 13% more productive when happy. 

So, if you’re looking for ways to increase employee engagement, enable better work-life balance, or you simply want to experiment with flexible work, a hybrid work policy could be the right path. 

In this article, we’ll explore how to create a hybrid work policy for employees and entrepreneurs, some different types of hybrid work models available, and the tools available to help make your flexible work arrangements and remote work guidelines work for everyone. 

Let’s get started. 

Setting a Hybrid Work Policy for Employees 

First, we’ll take a look at hybrid work policies for employees. If you’re looking for hybrid work policies for entrepreneurs, feel free to skip ahead to the next section. 

When setting out a hybrid or work from home policy for employees, you need to clearly define who is eligible for these arrangements. 

You may decide to limit hybrid work depending on performance criteria and tenure within the company. Certain job roles involving face-to-face responsibilities, such as a front desk receptionist, may not be able to operate on a hybrid work schedule at all. 

Once you have specified who is eligible for hybrid work, there are a number of essential elements to consider: 

• Schedule flexibility: Outline the working hours and days for remote and in-office work. Specify whether employees have flexibility in setting their schedules or if there are core hours when they need to be available. 
• Expectations: Define how employees are expected to communicate with their managers, team members, and clients while working remotely and in the office. This includes preferred communication channels, response times, and meeting schedules. 
• Remote work environment: Provide remote work guidelines on setting up a home-based environment conducive to productivity, including ergonomic considerations, IT support, and cybersecurity measures. 
• Technology and equipment: Specify the technology tools and equipment required for remote work, such as laptops, internet connectivity, software licenses, and access to company networks. 
• Data security and confidentiality: Emphasize the importance of data security and confidentiality when working remotely. Outline protocols for handling sensitive information, secure file sharing, and data protection measures. 
• Team collaboration: Provide guidance on how teams will collaborate effectively in a hybrid work environment. This includes project management tools, virtual meeting platforms, and strategies for fostering teamwork and creativity. 
• Health and well-being: Incorporate policies that promote employee health and well-being, such as ergonomic assessments, mental health resources, and opportunities for social interaction and support. 

Including these elements in your hybrid work policy will help you to create a framework that supports productivity, collaboration, and employee well-being in a flexible work environment.  

To help workers adapt to flexible work, you may need to offer training programs to support the transition. In particular, provide support around remote collaboration, communication, time management techniques, and task management. 

Seek feedback regularly to identify any potential problems. Establish a process for regularly reviewing and updating the hybrid work policy in response to feedback. 

One issue you may come up against is the feeling of inequality. 

Employees who are ineligible for hybrid work, perhaps due to their role or tenure, may feel frustrated. 

Clarity and consistency are essential components of a hybrid work policy. 

When policies are ambiguous or open to interpretation, or if employees feel that policies are applied inconsistently, it can erode trust in leadership and lead to disengagement. 

Clarity ensures that all employees understand the terms, conditions, and expectations of the hybrid work arrangement. 

As an example, this hybrid work policy from Fordham University is a good example of how to use clarity and transparency in your communications. 

On the flip side, when employees feel that they are treated fairly and transparently, they are more likely to feel valued, engaged, and committed to their work and your organization. 

This can lead to higher levels of employee satisfaction, productivity, and retention. 

From a legal perspective, clarity and fairness also help ensure that the hybrid work policy complies with relevant legal requirements, labor laws, and health and safety standards. 

Best Practices for Monitoring and Revising a Hybrid Work Policy 

Seek regular feedback from your hybrid workers, either in the form of regular one-to-one meetings or through a survey. 

This will help ensure that the hybrid or work from home policy continues to align with the evolving needs of your organization and your workforce. 

Here are some best practices for this process: 

Remember that your hybrid work policy does not have to be static. 

In fact, the best hybrid work policies adapt and evolve over time. This might be in response to new tools and technologies, changing market conditions, or the growth of your organization. 

Take an iterative approach to policy development. Seek feedback regularly and be prepared to make revisions as necessary. 

Ultimately, this will help to ensure your hybrid work arrangement continues to support productivity, engagement, and well-being within the workforce. 

Establishing a Hybrid Work Policy for Entrepreneurs

As an entrepreneur, setting a hybrid work policy can help you to balance your personal and professional goals. 

Whether you’re working remotely for the first time, or you’re looking to improve your entrepreneur work-life balance, here are some guidance points to help establish effective boundaries: 

1. Structured scheduling 

Determine the core hours during which you will be available for work-related tasks and communicate this schedule clearly with your clients and colleagues. 

This could be based on your most productive times of the day or when your team members are typically online for collaboration. 

Then, communicate your availability and response times clearly to establish expectations and boundaries. 

Learn to say ‘No’. 

It’s not always easy, especially if you’re a new entrepreneur, but in the long run, it pays to be selective about the projects, meetings, and commitments you take on. 

Decline opportunities that don’t align with your business goals or personal priorities. 

Saying ‘no’ allows you to focus on what truly matters and maintain a healthy entrepreneur work-life balance. 

2. Define your downtime… and stick to it 

Speaking of maintaining a healthy work-life balance, set non-negotiable personal time in your calendar. 

These are specific time slots for personal activities, such as school runs, family time, exercise, hobbies, and relaxation. 

Treat these periods as sacred and avoid scheduling work-related tasks during these times whenever possible. 

Block out this time in your calendar to ensure no meetings are scheduled over them. 

While you’re at it, schedule regular breaks throughout your day. 

Building downtime into your schedule helps prevent burnout and recharge your energy levels. 

Take advantage of vacation days and time off to disconnect from work completely and focus on self-care. 

3. Create dedicated workspace 

Every entrepreneur needs physical boundaries. 

Working from the kitchen table only works for so long. 

You need a dedicated workspace within your home or office where you can focus on work without distractions – ideally with a door that you can close at the end of your working day. 

When you’re in this space, treat it as your professional environment. And when you’re outside of it, allow yourself to disconnect and recharge. 

4. Prioritize tasks and delegate responsibilities 

Identify your most important tasks and prioritize them based on their impact on business goals. 

Delegate tasks that can be handled by others to free up time for high-priority activities and personal pursuits. 

Don’t have your own team to delegate to? Start building a network of reliable freelancers or service suppliers who can take on non-core tasks, such as social media, content writing, and bookkeeping. 

Take a look at the Alliance Marketplace to discover a range of service suppliers that can help your business thrive. 

Please note: Alliance may receive compensation if services are purchased from a third party company listed in the Alliance Marketplace. 

5. Practice time management techniques 

Use time management techniques such as the Pomodoro Technique, time blocking, or task batching to structure your workday effectively and maximize productivity. 

Set boundaries around when you will start and end work each day to prevent burnout. 

Avoid checking work-related notifications outside of designated work hours to prevent work from encroaching on personal time. 

6. Reflect and adjust 

Regularly reflect on your work habits, boundaries, and well-being, and be willing to adjust them as needed. 

Pay attention to signs of stress, fatigue, or overwhelm, and take proactive steps to address them before they escalate. 

By setting clear boundaries that align with your business goals and personal well-being, you can maintain a healthy balance between work and life as an entrepreneur in a hybrid work environment. 

Self-Management Tools and Techniques 

Even the most disciplined entrepreneur may need a little help in a hybrid work setting. 

Not everyone is capable of working remotely for long periods of time. On the flip side, some entrepreneurs prefer working in a quiet home environment away from the bustle of an office. 

Here are some tools and techniques to help you self-manage and remain accountable in a hybrid work setup: 

Task management tools: 

• Trello: Trello is a visual collaboration tool that allows users to organize tasks and projects using boards, lists, and cards. It’s great for tracking progress and managing workflows. 
• Asana: Asana is a project management tool that enables teams to assign and organize tasks, set deadlines, and collaborate on projects. 
• Todoist: Todoist is a task management app that helps entrepreneurs organize their tasks, set priorities, and track progress. 

Time tracking software: 

• Toggl: Toggl is a time tracking tool that allows users to track the time they spend on different tasks and projects. It’s useful for analyzing productivity patterns, identifying time wasters, and improving time management. 
• Clockify: Clockify is a free time tracking app that offers features like time tracking, timesheet reports, and project tracking. It’s suitable for individuals and teams looking to improve their time management and accountability. 

Communication and collaboration tools: 

• Slack: Slack is a messaging app for teams that enables real-time communication and collaboration. It offers features like channels, direct messaging, file sharing, and integrations with other tools. 
• Microsoft Teams: Microsoft Teams is a unified communication and collaboration platform that integrates chat, video conferencing, file sharing, and project management features. It’s part of the Microsoft 365 suite. 
• Zoom: Zoom is a video conferencing tool that allows users to host virtual meetings, webinars, and conference calls. It’s widely used by remote teams to stay connected and collaborate effectively, regardless of location. 

Goal setting and tracking: 

• OKRs (Objectives and Key Results): OKRs are a goal-setting framework used by many organizations to align individual and team goals with broader organizational objectives. Tools like Google Workspace, Jira, and Workboard can help track OKRs and measure progress. 
• SMART Goals: Encourage employees to set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals for themselves to ensure clarity and accountability. Regular check-ins and progress reviews can help keep employees on track. 

Struggling to stay focused? Get yourself an accountability partner. 

This could be a manager or a colleague. Schedule regular check-ins with your accountability partner to discuss progress, challenges, and goals. 

The best accountability partner will offer support, encouragement, and feedback to help you stay motivated and accountable. 

Regularly reflect on your work habits, productivity, and goals. 

Self-assessment tools like journals, reflection prompts, or self-evaluation templates can help you identify areas for improvement and take proactive steps to address them. 

By leveraging these tools and techniques for self-management and accountability, you can effectively manage your workload, stay organized, and achieve your goals in a hybrid work setup. 

Exploring Different Types of Hybrid Work Policies

Many different types of hybrid work models exist. 

About 59% of hybrid workers say they work from home three or more days in a typical week, while 41% say they do so two days or fewer. 

In addition to remote and in-office time, hybrid work models can be differentiated based on other factors such as schedule flexibility or collaboration methods. 

For example, Google developed a ‘Campfire’ approach to accommodate a hybrid workforce during the pandemic. 

This involved hosting meetings in a circular setting with remote employees on their own screen in the circle. Their goal was to create equal participation for both remote and in-person workers. 

Here are two examples of flexible work policies that range from absolute flexibility to an office-based rota: 

Hybrid Model 1: Fully Flexible Model 

Eligibility: All team members are eligible for the fully flexible hybrid work model. 

Individuals have complete flexibility in choosing their work location (home or office) and working hours.  

They can decide when and where to work based on their individual preferences and job requirements. 

Employees are expected to maintain regular communication with their team members and managers, using tools like Slack, email, or video conferencing.  

Response times should be reasonable, considering the flexible nature of the work model. 

Team members are responsible for setting up a suitable workspace at home, ensuring they have the necessary equipment, internet connectivity, and ergonomic setup to work effectively. 

Performance is evaluated based on outcomes and deliverables rather than time spent in the office. Managers focus on results, productivity, and collaboration to assess employee performance. 

The company provides training and resources to support employees in adapting to the fully flexible work model, including remote collaboration tools, time management techniques, and wellness programs. 

Hybrid Model 2: Structured Rotational Schedule 

Eligibility: Team members eligible for the structured rotational schedule are typically those whose roles require in-person collaboration or access to specialized equipment. 

Workers follow a structured schedule where they alternate between working in the office and working remotely on designated days or weeks.  

For example, employees may work in the office Monday to Wednesday and remotely Thursday to Friday, with rotations changing every two weeks. 

Individuals are expected to communicate their schedules with their team members and managers in advance to ensure smooth collaboration and coordination.  

Regular team meetings and check-ins are scheduled to facilitate communication and alignment. 

Employees have designated workstations in the office and are encouraged to set up a dedicated workspace at home for remote work days.  

The company provides necessary equipment and support to ensure workers have access to the resources they need. 

Performance is evaluated based on both individual contributions and collaborative outcomes. 

Managers track productivity, engagement, and teamwork to assess performance and provide feedback. 

The company offers training and support to help team members navigate the structured rotational schedule effectively, including guidelines for scheduling, communication protocols, and tools for remote collaboration. 

These examples demonstrate how companies can implement different hybrid work policies to accommodate diverse needs and preferences while ensuring productivity, collaboration, and employee well-being. 

Pros and Cons of Hybrid Work 

Every work model has pros and cons. 

There is no one-size-fits-all approach that will guarantee success. This is why it’s so important to continually seek feedback and review your hybrid work policy on a regular basis. 

It pays to understand the pros and cons so you can be aware of the potential challenges – and opportunities – that your company may face: 

Pros: 

• Greater flexibility and autonomy: Workers have the freedom to choose when and where they work, allowing them to align their work schedules with their personal preferences, peak productivity hours, and family commitments. 
• Improved work-life balance: The flexibility to work from home or other locations reduces commuting time and allows employees to better balance their work responsibilities with personal obligations, leading to greater satisfaction and well-being. 
• Expanded talent pool: With location no longer a barrier, companies can attract and retain talent from diverse geographical areas, tapping into a broader pool of candidates with specialized skills and expertise. 
• Cost savings: Fully flexible work arrangements can lead to cost savings for both employees and employers. Employees save money on commuting, work attire, and meals, while employers can reduce overhead costs associated with office space and utilities. 
• Enhanced productivity: Research suggests that remote work can lead to increased productivity due to fewer distractions, fewer interruptions, and the ability to work during peak concentration hours. 
• Environmental benefits: Reduced commuting and office energy consumption contribute to lower carbon emissions and environmental impact, supporting sustainability initiatives. 

Cons: 

• Communication challenges: Maintaining effective communication and collaboration can be challenging in a fully flexible work model, as employees may be dispersed across different locations and time zones, leading to delays and misunderstandings. 
• Social isolation: Extended periods of remote work may lead to feelings of isolation and disconnection from colleagues, impacting team cohesion, morale, and employee engagement. 
• Blurred work-life boundaries: Without clear boundaries between work and personal life, employees may find it challenging to disconnect from work, leading to burnout, stress, and reduced well-being. 
• Management oversight: Managers may find it difficult to monitor employee performance and provide support in a fully flexible work model, leading to concerns about accountability, trust, and micromanagement. 
• Technology dependence: Reliance on technology for remote communication and collaboration introduces risks related to cybersecurity, data privacy, and technological disruptions, which can impact productivity and business continuity. 
• Inequity concerns: Fully flexible work arrangements may not be feasible or equitable for all employees, particularly those who lack access to reliable internet connectivity, suitable workspace, or childcare support. 

Grow Faster with Alliance Virtual Offices 

Whether you’re an established organization, a startup, or an independent entrepreneur, Alliance Virtual Offices provides the services you need to make your hybrid work arrangement a success. 

With an Alliance Virtual Office, you can grow your business from anywhere with a company address, on-demand professional space, and secure mail forwarding services. 

Use the address for company documents, marketing materials such as websites and business cards, and for essential business growth purposes such as licensing and credit building. 

Every Virtual Office comes with on-demand, flexible workspace. Meet, work, and grow on your terms with easy access to fully equipped office and meeting space by the hour or by the day. 

With meeting room rentals and virtual office locations available in every state, Alliance provides the infrastructure you need to make your hybrid work arrangement a success, no matter where you’re located. 

Contact us today for more information about meeting room rentals, virtual offices, live receptionist services, and several other flexible work solutions. 

CONCLUSION 

Crafting a successful hybrid work policy relies on solid communication protocols, scheduling flexibility, and technology support. 

The best approach is to seek feedback and review your hybrid work arrangement regularly. 

This will tell you what’s working and what’s causing friction, so you can adjust your policy to ensure it continues to match your organization’s – and your team’s – evolving needs. 

Flexibility lies at the heart of every successful hybrid work policy, and Alliance Virtual Offices provides a range of flexible work solutions to support your hybrid work needs. 

Discover how our virtual office solutions enhance connectivity and productivity, fostering a successful hybrid work environment by bridging physical and remote workspaces seamlessly. 

Chat online with our friendly team to learn more! 

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Further reading: 

• Fordham University’s Hybrid/Remote Work Policy: Hybrid Work Policy 
• Fellow’s Blog on Hybrid Work Policy Examples: Hybrid Work Policy Examples from World-Class Companies 

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