An office for hybrid teams: plan the shared day

Give your office for hybrid teams a shared purpose

Choosing an office for hybrid teams begins with the reason to meet in person. Your team may want to review work, solve a difficult problem, welcome a new colleague or prepare for a client conversation. Name those activities so an office day has a purpose colleagues can understand.

Imagine the team gathers for a project review, then continues with individual work while someone joins remotely. Map that sequence rather than describing the whole day as collaboration. The proposed office needs to support the transitions between discussion, focused work and remote participation. Each stage gives you a specific point to explore with the provider.

Map the pattern before assessing the office

Write down which activities tend to happen together and which can be scheduled separately. Note the moments when calls overlap with discussions or visitors arrive during focused work. Ask colleagues where the current pattern is difficult, so the office brief responds to an actual problem rather than an idealised team day.

Keep the plan flexible enough for your work while giving people clear expectations about the shared day. If a particular activity depends on a shared room, ask about its actual use arrangements. A hybrid working pattern does not by itself establish that a space is available only when your team wants it.

Give remote colleagues a place in the activity

For a mixed office and remote meeting, describe how participants will hear, see and contribute. Ask about the proposed equipment and connection, then arrange an appropriate test if that capability is important to your decision. Check the setting for the conversation as well as the equipment used to carry it.

Decide where working notes and outcomes will be kept so a colleague away from the office can follow the next step. Assign someone to bring remote contributions into the discussion. Those are team practices you can plan alongside the room requirements; they help make the office useful beyond the people physically present.

Plan the handover between office days

Ask what can remain in the office and what your team needs to bring each time. Discuss storage, equipment setup and clearing away according to the actual proposal. Agree who handles the transition so the next shared day can begin with work rather than unanswered practical questions.

Use the working-pattern map to connect activities with their setting and handover. Give a colleague responsibility for reviewing the pattern when projects change, using the moments that caused friction as evidence for what needs adjusting. For Figment Work Studios, enquire for pricing and describe what your team wants to do together, how remote colleagues participate and what needs to stay between visits. Ask about the specific office and package.

Blank hybrid working-pattern map

Use these headings for your own notes. Complete the blank cells from the particular proposal or your observations.

Keep the decision connected.

• Test remote working activities
• Plan for overlapping conversations
• Explore Figment serviced offices