implementing hybrid workplace platform a step-by-step guide

Implementing Hybrid Workplace Platform: A Step-by-Step Guide

You’re responsible for implementing a hybrid workplace platform for your organisation. What are the steps involved? What do you need to know? Who from your organisation needs to be involved besides yourself? We’ll help you answer all these questions and more!

In this article, we address everything you need to know for successfully implementing a hybrid workplace platform. This is written for those who have completed their hybrid workplace planning exercise and checklist. But, if you are still unsure about how to choose a hybrid workplace platform, check out our complete starter guide to hybrid workplace platforms here.

BONUS: You will receive a downloadable PDF at the end of this article to help with your implementation!

Understanding the Prerequisites for Implementing Hybrid Workplace Platforms

Hybrid workplace platforms (HWPs) are essential tools for implementing hybrid work models and the effective management of flexible work environments. They help companies manage office spaces and support flexible work arrangements.

These platforms include features like desk booking, meeting room scheduling, and automated visitor management. These components are crucial for implementing hybrid workplace platforms. Employees can use these features to reserve desks or meeting rooms when they plan to work in the office. Also, the automated visitor management system improves security by allowing pre-registration and screening of visitors.

These features optimise the use of office space and boost productivity. Hybrid desk booking and hybrid meeting room scheduling systems allow employees to reserve workspaces that suit their needs in real time. This is vital for implementing hybrid workplace platforms that are integrated into hybrid work environment. Optimising desk-to-person ratios in hybrid work models boosts employee satisfaction and reduces costs, essential for implementing hybrid workplace platforms effectively.

The hybrid work platforms offer communication and collaboration tools, such as message apps and video conferences to stay connected. Moreover, a range of check-in options – from QR codes to hybrid desktop apps – accommodate different employee preferences, simplifying shared space management. Visitor management enhances access control and user permissions also improve security by restricting access to certain areas only to authorised personnel. Lastly, real-time workspace updates enable efficient schedule planning, improving overall job satisfaction and reducing unnecessary commutes. These features collectively facilitate a smooth transition to hybrid working models.

Target Audience: Who Benefits from Hybrid Workplace Platform Implementation?

Hybrid workplace platforms (HWPs) are typically used by businesses seeking to balance in-office and remote work effectively. They provide the necessary tools to implement hybrid work strategies, which is useful for organisations with fluctuating office attendance and those looking to optimise space usage.

To determine if your organisation needs a hybrid work platform, evaluate your current office and remote work challenges. If you identify the need for better management of hybrid work, proceed with the following section.

implementing hybrid workplace platform a step-by-step guide

Assessment: Do You Need to Implement a Hybrid Workplace Platform?

To begin assessing whether you need a hybrid work platform or not, there are a few factors to consider.

  • First, identify the specific needs of your workforce. Start by defining business requirements and aligning them with employee preferences. This ensures changes meet operational goals and enhance satisfaction. Gather input from stakeholders like management, HR, IT, and employees through surveys or focus groups.
  • Do employees require flexible schedules? Is there a demand for varying office setups on different days? If employees often struggle to find available workspaces or if managing who comes to the office and when it has become complex, an HWP can provide a solution.
  • Next, consider the communication and collaboration aspects of your work. If your teams find it challenging to stay connected or if project management suffers due to remote work configurations, an HWP with strong communication tools can bridge these gaps. Set clear goals for implementing a hybrid workplace platform, such as improving work-life balance, reducing office space costs, or enhancing collaboration.
  • Also, assess the security measures in your current setup. Review your infrastructure to support a hybrid work model. An effective HWP can enhance security protocols by controlling access to facilities and ensuring only authorised personnel use certain office areas.
  • Lastly, if your organisation spends excessive time or resources managing office logistics, an HWP might reduce these costs and boost overall efficiency by optimising space usage and reducing time wasted on administrative tasks.
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With these aspects, implementing an effective hybrid work platform that meets your organisation’s needs and supports a flexible work environment becomes possible.

The HWP Taskforce: Key Roles in Implementing Hybrid Workplace Platforms

Stakeholder engagement in hybrid work platform implementation and a robust communication plan ensure that all stakeholders—from senior management to end-users—understand the project’s benefits, their roles, and the expected changes.

Job ResponsibilityRoleWhere are you involved?
Information TechnologyEnsures operational tech requirements are met for smooth integration.From planning to execution, with ongoing support post-implementation.
Asset Management/ProcurementCollaborates with IT to provide the necessary technological tools and equipment.Early in the planning phase and during the procurement stage.
Facilities/Office ManagementManages physical space alterations and optimises office occupancy.Leads the project from the initial assessment through to the implementation phase.
Human ResourcesThey are the voice of employees. Their role is to understand the unique needs and preferences of employees in transitioning to a hybrid setup.Throughout the project, from planning to post-implementation for feedback and adjustments.
Internal CommunicationsDevelops and executes a communication strategy to keep all stakeholders informed and engaged.Prior to the start, during, and after the implementation to maintain transparency and manage change.
Legal/Compliance OfficerEnsures all implementations adhere to relevant laws and company policies.Consulted during planning and regularly throughout the project to ensure compliance.
This table outlines the essential roles and their specific responsibilities at various stages of implementing hybrid workplace platforms.

Establishing a taskforce to oversee the implementation of the hybrid workplace platform, the next critical step involves outlining a detailed, step-by-step process of the transition process.

Of course, no two organisations are alike, so use this as a guideline and adjust as necessary. Most importantly, make sure to align all stakeholders with the goals of implementing hybrid workplace platforms.

Step-by-Step Guide on Implementing Hybrid Workplace Platforms

“Planning for the implementation of a hybrid workplace platform can be tricky -– especially if you are not tech savvy. It often means getting people involved, with different departments and skills like human resources, facilities management and information technology to work together. The most important thing to remember is that you’re not doing this alone. Lean on your team’s unique strengths and skills to make this a little easier.”

Angela Spence, Global Employee Experience Leader.

As we begin implementing a hybrid workplace platform, the first step focuses on the technical groundwork essential for a successful platform launch. System setup and integration form the backbone of this process to support your organisation’s in implementing a hybrid workplace platform with ocean blue eyes.

Step 1: System Setup and Integration for Hybrid Meetings and Hybrid Booking

Who should be involved: IT, asset management/procurement teams.

Set up the hybrid workplace platform and make sure that it integrates with existing systems. You don’t want to face issues with the common softwares and tools used by your organisation after the implementation, do you?

System setup of check-in tabs and tools for hybrid offices

What You Need For Setup:

  1. Platform Setup: Deploy the hybrid platform software or hybrid work app across all required devices within the organisation. This includes workstations, laptops, and mobile devices that employees will use to access the platform. Prior to installation, check that all devices meet the minimum hardware requirements to support the software. Suppose if your company uses Windows 10 on desktops, then you want to verify that the hybrid platform’s latest version is fully compatible with it and test the software on a small scale first. For instance, many hybrid workplace platforms work across web, desktop and mobile to enable off-premise access. For Acall, we work with our customers to work through these prerequisites.
  2. System Integration: Integrate the new hybrid workplace platform with critical existing business systems. This includes SSO (Google Workspace or Microsoft 365), calendars (Google/Outlook Calendar), HR management systems for tracking employee data, communication tools like Zoom, Google Meet, Slack, and (to some extent) project management tools like Trello for workflow coordination.
  3. Network Setup: Establish a reliable and secure network infrastructure to support the hybrid platform. This involves configuring sufficient bandwidth to handle increased data traffic and implementing robust security measures such as firewalls and VPNs. The network should also support Fully Qualified Domain Names (FQDN) for secure access to the platform services.
  4. Equipment and Tools: Secure necessary equipment, such as tablets for hybrid booking of meeting rooms and automated reception. In some cases, you might even need a TV for digital signage! Also, think about how you want to mount these digital screens — you would likely require a contractor’s service.
System setup and integration for implementing hybrid workplace platforms
The procurement of tablets and TV displays can sometimes be a big headache for some project teams – so plan carefully!

Step 2: Configuration, Customisation, and Training with Hybrid Apps

Who should be involved: IT and the Project Lead (usually human resources or facilities management).

While you cannot extensively customise the hybrid workplace platform implementation, you can tailor certain things like user interface to meet specific organisational needs and ensure all staff are well-trained and comfortable using the new implementation of hybrid workplace platforms.

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Step 2: Configuration, Customisation, and Training of Hybrid Workplace Platforms
Regulatory compliance: Handle data carefully to comply with legal requirements when receiving guests daily and capturing their personal information. For instance, our customer Sansan used Acall Reception to manage various types of visitors: from visitors with appointments to walk-in visitors to job applicants to delivery personnel.

1. Configure and Customise:

  • Configure: You can begin by adjusting the core settings of the platform to comply with your company’s data security policies, communication protocols, and other operational standards. For example, set up data access levels based on employee roles and responsibilities. 
  • Regulatory Compliance: Adjust platform settings to comply with local data protection laws like Singapore’s PDPA or the Philippines’ Data Privacy Act. This includes configuring data handling and storage options to make sure they align with legal requirements across different jurisdictions within the region. Handle this data with care, especially if you receive guests regularly.
  • Cultural Customisation: If the platform supports customisation, tailor aspects like the interface language, format (e.g., date, currency), and cultural nuances to accommodate regional differences within Southeast Asia. This might include calendar integrations that reflect local holidays and work weeks, which can differ significantly across Southeast Asia, such as accommodating for the half-day work cultures on certain days in countries like Indonesia and Thailand. 
  • Appearance and Layout: Modify user interfaces to improve usability and align with the company’s brand. This could involve changing the platform’s layout, adding custom dashboards, or integrating commonly used tools.

2. Maximise Platform Capabilities:

  • Workflow Customisation: Within the platform’s capabilities, adjust workflows and communication tools to better fit your working styles and business practices. For instance, configure notification settings and collaboration tools like Slack, Microsoft Teams, etc to enhance connectivity among distributed teams across different time zones in the region. Alternatively, if your workflows require sending SMS, ensure you budget for these costs as they are usually charged separately.
  • Feedback Integration: Set up a routine for collecting user feedback through surveys to identify areas needing additional training.

3. Training and Onboarding:

  • Create Training Materials: Create comprehensive, easy-to-understand training materials that cover key functions of the platform. It would be best to include video tutorials, step-by-step guides, and FAQs to cater to people who prefer either format of instruction. Of course, when you’re shopping for a platform provider, you can consider asking for their support for these materials.
    • Role-Specific Training: Create targeted training programs that address the specific needs of different user groups within the organisation, focusing on maximising the use of the platform’s features to enhance daily operations. For instance, encourage departments like Sales, which regularly receive different types of guests daily, to understand how a hybrid workplace platform can benefit them. Conduct these sessions in person or through webinars, depending on the flexibility required by the hybrid model and the size of your company.
  • Training Sessions: Conduct interactive training sessions that allow employees to familiarise themselves with the platform. These sessions can be held in person or through webinars, depending on the flexibility required by the hybrid model, as well as the size of your company. Remember, some of your employees might not be as receptive to these training sessions and you  could have to use innovative training methods just as gamification of the training to hold their attention.
  • Train-the-Trainer: Select key team members across departments for intensive training to act as in-house experts. These trainers will support their colleagues, helping to resolve common issues.

Step 3: Organisational Readiness and Strategic Rollout for Hybrid Work

Who should be involved: All stakeholders and employees.

Is the organisation fully prepared for the transition to a hybrid workplace platform? You ought to strategically manage the rollout to maximise adoption and minimise disruption.

Step 3: Organisational Readiness and Strategic Rollout to implement hybrid workplace platforms involving all stakeholders and employees
If you’re ready, time to roll it out!

1. Organisational Readiness:

  • Assess Readiness: Weigh up all departments to check if they they are prepared for the transition. Moreover, ensure all necessary hardware and software configurations are in place, inform staff of upcoming changes, and address potential workflow disruptions.
  • Finalise Configurations: Verify that you have correctly set up user permissions, security settings, and integration points with other business tools according to the organisation’s requirements and policies.
  • Resource Allocation: Ensure that adequate resources are available for the rollout phase, including additional support staff and technical assistance to handle inquiries and potential issues during the initial adoption phase.

2. Strategic Rollout:

  • Phase Rollout: Implement the platform in phases, starting with a small group of end-users or a particular department that can act as a test group. This allows HR and IT departments to manage the change more effectively and make adjustments as needed before a full-scale implementation.
  • Communication and Engagement: Maintain clear and continuous communication with all stakeholders throughout the rollout process. Keep them informed of progress, what to expect, and where to find help if needed. 
  • Onboarding Support: Provide ongoing support which is readily available to assist with any questions or issues as employees begin to use the new platform. Some companies will also assist with onboarding and provide ongoing support. For instance, Acall excels at onboarding and delivering training sessions to employees to ease the transition.
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And lastly, celebrate for adopting the new way of work in the form of a hybrid platform that improves its effectiveness! But your job is not done yet… Organisations can ensure the long-term success and efficiency of their hybrid workplace platform by using the following post-implementation strategies.

Post-Implementation Steps of Hybrid Work Platforms: Policies, Monitoring, and Risk Maintenance

After successfully rolling out the hybrid workplace platform, it’s important to establish robust policies, perform continuous monitoring, and provide maintenance to support ongoing operations and adapt to evolving business needs.

  1. Developing Policies for Hybrid Work: Create clear policies that govern the use of the hybrid workplace platform. So, these policies should address access rights, data security, acceptable use, and remote work guidelines.
  2. Setting Up Monitoring Systems for Hybrid Meetings: Install monitoring tools that can track usage patterns, system performance, and security anomalies. This ongoing monitoring is crucial for ensuring the platform operates efficiently and securely. For instance, Acall notifies users of network disconnections for Acall Meeting when the hybrid app loses communication with the Acall server.
  3. Regular Maintenance and Updates for Hybrid App: Schedule regular maintenance checks to update the platform, patch security vulnerabilities, and optimise system performance. This proactive approach prevents downtime and ensures the platform remains up-to-date with the latest technology.
  4. Continuous Training and Support: Continue to offer training sessions for new and existing users to ensure everyone can use the platform effectively. Update training materials as the platform evolves to include new features or changes. You should also maintain a dedicated support team to assist employees with technical issues or questions about the platform, ensuring they receive timely help when needed.
  5. Risk Management Planning: for Hybrid Workplace Platforms Identify potential risks, develop mitigation strategies, and set up monitoring systems. Assess each risk’s likelihood and impact, monitor ongoing data to identify emerging risks, and use root cause analysis when necessary. Lastly, implement high-security measures, upgrade hardware, test integrations, and prepare detailed transition plans for hybrid work. 

And if this seems like too much information, don’t worry! Below is a concise final checklist for implementing hybrid workplace platforms. Just tick off the items as you go through them!

BONUS: Final Checklist for Implementing Hybrid Workplace Platforms for Organisations of All Sizes

To download the PDF, you can also visit here. If this seems like too little information for implementing hybrid workplace platforms, we have also got you covered. Visit our article for a Complete Guide on Hybrid Workplace Platforms.

Overcoming Common Challenges in the Implementation of Hybrid Workplace Platforms

Transitioning to implement a hybrid workplace platform introduces unique challenges, from logistical hurdles to employee resistance. If you want to prepare for a easy transition process, it is crucial to understand these challenges and how to deal with them. This will help youmake implementing hybrid workplace platforms a simple process.

Workforce Resistance to Hybrid Workplace Platforms

Perhaps the most common issue faced during hybrid workplace implementation is the resistance to accepting a change in the tools. Nobody wants to be taught to use a new tool when they are already knee-deep in work. How can you face and resolve this challenge?

  • Communication and Training: If your workforce is to accept this new hybrid workplace platform implementation, you need to communicate its benefits clearly. Emphasise the ones that improve their workplace experience. You should also offer training sessions that teach the employees how to use the new set of tools offered by the hybrid workplace platform and help them understand the policies that govern hybrid workplace platforms. Do not forget to focus on regular feedback sessions to address their specific challenges.
  • Gradual Implementation: It can be quite effective to take the implementation in small steps or phases instead of all-at-once. This offers you the opportunity to start with volunteers or people who are advocates for hybrid work and then, gradually, extend the model to the rest of the organisation. Most importantly, this gives the hesitant employees time to see the first-hand benefits of hybrid work solutions. In addition, many platform providers offer trials so make good use of that. The trial can be extended to a small group of employees before you decide to adopt a hybrid workplace platform organisation-wide.

Bridging Technology Gaps in Hybrid Workplace Setup and Hybrid Apps

For companies implementing a hybrid workplace platform, a stable technology core is vital. Technical issues can frustrate employees and disrupt day-to-day remote work. It can also cause loss of productivity amongst employees working remotely. Use of unauthorised hybrid apps can also pose potential security risks. So, you must plan to address the technology aspect up front:

  • Reliable IT support: Set up a dedicated IT support team to help solve technical issues quickly.
  • Stable digital infrastructure: Invest in reliable technology infrastructure to support hybrid work. Make sure that all employees have access to necessary apps and tools.

Maintaining Data Security and Compliance for Hybrid Work Environments

Protecting data is complex in a hybrid work model. Employees may access sensitive information across locations and devices. You must also consider compliance with relevant laws and regulation. This is really crucial when organisations operate across geographical jurisdictions. Given this, how can you ensure security and compliance in a hybrid workplace solution?

  • Robust Security Measures: Implement security measures such as virtual private networks (VPNs), end-to-end encryption, and multi-factor authorisation. This ensures that access to company data is secure regardless of location.
  • Secure Access Controls: Admins can set rules to enable or disable access to certain areas or workspaces. Acall’s hybrid workplace platform includes permission features to restrict data access by user groups or areas.
  • Legal Consultation and Audits: Regularly schedule compliance audits and seek support from your legal or compliance teams to guarantee compliance with the relevant laws and regulatory bodies.

Overcoming the challenges of implementing hybrid workplace platforms requires a proactive approach. An approach that is focused on clear communication, stable technology, and security and compliance. 

Conclusion: The Strategic Advantage of Implementing Hybrid Workplace Platforms

In summary, implementing a hybrid workplace model involves more than just managing physical spaces—it’s about fostering a cohesive and supportive work culture. With the right strategies and hybrid workplace platform tools, organisations can achieve cost savings, enhanced security, and a more engaged and productive workforce.

Hybrid workplace platforms (HWPs) are crucial for balancing flexibility and productivity in modern organisations. These platforms offer hybrid features like desk booking, hybrid meeting room scheduling, and automated visitor management, which help optimise office space, improve security, and support effective communication and collaboration. Implementing hybrid workplace platforms can also boost employee satisfaction and work efficiency.

To successfully implement a hybrid workplace, organisations should assess their workforce’s needs, communication challenges, and security measures. With platforms that address these areas, companies can create a productive hybrid office environment. Effective integration of these hybrid work tools ensures all components work together smoothly.

If you get stuck at any point during implementation of hybrid workplace platforms, refer to our comprehensive guide, Hybrid Workplace Platforms: A Complete Guide with Expert Advice. Alternatively, you can contact us or book a FREE 15-minute consultation with us. Don’t hesitate to reach out!

Written by: Syed Umar Bukhari..

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