Hybrid workplace solutions that make flexibility work

Not all that long ago, most people likely heard the term “hybrid” and only thought about vehicles—you know, the ones that use both gas and an electric motor.

But today? Hybrid has become a household name in the working world. Hybrid work arrangements skyrocketed during and immediately following the COVID-19 pandemic and, since then, have remained a common preference for both workers and employers.

Because of that, you likely already have some basic familiarity with what hybrid work is and how it works. But it’s time to dig a little deeper. Let’s break down exactly what hybrid work means, common challenges with this ever-popular model, and the hybrid workplace solutions you can use to steer around those struggles. 

What exactly is a hybrid workplace?

A hybrid workplace is a work model that combines both in-office and remote work options, giving employees more flexibility in where they get their work done. 

While that’s the general definition, hybrid work is more of a broad category than a detailed blueprint. Several different approaches fall under the “hybrid work” umbrella, including:

• Fixed hybrid work model: The company establishes the days and times when employees are allowed to work remotely or required to go into the office.
• Flexible hybrid work model: Employees have full autonomy in choosing their work location.
• Remote-first hybrid work model: Employees default to remote work most of the time but come together in person when required.
• Office-first hybrid work model: Employees default to on-site work but can choose a day (or a couple of days) to work remotely.
• Split-team or role-based hybrid model: Some teams or roles are always remote, while others are always in-office or hybrid, based on the nature of their work.
• Staggered or rotational hybrid model: Employees rotate days or weeks in the office to reduce crowding or meet specific collaboration needs. 

There’s a lot of variety here. Some hybrid workplaces may constantly have a mix of employees working remotely or in the office based on their preferences, while others have the entire staff working the same assigned on-site days. Similarly, some companies allow employees to choose their work location, some have more rigid rules, and others do a mix of both. 

Because a hybrid workplace occurs both inside and outside the walls of a traditional office, companies can’t necessarily depend on a shared workspace as the hub for collaboration. Instead, hybrid workforces use a combination of the following tools to communicate and get their work done:

• Cloud-based tools
• Video conferencing solutions
• Project management platforms
• Communication apps

By relying more on digital methods for communication and collaboration, all team members can stay connected and access the same information—regardless of where they’re working from. 

The rise of hybrid work: Why this model became the new standard

You’re probably getting the sense that a hybrid work model is very broad and customizable—which goes a long way in explaining why it’s so popular. In fact, it’s the most common work arrangement in today’s workplaces.

According to Gallup’s Hybrid Work Indicator, 51% of remote-capable employees in the U.S. work in a hybrid environment. In contrast, 28% are exclusively remote, and 21% work on-site. Hybrid work saw a drastic uptick following the COVID-19 pandemic, when there was still a lot of uncertainty about the safety of returning to the office. While hybrid work is no longer experiencing breakneck growth (adoption of this model has largely leveled off since 2022), we likely won’t see workplaces return entirely to the way they operated pre-pandemic. In short, hybrid is here to stay.

Why? It manages to hit the sweet spot between an employer's desire for in-office collaboration and an employee's desire for more flexibility and better work-life balance.

According to recent research, 39% of Americans said that hybrid was their ideal work schedule, compared to 32% who preferred a fully remote schedule and 29% who wanted a full return to the office. And, in most cases, employers see the benefits of this approach too. 

Hybrid workplace benefits for employees

• Greater flexibility in where they work (which is important, given that flexibility is the most valued employee benefit after only salary).
• Improved work-life balance and reduced burnout (which has become so common it was named an “occupational phenomenon” by the World Health Organization back in 2019).
• Less time and money spent commuting.
• Increased autonomy and trust.
• More opportunities for focused, distraction-free work.
   

Hybrid workplace benefits for organizations

• Access to a wider, more diverse talent pool.
• Lower overhead and office space costs.
• Improved employee satisfaction and retention (in a recent Stanford study, resignations fell by 33% when workers switched from working full-time in-office to a hybrid schedule)
• Boosted productivity and performance.

Hybrid work is far from the only model being used today, but the fact that it seems to be a happy medium makes it the most prevalent approach by far. 

Confusion, connection, and coordination: Understanding the common challenges in hybrid workplaces

A hybrid work model offers plenty of perks, but there are some potential downsides to be aware of, too. Here are four of the most common challenges organizations face when trying to balance flexibility and consistency across remote and on-site teams. 

1. Communication gaps and misalignment

It’s tougher to keep everyone on the same page when they’re split between locations. Information can easily slip through the cracks—especially if something's said in passing after a meeting or shared casually in the office while remote colleagues are offline.

Plus, relying entirely on digital methods for communication can quickly lead to fatigue. Hybrid workers are often inundated with pings, emails, and video calls, which can feel overwhelming without offering the clarity they need.

Managers aren’t immune to these struggles either; 30% of hybrid workers say they’re frustrated by unclear communication from their bosses, and half of workers say they don’t even fully understand their organization’s hybrid work policy.

Without a consistent approach, hybrid work can become a recipe for chaos and confusion—not clear communication and cohesive collaboration. 

2. Inequity between remote and in-office employees

Another major concern in hybrid workplaces is fairness—or the perception of it. It’s easy for remote employees to feel left out of impromptu water cooler conversations, decision-making moments, or even career advancement opportunities.

Some studies show that remote workers are promoted 31% less often than their in-office peers, though others, like Stanford’s recent research, show no meaningful difference.

Either way, the worry is real. And, if employees feel constantly overlooked or undervalued based on where they choose to work, it can quickly chip away at trust and morale. 

3. Weaker relationships and disconnected team cultures

Digital methods can go a long way in helping people forge strong relationships. But, the reality is when you’re not in the same place as the people you work with every day, it’s not easy to build strong bonds. 

When that happens, collaboration suffers. Perhaps unsurprisingly, remote workers spend 25% less time collaborating compared to in-office teams, and loneliness is one of the most commonly cited struggles of remote work. 

While you may think being fully remote is the most isolating work arrangement, research shows that it’s actually hybrid workers who are the most likely to feel disconnected from their colleagues. Why? Because they’re often navigating the in-between—like joining meetings where half the team is together in a conference room while they dial in solo.

This constant flux makes it tough to get into a groove, build momentum with teammates, and feel a sense of shared culture. 

4. Coordination and scheduling headaches

Who’s working from where today? Is everybody available for a team meeting? Should it be in-person or virtual?

These questions that would otherwise be straightforward become daily puzzles in hybrid environments—especially when employees are spread across different time zones or have constantly shifting schedules.

Without clear norms around availability, office attendance, and collaboration, hybrid teams can spend more time figuring out how to work together than actually doing the real, meaningful work. 

5 tips to successfully implement hybrid work

Hybrid work may seem like the best of both worlds—but that’s only if it’s executed well. Whether you’re just getting started with remote work or are improving your existing setup, here are a few tips to help make your hybrid workplace work for everyone.

1. Set clear expectations.

Clarity is key in any workplace—and that’s especially true with a hybrid work model. Employees shouldn’t have to guess when they’re expected to be in the office, how meetings will run, or what availability looks like in a hybrid setup. Spell it all out plainly and revisit that information frequently to confirm it’s clear, accurate, and up-to-date.

2. Focus on outcomes (not hours).

Successful hybrid work requires a high degree of trust. Encourage your managers to shift their focus from monitoring time or presence to measuring results. They should define goals, track progress, and give employees the autonomy and resources to get their work done in the way that works best for them.

3. Be intentional about inclusion.

Your remote employees shouldn’t miss out on visibility, recognition, or opportunities. Make an active and intentional effort to include them. Inclusion could mean defaulting to virtual meetings (even when some team members are in the office) or making space for asynchronous contributions when brainstorming or planning.

Ready to bring your communication and collaboration into a single pane of glass? Get started with Zoho Workplace today.

4. Prioritize the right tools and tech.

Successful hybrid teams need reliable technology. You need tools that will support everything from communication and project management to document sharing and virtual collaboration. Tool fatigue is real, so look for hybrid workplace solutions that check many of those boxes at once. That way, employees can stay connected and move work forward—without endless clicking between apps. 

5. Keep listening and adapting.

Your company and your team are always changing—which means your hybrid work model might need to change, too. Regularly run surveys, gather feedback, and stay open to adjusting your approach. The more you involve employees in shaping the hybrid experience, the more likely they are to feel engaged and supported. 

Hybrid work that actually works

Hybrid work quickly shifted from a niche concept to the new normal in workplaces. It’s a flexible approach that meets employers’ need for collaboration with employees’ desires for autonomy and balance.

While there are challenges involved with this model, they’re not insurmountable—especially with clear strategies and the right mindset.

By understanding the variety of hybrid models available and implementing (and improving) one thoughtfully, your company can create a hybrid work environment that… well, works. 

Simplify your hybrid work setup. Zoho Workplace brings communication, collaboration, and productivity tools into one seamless platform—so your team can focus on what matters, no matter where they’re working from.