Adapting to Hybrid Working: The Role of Facilities Management

Creating Flexible Workspaces

Hybrid working requires a rethinking of the office layout. Traditional fixed desks and cubicles are being replaced by more flexible and collaborative spaces. Facilities management plays a vital role in redesigning these environments to accommodate both in-office and remote employees.

Key Strategies:

• Hot-desking systems, where employees can reserve desks on the days they come in, are becoming more common.
• Shared workspaces or zones for team collaboration, rather than individual workstations, encourage flexibility and communication.
• Meeting rooms equipped with video conferencing technology allow remote employees to easily connect with in-office staff, ensuring seamless collaboration.

Facilities managers are responsible for the planning, implementation, and smooth operation of these new workspace designs, ensuring they align with the business’s hybrid work policies.

Supporting Health and Safety in Hybrid Workspaces

In a post-pandemic world, health and safety have become top priorities. With a fluctuating number of employees in the office on any given day, facilities management must ensure that safety standards are maintained without disruption.

Key Considerations:

• Social distancing: Adjusting office layouts to accommodate the latest guidelines, creating open areas that prevent overcrowding.
• Sanitisation: Implementing robust cleaning and disinfecting protocols, particularly in shared areas such as meeting rooms and hot-desking stations.
• Air quality: Monitoring and improving ventilation systems to ensure fresh air circulation and reduce the spread of airborne viruses.

FM teams also need to ensure that health and safety policies are communicated effectively to all staff, both remote and in-office, to maintain compliance with UK regulations.

Managing IT Infrastructure and Security

In a hybrid working model, employees need access to company systems and resources both in the office and remotely. Facilities management must collaborate with IT departments to ensure that the necessary technology infrastructure is in place.

Key Roles:

• Robust Wi-Fi networks and cloud-based systems allow employees to access files and applications from anywhere, keeping productivity levels high regardless of location.
• Cybersecurity measures are paramount, as remote access to company systems can increase vulnerability to cyberattacks. Facilities managers play a role in ensuring physical IT security in offices and coordinating with IT on remote access protocols.
• Smart building technology can be integrated to allow seamless entry and management of access control for employees who work flexibly.

Ensuring that the office remains a secure, tech-enabled environment is critical for the success of hybrid working.

Energy Management in Partially Occupied Buildings

One of the challenges of hybrid working is managing energy consumption in buildings that are only partially occupied. Facilities management must implement strategies to ensure that energy efficiency is maintained without overloading or underutilising building resources.

Energy Management Techniques:

• Installing smart lighting systems that adjust based on occupancy can help cut down unnecessary energy use.
• Heating, ventilation, and air conditioning (HVAC) systems can be optimised to only serve occupied zones, reducing costs in underutilised areas.
• Real-time energy monitoring systems can provide data on usage patterns, enabling facilities managers to make informed decisions on how to run the building efficiently when fewer people are present.

By adopting energy-efficient solutions, facilities managers can contribute to sustainability goals while keeping operational costs in check.

Employee Wellbeing and Engagement

Hybrid working has changed how employees interact with their workplace. Facilities management can play a pivotal role in ensuring that the office environment remains an attractive and productive space for those who choose to come in.

Wellbeing Initiatives:

• Comfortable, ergonomic workstations and quiet zones can improve employee wellbeing and concentration during their time in the office.
• Break areas and outdoor spaces offer opportunities for relaxation and recharge, helping employees balance productivity and mental health.
• Indoor air quality monitoring and natural light exposure can further enhance the health and comfort of the workplace.

Facilities managers should collaborate with HR and leadership teams to continuously assess and improve the workplace experience, ensuring employees remain engaged and satisfied.

Conclusion:

The hybrid working model presents both challenges and opportunities for businesses, and facilities management is at the heart of this transformation. From creating flexible workspaces and ensuring health and safety, to managing IT infrastructure and optimising energy use, FM teams are instrumental in ensuring the success of this new working model.

By embracing innovation and adopting a forward-thinking approach, facilities managers can support businesses in adapting to the future of work while ensuring that employees have a safe, efficient, and engaging environment to return to.

If you need help adapting your facility to a hybrid working model SEFM are proud to offer facilities management services across the UK; if you need any help with your facility, fill out our form by clicking here and a member of our team will be happy to assist you!