By focusing on these guidelines, firms can create a safe, flexible, and productive return-to-office environment that addresses the needs and concerns of their workforce.
After years of remote work, client-facing firms are returning to the office. If you work at a consulting agency, law office, or accounting firm, you are likely busy planning to bring employees back onsite. Adopting a new work model is a big task, especially for office leaders who bear much of the responsibility.
What does the return to office entail?
After the pandemic in 2020, many companies want their employees to come back to work at the office. But not all jobs are the same. Some industries, like healthcare and manufacturing, need people at work every day. But others, like tech companies, are okay with people working from home sometimes. In the US, only 16% of companies let people work from home all the time. Most companies are still deciding how often people should come to the office, maybe 1 or 2 days a week.
The good news is that by following these four return-to-office guidelines, you can lead your firm’s transition smoothly:
1. Selecting the Ideal Work Model for Your Firm-
The first big decision when going back to the office is how people will work. It can be everyone coming in every day or a mix of office and remote work. If it’s a mix, you need to decide how it will work. Here are some questions to help you choose:
- How many people can your office hold? If not everyone can come in at once, a schedule-based mix could be good. With this, people have set times to come in, so you know how many will be there each day. This helps you plan things like meeting rooms.
- How flexible can people be with their office time? For more flexibility, an activity-based mix could work. Here, what people do decides when they come in. For example, they might need to be there for team meetings or to meet clients. But it’s harder to know when everyone will be in.
- Do people need to meet face-to-face? If yes, everyone coming in every day or a schedule-based mix is better. These give a clear idea of when people will be there, making it easier to plan in-person meetings.
2. Assess Your Office Space and Furniture-
Like many other firms, yours has likely changed since you were last fully in the office. You might have new employees, a different number of staff, a new work model, or even a different office. Your old office setup might not work for your current needs. Assessing your space and furniture will help you decide what changes to make before reopening. Here’s what to review at each location:
Desks:
Compare the number of desks to your current number of employees. For a hybrid work model, aim for a 1.5 or 2:1 employee-to-desk ratio. For a traditional five-day office week, plan for a 1:1 ratio.
Meeting Rooms:
Consider your current number of employees. Aim for one meeting room for every 12 employees. If you regularly host clients, increase the number of meeting rooms. If you lack meeting rooms, convert other spaces into meeting areas.
Heads-Down Spaces:
These quiet areas can include lounges, couches, or meeting pods. Start with five quiet spaces per 100 employees, but adjust based on your office’s purpose and your employees’ preferences.
Informal Meeting Spaces:
Reserve these spaces for casual one-on-ones, group gatherings, or informal client meetings.
Employee Growth Rate:
If you plan to hire more employees, you may need to adjust your space, buy new furniture, or find a larger office. Knowing your growth plans for each location helps you prepare for changes.
3. Adopt the right workplace technologies-
Once your firm has chosen a work model and reviewed your office spaces, it’s time to get ready for the return. Using the right technology will make the office functional and efficient. At a minimum, include desk and meeting room booking systems, video conferencing tools, and remote collaboration and communication tools. These will help employees be productive, even if some team members or clients are remote. For a smooth-running office, use a platform designed for flexible work and a seamless guest experience. Look for features such as:
- Interactive workplace maps: Virtual maps that show important office areas, helping employees find the spaces and amenities they need.
- Foot traffic and space usage data: Data that lets you track how the office is used and improve the space continuously.
- Guest management: Systems to manage guest visits by allowing them to complete forms and upload documents before arriving. You can also see who is expected and screen guests in advance to ensure they are approved to enter.
4. Effectively Communicate Changes with Your Firm-
Managing the Return to Office
Prepare for changes when returning to the office. Include these details in your office policy:
- Who needs to return and when
- The benefits of returning to the office
- How often employees should work onsite
- Changes to the office space
- Other relevant information for your firm
Effective Communication
Good communication is crucial for a smooth transition. Over-communicate your return-to-office policy through various channels like email, Slack, and company meetings. Let employees know where to ask questions. Create a dedicated communication channel, like a Slack group, for ongoing questions. This helps employees get quick answers and reduces repeated questions.
Smooth Transition Planning
Planning the return to the office is a big task, but following these guidelines can simplify the process. With careful planning and the right tools, you can ensure a smooth transition for your employees.
Conclusion-
In conclusion, firms should focus on health and safety, offer flexible work options, maintain clear communication, and invest in technology for a successful return to the office, prioritizing employee well-being and productivity.
Rahman, CTO of onfra.io, drives technological advancements and strategic vision. With a focus on cutting-edge solutions, Rahman spearheads the development team at onfra.io, shaping the future of visitor management technology.