Let’s explore each one in more detail:

Hot Desking

Hot desking refers to a flexible seating arrangement where employees do not have assigned desks or workstations. Instead, they choose an available workspace on a first-come, first-served basis each day.

This approach promotes a dynamic and collaborative work environment, as employees have the opportunity to interact with different colleagues regularly.

Hot desking is typically suitable for organizations with a mobile or remote workforce, or those that prioritize flexibility and collaboration in their work culture.

Desk Sharing

Desk sharing is similar to hot desking, but with a slight difference. In desk sharing, employees still do not have permanent assigned desks.

However, instead of choosing a different workspace each day, they share desks with others who work on different shifts or at different times. For example, if one employee works in the morning, another employee may use the same desk in the afternoon.

Desk sharing allows organizations to optimize space utilization and reduce the number of desks required, which can be advantageous for companies with limited office space.

Hoteling

Hoteling, also known as hoteling stations or office hoteling, is a reservation-based system where employees reserve a workspace or office in advance for a specific period.

With hoteling, employees have the flexibility to choose a suitable workspace depending on their needs, whether it’s a desk, cubicle, or private office. This system is often facilitated through a technology platform or software that manages the reservations and provides real-time availability information.

Hoteling is particularly useful for organizations that have a mobile workforce or employees who spend a significant amount of time working off-site. It allows employees to have a designated space when they need it, promoting productivity and a sense of belonging.

Desk booking system

In summary, while hot desking, desk sharing, and hoteling share the common goal of optimizing office space and promoting flexibility, they differ in terms of the level of workspace flexibility and the reservation system used.

Employees can easily book desks or offices through a mobile app or web portal, ensuring they have a designated workspace when they need it. The system can also provide insights on space utilization, helping organizations optimize their office layout and identify opportunities for cost savings.

Additionally, smart office systems can offer features like personalized preferences, such as adjustable lighting and temperature settings, to enhance employee comfort and productivity.

By leveraging technology, a smart office system streamlines the desk booking process, improves efficiency, and enhances the overall experience of employees participating in these flexible workspace strategies.

Start your free trial desk booking system now!

The post What’s the Difference Between Hot Desking, Desk Sharing, and Hoteling? first appeared on ONEs Blog.

Over the past year, many large employers have settled on a hybrid model as the best path forward.

According to new policies from tech giants like Google and Microsoft, as well as consulting firms IBM, EY, and McKinsey, most companies now aim to have employees split their time between working remotely and coming into physical offices or client sites.

They recognize that employees value flexibility, but that in-person interaction remains important for activities like team building, coaching/mentoring, ideation sessions, and complex problem-solving projects.

The specifics vary, but many employers ask staff to be on-site two to three days per week. Some cite internal data showing hybrid models may optimize outcomes around the 40-60% range for time spent collaborating face-to-face. Products measured include metrics like productivity, employee well-being, retention rates, and client feedback.

Being able to cater policies to different job functions and team needs is also a priority, as a one-size-fits-all approach will not work for all companies or roles. Consulting, for example, requires more on-site client time. Overall, companies continue refining their strategies through testing and employee surveys.

While the pandemic blurred the lines between work and home life, fully remote arrangements seem to be losing favor compared to balanced hybrid policies. For most major employers, the emerging standard is a flexible approach balancing office collaboration with the autonomy of remote work.

This “new normal,” hybrid appears poised to become the dominant structure for many white-collar jobs.

Learn more about how to implement your hybrid office: Offision – your all-in-one smart office platform

The post The Rise of Hybrid Work: How Major Companies Are Balancing Flexibility and Collaboration first appeared on ONEs Blog.

Desk booking systems enable employees to reserve a desk in advance, providing them with the flexibility to choose a workspace that suits their needs. However, implementing a desk booking system can be challenging, and there are some common challenges that companies may face.

This article will discuss these challenges and provide tips for successfully implementing desk booking systems in hybrid work environments.

Employee adoption

One of the biggest challenges in implementing a desk booking system is employee adoption. Some employees may prefer their desks or may be resistant to change, so it’s important to communicate the system’s benefits and provide training to ensure a smooth transition.

Companies need to explain how the system will benefit employees, such as increased flexibility and productivity. Communication should be ongoing to keep employees informed about updates or changes to the system.

It’s also important to provide training and support to ensure that employees are comfortable using the desk booking system. Companies can provide training in the form of online tutorials, in-person sessions, or one-on-one coaching.

Technology issue

Another challenge in implementing a desk booking system is technology issues. Desk booking systems rely heavily on technology, and technical issues can arise, such as system downtime or connectivity issues.

Desking booking systems like Offision can help companies quickly implement their booking system without the need to have a dedicated IT team
to manage and troubleshoot the system. It also comes with a user guide or FAQ document that outlines how to troubleshoot common technical issues.

Real estate management

Real estate management is another challenge in implementing a desk booking system. Companies need to ensure that there are enough workspaces available for employees who need them. This requires careful management of office space, which can be a complex task.

Desking booking systems can help companies easily manage hundreds of hot desks with policy setting and quota mechanisms. Administrators can monitor the use of office space regularly and make adjustments as needed to ensure that employees have access to the workspaces they need in the management console.

Conclusion

In conclusion, implementing a desk booking system in a hybrid work environment can be challenging, but with careful planning and management, these challenges can be overcome.

With the right desk booking system, companies can ensure employee adoption by communicating the benefits of the system and providing training and support.

They can address technology issues by having a robust IT infrastructure and support system in place that the desk booking system provides. And they can optimize office space by carefully managing real estate needs and monitoring usage on the desk booking system easily.

By successfully implementing a desk booking system, companies can increase flexibility, productivity, and accountability in their hybrid work environments.

Learn more about Offision for your new hot-desking environment.

The post Challenges in Implementing Desk Booking Systems first appeared on ONEs Blog.

However, implementing hot desking can be challenging, especially for organizations that are used to traditional office setups. In this blog, we will provide you with tips to implement hot desking in your workplace successfully.

From planning and communication to technology and workspace design, we will cover all the key aspects that you need to consider to ensure a smooth transition to hot desking. So, whether you are a small business or a large corporation, these tips will help you make the most of this innovative office concept.

Prepare workspaces and technology

One of the key factors in successfully implementing hot desking is ensuring that desks and shared workstations are set up properly with all the necessary equipment.

Basic equipment

Basic equipment includes computers, phones, and headsets, as well as any other equipment that is required for employees to do their jobs effectively. By making sure that each workstation is appropriately equipped, you can help ensure that employees are able to work efficiently and productively, no matter where they are sitting.

Hot desk booking system

Investing in easy setup technology solutions like the Offision smart office system can also help to minimize configuration hurdles and make it easier for employees to get up and running quickly.

Offision is designed to be user-friendly and intuitive, with a simple setup process that allows employees to easily connect to the network and access the desk, tools, and resources they need to do their jobs. By using a solution like this, you can help to remove some of the barriers to adoption and make the transition to hot desking as smooth as possible.

Hot-desk panel

Qbic TD-0350 is one of the best choices for companies as hot-desk devices on their desks, provide a complete desk reservation experience.

Booking a space through any platform is only one part of the reservation process. With devices like Qbic TD-0350, reserving, locating, securing, identifying, and checking into a desk reservation experience is made complete.

This can help to eliminate confusion and ensure that each employee has a designated workspace, even in a shared environment. By providing employees with a user-friendly and reliable reservation system and simple, elegant devices, you can help to make hot desking a more attractive option for your team.

Establishing clear policies

Establishing clear policies is essential to the successful implementation of hot desking in the workplace. This includes outlining policies around reservations, cleaning, and etiquette to ensure that all employees are aware of the expectations and guidelines for using shared workspaces.

It’s important to ensure that these policies are clearly communicated to all employees, both verbally and in writing. This can be done through training sessions, company-wide emails, or by posting the policies in a visible location, such as in the shared workspace itself. By ensuring that everyone is on the same page, you can help to minimize confusion and ensure that hot desking is a positive experience for all employees.

With the Offision smart office system, policies can be implemented automatically, making it easy to enforce guidelines around desk reservations, cleaning, and other important aspects of hot desking.

For example, the system can automatically release a desk if it has not been occupied within a certain period, or it can call service staff to clean their workspace before leaving.

By using technology to help enforce policies, you can ensure that everyone is following the guidelines and that the shared workspace remains organized and productive.

Consider schedule flexibility

Consideration of schedule flexibility is an important aspect of implementing a successful hot desking program. Allowing employees the flexibility to assign and change their hot desk reservations can help to make the transition to hot desks easier and more appealing. By giving employees some autonomy over their workspace, they are more likely to embrace the new system and be productive in their work.

One way to facilitate this flexibility is by using a hot-desk device like the Qbic TD-0350. Hot desk panel installed on the desk provides a user-friendly interface that allows employees to easily reserve, release, and change their hot desk reservations on-site at any time.

This can help to eliminate scheduling conflicts and ensure that employees always have a designated workspace when they need it.

Monitor and tweak as needed

By gathering feedback from employees, you can gain valuable insights into what is working well and what needs improvement. This feedback can be gathered through surveys, focus groups, or one-on-one meetings, and can help you to identify areas where changes may be needed.

Once you have collected feedback, it’s important to make adjustments to the office management system accordingly. This may include changes to the reservation process and booking policies, adjustments to the layout of the workspace, or updates to the technology used to support hot desking. Offision fully supports these kinds of customizations in your office within a few steps.

By implementing changes based on the feedback you receive, you can help to ensure that the hot desking program continues to meet the needs of your employees and the organization as a whole.

Conclusion

In conclusion, successfully implementing hot desking in the workplace can bring numerous benefits, including cost savings, increased collaboration, and improved flexibility.

By leveraging technology solutions like the Offision smart office system and hot-desk devices like Qbic displays, organizations can streamline the hot-desking process and make it a more attractive option for employees.

To ensure a successful hot desking implementation, it’s important to follow the tips outlined in this blog, including preparing workspaces and technology, establishing clear policies, considering schedule flexibility, and monitoring and tweaking the program as needed.

By taking these steps, organizations can help to create a productive and efficient shared workspace environment that meets the needs of all employees.

Overall, hot desking has the potential to be a game-changer for modern workplaces. By embracing this innovative concept and leveraging the latest technology solutions, organizations can create a more flexible and collaborative work environment that benefits everyone involved.

The post Tips to successfully implement hot desking first appeared on ONEs Blog.

On the other hand, a well-designed conference room display solution can help streamline the meeting process, increase productivity, and improve overall workplace satisfaction.

In this blog post, we will explore the importance of effective conference room displays and how ONES can help revolutionize your meetings.

How do conference room display solutions work?

A conference room display solution typically involves a digital display screen, such as a TV or monitor, mounted on the wall of the conference room.

This display can be connected wirelessly to a variety of devices, such as laptops, tablets, and smartphones, allowing for easy and seamless presentations.

Components of a conference room display solution

Conference room display solutions typically consist of three main components:

• Hardware: This includes the display device itself, which could be a large-screen TV, a projector, or a video wall, as well as any necessary cables and connectors.
  
• Software: The software component of a conference room display solution is what allows you to manage and control the content being displayed on the hardware. This might include a digital signage platform, a meeting room booking system, or an app that integrates with your video conferencing software.
  
• User interface: The user interface is how you and your colleagues interact with the conference room display solution. This could be a touchscreen display mounted on the wall, a tablet that you pass around during meetings, or even your own smartphone or laptop.
  The goal of the user interface is to make it easy and intuitive to control the content being displayed, whether you’re sharing a presentation or adjusting the room’s lighting and temperature.

Benefits of using a conference room display solution

There are several benefits to using a conference room display solution in your workplace, including:

1. Improved collaboration: With a high-quality display, your team can collaborate and share information more effectively. Everyone can clearly see the same information, and any changes or updates can be made in real-time.
   
2. Better engagement: A visually appealing display can help keep meeting attendees engaged and focused. This is especially important when presenting complex or technical information.
   
3. Increased productivity: With a conference room display solution, you can save time and increase productivity by eliminating the need for manual set-up and troubleshooting. This means you can start meetings more quickly and avoid interruptions due to technical difficulties.
   
4. Cost-effective: While investing in a conference room display solution may seem like a significant expense, it can actually save you money in the long run. By eliminating the need for manual set-up and troubleshooting, you can save valuable employee time and reduce the need for IT support.
   
5. Versatility: A conference room display solution can be used for a variety of purposes beyond meetings. For example, you can use it for training sessions, presentations, and even as a digital signage solution. This makes it a versatile and cost-effective investment for your workplace.

What to Look for in Conference Room Display Solutions

When evaluating different conference room display solutions, there are certain features and capabilities that can make a big difference in terms of user experience and productivity. Here are some of the key things to look for:

1. Compatibility with multiple devices and platforms: A good conference room display solution should be able to connect with a variety of devices and platforms, including laptops, tablets, smartphones, and different operating systems (such as Windows, macOS, iOS, and Android).
   
2. Intuitive user interface: The display interface should be easy to use and intuitive, even for people who are not tech-savvy. Look for a solution that allows users to quickly start and end meetings, adjust settings, and customize the display layout.
   
3. Seamless integration with other workplace technologies: If your organization uses other workplace technologies, such as calendaring software, room booking systems, or video conferencing tools, make sure the conference room display solution can integrate with these tools.
   
4. Security and privacy features: In order to protect sensitive information and maintain privacy, the conference room display solution should have robust security features, such as encrypted connections, password protection, and automatic logoff.

What you should be aware of in Conference Room Display Solutions?

When implementing a new conference room display solution, it’s important to be mindful of common mistakes that can lead to frustration and decreased productivity. Here are some common mistakes to avoid:

1. Choosing the wrong technology: It’s important to select a conference room display solution that is appropriate for your organization’s needs. Don’t make the mistake of choosing a solution that is too complex or expensive for your needs, or one that doesn’t have the features you require.
   
2. Poor installation: Even the best conference room display solution won’t be effective if it’s not installed correctly. Make sure you work with a professional installer who can ensure that the technology is set up properly and that it integrates seamlessly with your existing infrastructure.
   
3. Inadequate training: Employees may struggle to use a new conference room display solution if they don’t receive proper training. Don’t make the mistake of assuming that everyone will be able to figure it out on their own. Make sure you provide comprehensive training to ensure that everyone is comfortable using the technology.
   
4. Ignoring user feedback: It’s important to listen to feedback from employees who are using the conference room display solution on a regular basis. Don’t make the mistake of assuming that everything is working perfectly just because there aren’t any major issues. Take the time to solicit feedback and make adjustments as needed to ensure that the solution is meeting everyone’s needs.

The post Conference Room Display Solutions to Revolutionize Your Meetings first appeared on ONEs Blog.

Meetings of any kind are also prohibited on Wednesdays, and any event with a guest list of more than 50 individuals may only be conducted on Thursdays between 11 a.m. and 5 p.m. ET.

“The best thing founders can do is subtraction”

Rather than increasing the meetings for each employee to “improve productivity”, Chief Executive Officer Tobi Lutke of Shopify prefers to change this norm: “As people add things, the set of things that can be done becomes smaller. Then, you end up with more and more people just maintaining the status quo.”

Large, protracted, and ineffective meetings have become a nuisance in today’s hybrid workplace, driving businesses to strive to reduce them. According to Bloomberg, Meta, Facebook’s parent company; Atlassian, a software business; and Clorox all have no-meeting days scheduled.

According to a poll done last year, employees spend almost 18 hours per week in meetings on average, and they only refuse 14% of invites, despite the fact that they would prefer to decline 31% of them.

In line with the research, huge corporations spend around $100 million every year avoiding non-critical meetings.

“Uninterrupted time is the most precious resource of a craftsperson, and we are giving our people a ‘no judgment zone’ to subtract, reject meetings, and focus on what is most valuable,” said Kaz Nejatian, Shopify’s vice president of product and chief operating officer, in a statement.

Poorly managed meetings hurt 

According to Steven Rogelberg, a professor of organizational science, psychology, and management at the University of North Carolina in Charlotte, poorly managed meetings can harm employee engagement and even increase their desire to resign.

Meeting time more than doubled in the first two years of the pandemic, according to Microsoft data based on thousands of users of its office software, as did the frequency of weekly meetings.

Based on research conducted by France’s NEOMA Business School, no-meeting policies can boost productivity while reducing employee stress. Meetings, on the other hand, are not going away completely at Shopify.

There will be a “two-week cooling down period” before anybody may reschedule a canceled meeting, according to the corporation. It will now solely utilize Slack as an instant messenger, with “big, bulky” chat groups reserved for announcements.

Customize your meetings with ONES

Office management is not an easy task for all time, especially nowadays people expect high flexibility and autonomy in working time and places. An all-in-one smart office system like ONES can help you easily manage your meeting schedule and office resource on your mobile.

Users that have administrator permission can manage the meetings schedule of different parties and departments. Users can even perform actions such as “calendar purge” and “no-meeting days” set-up through customizable booking rules on meeting time span, recurring patterns, business hours, etc.

An all-in-one smart office system can help companies to well organize the meeting schedule and office resources, and eliminate large, protracted, and ineffective meetings that would actually harm the productivity of your office.

Learn more about how hybrid working helps you, and implement your own All-in-one smart office system.

The post Why Shopify purges meetings directly from calendars? first appeared on ONEs Blog.

Carol Colbert, Director of Global Workplace Strategy and Innovation at The Coca-Cola Company, hired a space design professional to collaborate on the redesign of The Coca-Cola Company’s Singapore headquarters. 

Coca-Cola’s new hybrid workplace  

Coca-Cola provided employees with some communal areas to relax and connect with colleagues, which means the new workplace incorporates the communication culture of Singapore. 

Another important part is that the redesigned office has a more casual and open work area where there is a corridor with a view of the sea, allowing employees to work in a comfortable and beautiful work environment.

Colbert and space design professional Anoma Baste also equipped the space with some open seating arrangements and bike desks facing toward the water, so employees can exercise while working, helping to reduce work stress. 

Moreover, Baste says the space was designed to allow employees to “take some time to sit quietly and meditate, [and] do some quiet work.”  The result is they have found it to be a very popular workplace for employees because the quiet workspace helps staff to relax and contributes to the quality and productivity of their work. 

What else is Coca-Cola focused on? 

Colbert and baste worked on redesigning and transforming Coca-Cola’s Singapore location to enable hybrid working. The redesigned office features fewer fixed elements and walls, plus provides mobile equipment, such as hot desks, to support employees to work flexibly. 

Additionally, Coca-Cola “relies heavily on Microsoft Teams” and is working on “pop-up technology”. The aim is they want to offer some multi-functional communication tools and technology for employees, allowing them to communicate and collaborate with various colleagues and support remote colleagues back in the office work seamlessly. 

Reason for Coca-Cola implementing hybrid work 

Coca-Cola’s workplace rights policy is comprised of provisions outlined in international human rights standards, such as the Universal Declaration of Human Rights, Coca-Cola states its mission in developing the policy, stating “We value our relationship with our employees.”  

They are committed to creating an open and inclusive workplace based on recognized workplace human rights, where all employees are valued and motivated to be their best selves.

As a result, they have decided to give employees flexibility in their work by implementing flexible work and allowing them to arrange their own personalized work schedules by themselves. Also, Coca-cola believed that these approaches can help them to retain talent.  

What setup can support a hybrid office? 

A hybrid office should use a functional office management system, which helps Singapore employees use office resources efficiently, such as rooms, desks, and office equipment, and support them to have remote work and virtual meetings with their colleagues in the office.      

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease.  Coca-Cola Hong Kong has already implemented ONES in their office which can easily help them to perform virtual meetings, desk hoteling, and digital office management with our Room Booking, Desk Booking, and Visitor Management features.    

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.   

The post How does Coca-Cola implement hybrid working to provide a better workplace?  first appeared on ONEs Blog.

Many business leaders have indicated that they will use hybrid work models as their future work models. Here are some great suggestions for organizations to optimize their hybrid workplace for 2023. 

What is a hybrid workplace? 

The hybrid workplace combines in-office and remote work, and the workplace facilities provide flexibility for employees to switch seamlessly between the two work styles. When remote workers enter the office as needed, productivity is not reduced due to adaptation issues.    

Meanwhile, the features of a hybrid workplace are improving employees’ productivity and optimizing work quality for employees.  

At one end of the spectrum is everyone in the office, nine till five, so both restricted time and location. And then at the other end of the spectrum is anywhere around the world at any time. So no restricted time or location. A hybrid is anything that sits in the middle of that.

Harriet Molyneaux, managing director of HSM Consultancy

Examples of hybrid workplace 

Some hybrid workplaces provide friendly work environments with special designs to enhance productivity and retain talent.

You may ask how to create the best hybrid workplace in 2023. Let’s see two successful examples of large enterprises how implementing their hybrid workplaces: LEGO and LinkedIn.    

Example 1: LEGO  

LEGO’s new headquarters in Denmark has no permanent workstations and that is essentially a large desk-wheel community. It is a “mini-city” that offers facilities, such as a gym and theaters, for colleagues from different departments who can socialize or relax in these areas after a hard day’s work.       

The LEGO Group said that they focus on creating a free and caring environment and aim to promote recreation and productivity.  

Example 2: LinkedIn  

The new headquarters of LinkedIn were guided by inclusive design principles, there have rooms that may be used for rest, attention, collaboration, learning, and socialization.  

One of the most significant changes LinkedIn made to the pre-pandemic headquarters design was to replace the traditional workstations, which made up about 40% of the space, with a number of seating areas, each of which served as a distinct “neighborhood” for a different team and was arranged to accommodate their typical activities.  

The reason is hoping to increase the connection among each colleague and then create a great workplace culture to retain their talents. 

Approaches to optimize your hybrid workplace 

The latest survey by HP Teradici, “Hybrid Work 2022 Report: The Strategic Role of the Digital Workspace”, identifies the problems encountered in hybrid work environments and suggests some approaches to optimize your workplace for 2023. 

Approach 1: Improving the technology for remote work  

Some remoting systems or collaboration tools are providing bad quality at work, including virtual connection delay and less collaborative work functions. Therefore, these issues affect remote workers’ productivity.  

Based on HP Teradici’s survey, 59% of respondents said the first challenge is performance or user experience issues, such as latency and pixelation. Also, 32% said the implementation process for remoting technology was too complicated, and 25% of respondents reported that staff adoption of remoting technology had been a hurdle.  

The solution is to choose a great functional collaboration tool for your employees, such as Microsoft Teams, to prevent these problems appear.  

Microsoft Teams provides a stable collaborative work connection and is a simple platform for workers easy to use. And allows your employees to have real-time windowed conversations and virtual meetings.

Also, it supports Microsoft 365 and provides excellent collaborative work. Until January 2022, Microsoft Teams had already over 270 million users.   

Approach 2: Creating or revising a work-from-home policy  

If employees can follow some work guidelines for hybrid work, this can ensure they have positive work performances. 

In HP Teradici’s survey, 85% of respondents said existing company policies have already changed to reflect the new hybrid working environments, which means including setting some hybrid work guidelines for employees.  

For the most important computing issues to address to enable hybrid work, half of the respondents say companies should create or revise a work-from-home policy for hybrid workers.

40% of respondents expect their companies to procure additional hardware for staff, while 37% of respondents would like companies setting up a VPN for employee access to the corporate network.

Approach 3: Providing mobile office configuration  

Flexibility is very important for employees. And providing employees with mobile equipment in the office can give flexibility in their work. Thus, they can work in a flexible location.   

According to a report from Omdia, 48% of the total workforce will work in a mobile or hybrid fashion over the next 2 years. The reason is employees think that working in a flexible workplace makes them happier at work so improving their work quality and productivity.   

More than half (54%) of organizations believe employee productivity has improved with the move to more mobile and hybrid work styles. A hot desk is a mobile equipment that can be found in a hybrid workplace. 

Hot desking is also an organizational workspace system in which desks are used on an ad hoc, first-come, first-served basis by different people at different times. Most business leaders use hot desks to replace lots of fixed desks, therefore this can reduce the size of the workspace and prevent paying high rent or operation costs.  

Approach 4:  Implementing office management systems

One of the HR challenges is management procedures and 15% of respondents agree on this point, according to HP Teradici’s survey.

The reason is the admins usually take much time for monitoring the staff’s performance or manage office resources, which makes the admins can’t focus on their work and difficult to maintain good performance.  

Therefore, business leaders should think about how to optimize their employees’ work process and Omdia’s report suggests organizations should plan and deliver technology to help their workers be productive from wherever they are.   

One of the best solutions is for companies should implement some office management systems, for example, meeting room booking.

A Meeting Room Booking System is used to reserve conference rooms and boardrooms, and also provides multi-room bookings in a second. Some studies have shown a 73% increase in the need for meeting rooms in hybrid office spaces so it is very suitable for hybrid workplaces.  

Thus, the admins can manage the resources easily and ensure the rooms will not be misused. Also, they can maintain their productivity at a high level as they have more time to focus on work. 

The best setup to optimize your hybrid workplace for 2023 

A hybrid office should use a comprehensive office management system, which helps your employees use office resources efficiently, such as rooms, desks, and office equipment, and support them have remote work and virtual meetings with their colleagues in the office.  

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease.  You can easily perform virtual meetings, desk hoteling, and digital office management with our Room Booking, Desk Booking, and Visitor Management features.     

ONES Software now has a dedicated page to introduce a series of hybrid working measures to help you solve problems. You may wish to go to https://ones.software/hybrid-workspace/ for further reference.    

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/. 

The post Optimize your hybrid workplace for 2023  first appeared on ONEs Blog.

One of the examples is Microsoft Indonesia, which implements some great approaches for remote work. 

What does Microsoft Indonesia prepare for remote workers? 

According to the sharing on their website, Microsoft Indonesia list 5 approaches suit for remote workers and explains some experiences to their audience. 

Offer virtual meditation sessions  

Remote workers often do other things to disconnect from work after business hours, such as meeting with friends or talking with family. The reason is they want to separate from the work of the day through these activities, keeping their brains relaxed and their creativity high. 

Microsoft Indonesia explained that they offer virtual meditation courses for remote workers that help them release from work. 

The method is simple. Microsoft Indonesia recommends that beginners need a quiet space and set the microphone to mute so that to enjoy the peaceful atmosphere.

Also, using a camera to watch the course leader’s instruction on breathing techniques. Experienced can turn off the camera and completely focus on calming the mind. 

Set break time after meetings 

Microsoft Indonesia encourages employees to schedule meetings to conclude five minutes before the end of the hour or half hour, and set this period as a break. 

They believe that lots of meetings in one day make employees prone to potential burnout. Therefore, providing a short break from work for employees can ensure they have enough rest time so that they have more energy to focus on their work. 

Set a complete work guideline for remote workers 

Microsoft Indonesia distributed comprehensive work-from-home guidance to employees. It instructs managers on how to have the best practices for communicating usability to team members, including setting up physical and virtual workstations for employees.  

The reason for this approach is they understand many people are no experience in remote work and just have little time to prepare for this change.

Hence, there has a need that offers a remote work training manual for remote workers. Microsoft Indonesia also noted that most organizations already have training manuals on how employees should navigate their office environment. 

Provide a suitable training plan 

In fact, the Work-at-home guidelines explain that managers need to set specific challenges for remote workers and need to review their performance regularly that make sure they have suitable training methods.   

Microsoft Indonesia believes that improving the management skills of its employees requires the support of its managers. And this approach can inspire remote workers thinking and problem-solving skills, which will help them work independently and ensure they have good productivity.

Most importantly, if the new remote workers were trained by the seniors as well, it would help the new remote workers be the future leaders of the company. 

Build a virtual work culture 

Microsoft Indonesia encourages all employees to hold meetings or birthday parties virtually, providing more channels to let colleagues get closer, thus it can build a good team culture.  

Microsoft Indonesia says that while virtual events may seem challenging, it’s worth the extra effort to keep everyone connected and moving forward. And fostering a good work culture builds an enjoyable work environment that helps retain talent. 

While Microsoft offers some ways to cater to remote work, these approaches are not the only ways to suit remote work. Moreover, there has a more comprehensive working style to support remote work. 

What should you do for your hybrid office now? 

If employers want to retain their talent, they must accommodate what employees want and make changes to incorporate work models that support both remote and office working, i.e. hybrid working. 

Flexibility is required as the workforce places a greater emphasis on worker well-being and better work-life balance. Whether corporations like it or not, hybrid work appears to be here to stay. 

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease.  You can easily perform virtual meetings, desk hoteling, and digital office management with our Room Booking, Desk Booking, and Visitor Management features.    

Feel free to contact us for more detail to implement your hybrid office! 

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.    

The post Practices to support remote work in Indonesia, suggested by Microsoft first appeared on ONEs Blog.

However, a new study by software company OSlash shows that remote work actually costs more than you might think. The report surveyed 800 remote workers and 200 business leaders. 

What you need to know…

• 35% of remote workers spend an average of 104 minutes per week watching TV when they should be working;
• More than 70% of respondents said they have more than one job and spend up to 16 hours a week at another job. 
• Hybrid working help to find the balance between freedom and profits

Office time for non-work-related activities 

The OSlash study shows that remote workers often engage in non-work-related activities during the working period, especially the new generation workers. These activities include streaming music, watching TV, cleaning, and exercising. 

35% of remote workers spend an average of 104 minutes per week watching TV when they should be working; 

About 38% of respondents spend an average of 76 minutes per week exercising during work hours. In fact, more than 70% of respondents said they have more than one job and spend up to 16 hours a week at another job. 

As a result, employees only work for a short working period, thus it has a bad impact on productivity. 

Paying extra high costs for remote work  

When employees do non-work-related activities during their office time, it must affect their productivity and will bring additional high costs to their employers. The reason is that workers need to work overtime due to low productivity, and companies have to pay overtime for these employees. 

According to the study, spending an average of 104 minutes a week watching TV when you should be working costs companies up to $2,251 per employee. And spending an average of 76 minutes per week exercising during work hours also costs their employers $1,651 per employee.  

Additionally, the study noted that these activities might cost employers up to thousands of dollars. 

Remote workers want more autonomy

A large part of the reasons why employees don’t want to return to the office is because of the freedom they already have. Working remotely gives them more control over their day-to-day work. 

• 28% said they would miss out on exercise if they went back to the office; 
• 28% said they would miss streaming music; 
• 26% said they would miss spending time with their families. 

If they were forced to return to work in an office, the ADP survey found that 64% of employees would consider leaving their current company for another. 

Employees who work from home value their better work-life balance and will not give it up easily.

Returning to the office would entail foregoing flexible hours and spending less time with their families. It might also mean spending more time commuting, sharing public restrooms, and working in quiet (or worse: having to listen to bad music).

Returning to the office may also result in less sleep, as remote workers can take an afternoon nap to increase their productivity.

These are some of the reasons why most remote workers are hesitant to give up their independence; 78% stated they would rather take a wage loss to stay from home than return to the office. Respondents from Generation Z were the most willing to do so.

By OSlash study, flexible scheduling is one of the strongest incentives to sway them back to the office.

Measures to encourage employees to return to the office 

Some organizations understand how expensive it is to recruit new talents, so 42% of business leaders are willing to increase salaries for non-remote workers, and 38 % even said they would offer travel allowances to attract employees to return to work in the office.  

The OSlash study notes that while remote work offers a relaxed work atmosphere, bosses need to take the risk of paying high costs and it is difficult to monitor. The result is there is still a certain necessity to return to the office.   

If you want your employees to return to the office, you must take some incentive measures to entice them back, and these measures must meet the needs of workers. 

According to the OSlash study, 

• 62% of leaders say they offer employees the flexible work hours they need; 
• 56% of leaders say they offer employees a hybrid work schedule that works for them; and 
• 35% would give employees extra vacation time. 

These leaders believe that hybrid work can improve productivity and provide employees with sufficient flexibility at work. In fact, many reports indicate that hybrid work is the best choice for the future of work. 

Finding the balance between freedom and profits

Remote employees may be able to retain some of the independence they like as more organizations experiment with hybrid work patterns and four-day workweeks.

With more employees back at work (even if not for the full nine-to-five), employers should see increased productivity, restoring a positive return on investment in their staff. Employees that have a better work-life balance are more productive, focused, and innovative at work. This leads to an increase in employer profits.

Moreover, if your office uses hybrid working, you can have a smaller workspace as office resources would be shared, so your rent will be reduced.

Using office management systems, such as hot desking and meeting room systems, can help to improve resource usage efficiency. Most business leaders are willing to implement office management systems in their hybrid offices. 

Advantages of implementing office management systems 

Users use the meeting room system to quickly check available rooms and make real-time reservations, and ensure their room is not double booked.

When a user is absent from a meeting, the sensor of the room notifies the system that the room is empty, and the system will auto-cancel the reservation and releases the vacant space. This prevents the resources from being wasted. 

ONES is one of the famous all-in-one smart office systems that can help you to easily implement hybrid working at ease. You can easily perform virtual meetings, desk hoteling, and digital office management with our Room Booking, Desk Booking, and Visitor Management features.   

Contact us: hello@ones.software, or visit ONES Software official website for more information: https://ones.software/.   

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