Did you know that more than 20 percent of the workforce could work remotely three to five days a week as effectively as they could if working from an office?
Thanks to the pandemic, hybrid work models have emerged as the new norm for many organisations. Hybrid work allows employees to choose where, when and how they work, combining the best of both worlds: the flexibility of remote work and the structure of in-office work.
Hybrid work gives you the freedom to design your workstyle, blending the convenience of remote work and the connection of in-office work. But hybrid work also comes with its own set of hurdles. How do you strike the right balance between flexibility and structure in a hybrid work model? How do you ensure that your hybrid team is productive, collaborative, and inclusive? How do you avoid the pitfalls of hybrid work, such as communication breakdowns, performance issues, or employee disengagement?
In this article, we will explore these questions – discuss some tips and best practices on how to balance flexibility and structure in a hybrid work model, based on the latest research and expert opinions. We will also show you how hybrid work can benefit your organisation and your team.
Flexibility vs structure: finding the right work schedule
One of the most important aspects of hybrid work is finding the right work schedule for your team. A work schedule is the pattern of hours and days that you and your team members work. It can affect your productivity, performance, well-being and satisfaction at work.
There are different types of work schedules that you can choose from, depending on your hybrid work model. Each type has its advantages and disadvantages, so you need to weigh them carefully before deciding. Here are some common types of work schedules and their pros and cons:
- Fixed work schedule:
This is the traditional work schedule, where you and your team members work the same hours and days every week, usually from 9am to 5pm, Monday to Friday. The advantage of this type of schedule is that it provides consistency, predictability and alignment for your team. You know when everyone is available and working on the same tasks. The downside is that it offers little flexibility and autonomy for your team members. They may have difficulty balancing their personal and professional obligations, or they may prefer working at different times or days that suit their preferences or needs better.
- Flexible work schedule:
This is a work schedule that allows you and your team members to vary your start and end times within certain limits, such as a core period or a bandwidth. For example, you may have a core period from 10am to 3pm, where everyone has to be available for meetings or collaboration; but you can start or end your workday anytime between 7am and 7pm. The advantage of this type of schedule is that it provides more flexibility and autonomy for your team members.
They can adjust their work hours to fit their personal and professional obligations, or to match their peak productivity or energy levels. The disadvantage is that it may create confusion, misalignment, or communication gaps for your team. You may not know when everyone is available or working on the same tasks, or you may have difficulty scheduling meetings or collaboration across different time zones.
- Compressed work schedule:
This schedule allows you and your team members to work fewer but longer days per week, such as four 10-hour days instead of five 8-hour days. The advantage of this type of schedule is that it provides more time off and work-life balance for your team members. They can enjoy longer weekends or weekdays off or use their extra time for personal or professional development. The disadvantage is that it may increase fatigue, stress or burnout for your team members. They may have difficulty working longer hours per day, or they may miss out on social or professional opportunities during their off days.
- Staggered work schedule:
This allows you and your team members to work different hours and days per week, such as two days in the office and three days at home, or vice versa. The advantage of this type of schedule is that it provides more diversity and flexibility for your team members. They can choose the best combination of in-office and remote work for their roles and responsibilities, or for their personal and professional preferences.
The drawback is that it may reduce cohesion and collaboration for your team. They may have less face-to-face interaction or shared experiences with their colleagues, or they may feel isolated or disconnected from the organisational culture.
There is no one-size-fits-all solution when it comes to choosing a work schedule for your hybrid team. You need to consider several factors, such as:
- The nature of the work:
What are the tasks and goals that you and your team members need to accomplish? How much collaboration, communication or coordination do they require? How time-sensitive or location-dependent are they?
- The preferences and needs of the employees:
What are the personal and professional circumstances that affect you and your team members’ availability and productivity? How do they differ in terms of working styles, preferences or needs? How do they cope with change or uncertainty?
- The availability and expectations of the customers or stakeholders:
Who are the external parties that you and your team members need to serve or interact with? When and how do they expect to reach you or receive your deliverables? How do they perceive or value your availability or responsiveness?
- The alignment and coordination with other teams or departments:
How do you and your team members depend on or collaborate with other teams or departments within the organisation? How do their work schedules affect your work schedules? How do you ensure alignment and coordination across different work schedules?
By considering these factors, you can choose the best work schedule for your hybrid team that balances flexibility and structure, and that supports your team’s productivity, performance, well-being and satisfaction.
Flexibility vs structure: finding the right work location
Another important aspect of hybrid work is finding the right work location for your team. A work location is a place where you and your team members perform your work. It can affect your productivity, performance, well-being and satisfaction at work.
There are many types of work locations that you can look at depending on your hybrid work model. Each has its pros and cons, so you might want to examine both carefully before making a final decision. Types of work locations and their pros and cons:
- Homework location:
This is the most common work location for remote workers, where you and your team members work from your own homes or apartments. The advantage of this type of location is that it provides the most flexibility and comfort for your team members. They can save time and money on commuting, customise their work environment, and enjoy more privacy and autonomy. The downside is that it may create distractions, interruptions or isolation for your team members. They may have difficulty separating their work and personal lives, or they may lack social or professional support from their colleagues or managers.
- Office work location:
This is the traditional work location for in-office workers, where you and your team members work from a shared physical space provided by the organisation. The advantage of this type of location is that it provides the most structure and connection for your team members.
They can access the facilities and equipment provided by the organisation, interact and collaborate with their colleagues or managers face-to-face, and feel more engaged and aligned with the organisational culture. The disadvantage is that it may create stress, fatigue or dissatisfaction for your team members. They may have to deal with long or costly commutes, rigid or inflexible work hours, or a lack of privacy or autonomy.
- Coworking space work location:
This location allows you and your team members to work from a shared physical space provided by a third-party provider. The advantage of this type of location is that it provides more variety and convenience for your team members. They can choose from different locations that are closer to their homes or clients, access the facilities and equipment provided by the provider, and network and socialise with other professionals from different fields or industries.
The setback is that it may create confusion, inconsistency or expense for your team members. They may have to adapt to different rules or norms of each coworking space, deal with varying levels of quality or availability of the facilities or equipment, or pay extra fees or charges for using the coworking space.
- Anywhere work location:
This allows you and your team members to work from any place that has an Internet connection and a suitable work environment. The advantage of this type of location is that it provides the most freedom and diversity for your team members.
They can travel and explore different places while working, experience different cultures and lifestyles, and enjoy more creativity and inspiration. The challenge is that it may create challenges, risks, or trade-offs for your team members. They may have to cope with unreliable or insecure Internet connections, deal with different time zones or languages, or sacrifice their personal or professional relationships.
Again, when it comes to choosing a work location for your hybrid team. You need to consider several influences, such as:
- The nature of the work:
What are the tasks and goals that you and your team members need to accomplish? How much collaboration, communication or coordination do they require? How time-sensitive or location-dependent are they?
- The preferences and needs of the employees:
What are the personal and professional circumstances that affect you and your team members’ availability and productivity? How do they differ in terms of working styles, preferences, or needs? How do they cope with change or uncertainty?
- The security and privacy of the data and information:
What are the types and levels of data and information that you and your team members need to access or handle? How sensitive or confidential are they? How do you ensure their security and privacy across different locations?
- The cost and availability of the facilities and equipment:
What are the types and levels of facilities and equipment that you and your team members need to perform your work? How expensive or accessible are they? How do you ensure their quality and reliability across different locations?
So, by considering these factors, you can choose the best work location for your hybrid team that balances flexibility and structure, and that supports your team’s productivity, performance, well-being and satisfaction.
Flexibility vs structure: finding the right work communication
The last but not least aspect of hybrid work is finding the right work communication for your team. Work communication is the way you and your team members exchange information, ideas, feedback and emotions. It can affect your productivity, performance, well-being and satisfaction at work. There are distinct categories of work communication that you can consider, depending on your model.
- Synchronous vs asynchronous work communication:
This is the difference between communicating in real-time or with a delay. For example, a Zoom conversation and a phone call are synchronous, while an email and a Slack message are asynchronous. The advantage of synchronous communication is that it provides more immediacy and clarity for your team members. You can get instant responses, resolve issues quickly, and build rapport and trust.
The downside is that it may create interruptions, distractions or pressure for your team members. They may have to stop their workflow, deal with multiple requests, or respond on the spot. The advantage of asynchronous communication is that it provides more flexibility and autonomy for your team members. They can choose when and how to communicate, manage their own pace and priorities, and craft their messages carefully.
The disadvantage is that it may create delays, misunderstandings or disconnection for your team members. They may have to wait for responses, clarify their intentions or expectations, or miss out on non-verbal cues or emotions.
- Formal vs informal work communication:
The difference between communicating in a structured or casual way – such as a report and a presentation – is formal while a chat and a joke are informal. The good part of formal communication is that it provides more accuracy and professionalism for your team members. You can convey important information, follow standards and protocols, and demonstrate your competence and credibility. While the advantage of informal communication can provide more simplicity and friendliness for your team members. You can convey personal opinions, use simple and familiar language, and show your personality and humour.
The demerit is that it may create rigidity, complexity or boredom for your team members. They may have to follow strict rules or formats, deal with jargon or technicalities, or lose interest or attention. This may create ambiguity, inconsistency or offense for your team members. They may have to interpret vague or unclear messages, deal with different styles or preferences, or avoid inappropriate or insensitive remarks.
- Verbal vs written work communication:
This is communicating with words or text. For example, a speech and a podcast are verbal, while an email and a blog are written. Verbal communication provides more expressiveness and engagement for your team members. You can use a tone of voice, inflection and emphasis to convey your meaning and emotion. You can also capture the attention and interest of your audience with stories and examples. The disadvantage is that it may create errors, distractions or forgetfulness for your team members. They may have to correct mistakes or misunderstandings on the spot, deal with background noise or interruptions, or rely on memory or notes to recall information.
- Face-to-face vs virtual work communication:
Communicating in person or online – a meeting and a workshop are face-to-face, while a video call and a webinar are virtual. Face-to-face communication offers more presence and connection for your team members. You can use body language, eye contact and gestures to communicate non-verbally and enhance your message. You can also build rapport and trust with your colleagues by sharing physical space and experiences.
The cool factor of virtual communication is that it provides more convenience and accessibility for your team members. You can communicate from anywhere, anytime, and with anyone, using technology and tools to facilitate your communication. You can also reach a wider and more diverse audience by overcoming geographical or physical barriers.
The disadvantage is that it may create inconvenience, expense or risk for your team members. They may have to travel long distances or incur costs to meet in person, deal with different schedules or availability of their colleagues, or expose themselves to health or safety hazards. It may create technical issues, fatigue or isolation for your team members. They may have to cope with unreliable or incompatible technology or tools, deal with screen overload or Zoom fatigue, or feel lonely or disconnected from their colleagues.
Several factors to consider:
- The purpose and urgency of the message:
What are you trying to communicate and why? How important or time-sensitive is it? How do you ensure that your message is clear and consistent?
- The clarity and consistency of the communication:
How do you convey your message in a way that is easy to understand and follow? How do you avoid confusion, miscommunication or conflict? How do you provide feedback and recognition?
- The feedback and engagement of the recipients:
How do you ensure that your message is received and acknowledged? How do you invite questions, comments or suggestions? How do you measure the effectiveness and impact of your communication?
- The technology and tools available:
What are the types and levels of technology and tools that you and your team members have access to? How reliable or secure are they? How do you use them to enhance your communication?
The key to hybrid work success – embracing the best of both worlds
The future of work is hybrid work. A game-changer for employees and employers alike, this flexible model brings a host of benefits, including increased productivity, performance, well-being and satisfaction. However, it also presents its fair share of challenges, such as preserving company culture, fostering innovation, and promoting inclusivity. To thrive in the hybrid work landscape, striking the right balance between flexibility and structure is key.
Flexibility and structure are not adversaries; they are partners in success. Flexibility allows you to adapt to evolving circumstances and individual preferences while structure provides stability and guidance. Success is finding the ideal harmony that aligns with your unique hybrid work model, your team’s aspirations, and your organisation’s values.
Achieving this equilibrium is an ongoing process, not a one-time fix. Effective communication, collaboration and regular evaluation are essential. Keep an open line of dialogue with your team members, manager, clients and stakeholders. Foster proactive collaboration and encourage creative problem-solving. Periodically assess your hybrid work model, team performance and organisational outcomes with objectivity and a growth mindset.
Embracing the delicate dance between flexibility and structure holds the key to hybrid work success. It empowers you to design a working model that caters for your unique needs, propels your team forward, and drives organisational growth. Embrace the positive change and rewarding experience that hybrid work offers.
>>>the writer is a management and business consultant with 10 years of industry experience, CEO of Commec Group, and writer. A multiple award-winning consultant delivering exceptional results for clients. She specialises in strategy and planning, operations, project & change management, innovation, and performance improvement. Contact: [email protected] | 0507038639
