5 Features Every Hybrid Workplace System Must Have

A hybrid workplace system can help create a more flexible and pleasant workplace experience for the employees. It can streamline everyday processes for different teams and automate repetitive tasks if implemented right. But not all hybrid workplace systems are designed equal.

To find the right system for your company-specific needs, ask the questions below:

• Is the system easy to use?
• Does it offer seamless booking capabilities?
• How is the UI of the system?
• Can you integrate the system with 3^rd party apps?
• Does it offer a centralized view of the workplace?
• How much time does implementation take?

These will help you narrow down your research to the most suitable systems. And once you have a list ready, you can refine your search further by the features they provide.

After all, what good is a hybrid workplace system without essential features like space management and employee scheduling?

Here are the top five features every hybrid workplace system must have.

1. Space Management

In a hybrid setup, there is a reduced need for office space. So, managers can rethink the available office space and cut costs without compromising employee expectations.

Work desks, meeting rooms, parking areas, and cafeterias are shared spaces that will need better management. From maintaining social distancing norms to ensuring optimal space usage, companies will need to plan these spaces efficiently.

This is why they need a hybrid workplace system offering space management solutions.

With valuable insights into occupancy trends and space usage, managers can plan and redesign the available workspaces to meet employee needs better. They can check for overcrowding and put capacity restrictions. Or convert underused workspaces into informal meeting rooms.

In addition, managers can track meeting rooms and desk usage trends using the hybrid workplace system. This will help them track how employees are using the available workspaces or if any change is needed.

2. Employee Scheduling

If employees are shuffling between in-office and remote work during the week, they need to have clear visibility of their work pipeline. This can be challenging if managers have to manually schedule and notify the employees about tasks.

Since all the employees will not be present in the office at the same time, operations can also slow down due to unclear communication. This is why you should opt for a hybrid workplace system with an employee scheduling feature. It will make managing a hybrid workforce a lot easier.

For the employees perspective too, this feature will be a good addition. Employees can update managers about their availability in advance, so they can create work schedules around their needs. This can help lower absenteeism and last-minute changes considerably.

Moreover, employees and managers can connect within seconds via integrated communication tools. So, time-off requests or job-related queries are conveyed faster. This way, a hybrid workplace system can simplify the entire scheduling process.

3. Visitor Management

In a post-Covid world, prevention will always be better than cure. So, if you are encouraging employees to return to the office or inviting important clients/investors over for meetings, visitor management is a must.

A hybrid workplace system offering visitor management features will help track and monitor the people entering your facility. This will allow you to screen the individuals for signs of infections or otherwise.

Most visitor management systems can track the name, date and time of a person’s entry and exit, and more. This is a must. But companies should look for a hybrid workplace system that records body temperature, vaccination status, contact tracing, and mask compliance as well.

This will ensure companies can track and monitor visitors effectively complying with Covid safety norms.

4. Integrations

If your tech stack includes various tools for communication, meetings, calendars, etc., you need a hybrid workplace system that can integrate with them all. This makes sure your data stays consistent and accurate.

For instance, if the system integrates with Google Calendar, managers will know when employees will be occupied when scheduling work. Or, with Slack integration, the system will help in smoother communication. And when all the workplace tools are connected with the hybrid workplace system, the flow of information is smooth as well. There is reduced miscommunication and productivity soars.

Hence, if a hybrid workplace system integrates with your key business tools, you can make the return-to-office easier.

5. Analytic Reports

Analytics is a critical feature of any hybrid workplace system. While previously, managers could forecast the facility’s needs accurately, the case is not the same today.

With employees in the office only a few times a week, predicting employee needs from a different location will not always go well. This is where managers will need accurate data and insights on employee preferences.

So, an ideal hybrid workplace system must help you capture and analyze occupancy metrics. From desk occupancy and sanitization status to meeting room usage, detailed analytics reports can help managers create a well-organized hybrid workplace.

Managers will have a bird’s eye view of the entire workplace to facilitate better planning and management.

The Bottom Line

The shift to a hybrid work model can be challenging. But fortunately, investing in the right hybrid workplace system can help you navigate these challenges seamlessly. So, when scouting for a system, lookout for the five features mentioned above.

Or, just check out WorkInSync hybrid workplace system, which is one of the best in the market. With features like employee scheduling, space analytics, desk booking, and more, you get multiple capabilities in a single system. Supporting the concept of future of work, WorkInSync is designed to help in employee engagement. It improves employee experience and company culture.

Schedule a demo to learn more.