Hybrid work combines office-based and remote activities within one working arrangement. Start by deciding which tasks need people in the same room. A project discussion may benefit from a shared table; writing a report may need uninterrupted individual time. Office days should follow that distinction.
Coordinate people whose work is connected
If colleagues who make decisions together attend on different days, the value of being on site can be limited. Establish shared times for project starts, design reviews, team learning and client discussions.
Avoid assuming that the same days suit every team. Consider client schedules and field work, and make the shared calendar easy to access. A clear arrangement helps people plan around the work that needs their presence.
Consider peak attendance as well as averages
Average weekly attendance does not tell you how many desks are needed on the busiest day. Understand how many people arrive together and how many are likely to be in meetings. A focus on desk count alone can overlook the need for calls, private conversations and project sessions.
If desks are shared, agree how personal belongings are stored and how the workspace should be left after use. These practical rules make the experience more predictable for the next person.
Keep remote participants involved
Share the agenda in advance. Plan equipment and room arrangements so remote participants can hear the people on site, and record decisions somewhere everyone can access.
A decision made in the room should not leave a colleague elsewhere with only part of the story. The way the meeting is organised matters as much as the room itself.
Review use and adapt the plan
After an agreed period, review desk attendance, meeting demand and team feedback. If requirements change, discuss the space and service scope again. When comparing serviced offices or coworking, remember that expansion and layout changes depend on availability and contractual terms.
The SwissOffices team can assess your busiest shared days and meeting needs with you. A realistic attendance brief is the best starting point for choosing suitable space.
