A hybrid working toolkit: Guidance and advice to help facilities lead workplace transformation


The hybrid workplace will only become a reality if facilities managers play a leading role in the transformation of their organisation. The Creating better workplaces’ hub provided by the Institute for Workplace and Facilities Management (IWFM) and Ricoh can help you accelerate transformation in your organisation.

Facilities managers play a crucial role in addressing the challenges their organisation will face during the transition to hybrid working, providing support to vital business functions. Offering a collection of research and resources, The IWFM and Ricoh have collaborated since 2019 on the Creating better workplaces’ hub to help businesses optimise for the future.

facilities hybrid workplace

The rise of workplace transformation

Over the last 18 months the IWFM carried out three separate surveys, researching attitudes to hybrid working, surveying a group of 2,000 UK office workers:

  • Most office workers believed they were equally or more productive at home than the office and said they would prefer to work from home at least some of the time. 
  • While the outlook was optimistic for home working, half felt their employer needed to do more to support hybrid working.
  • Office workers missed some elements of the office, such as meeting colleagues face-to-face.

How can facilities managers optimise transformation for a hybrid workplace

For facilities managers, this research paints a compelling picture. In addition, it also poses some immediate challenges. The office no longer needs to be a building you attend on a daily basis. Facilities departments can respond to this shift proactively. Collaborating with HR, IT and senior leadership to maximise employee satisfaction, productivity and streamline transformation.

Offices can become more fluid, acting as a hybrid space designed to unify people. A destination where people want to go to imagine, create and work collaboratively. It is clear the UK workforce is eager for change.

How does transformation work? 

Facilities managers must review the entire workplace experience and culture in partnership with other areas of the business. Therefore enabling people to do their best work from any location. With unique insights into working environments, facilities management professionals are best placed to devise and realise the necessary changes. Gathering support from the wider business including its employees and combining it with insight to achieve the desired results.

Key questions for facilities professionals to consider when considering transformation

Help your organisation understand and navigate the space, process, technology and cultural matters which combine to create people-centred workplaces. In short, here are some key questions that must be considered: 

  • What does the future of your workplace look like from a technological perspective? 
  • What future changes in working practices could mean for spaces your organisation inhabits?
  • How can your culture be shifted to facilitate transformation?
  • What are the human and organisational impacts of workplace change?
  • How do you communicate the value of the workspace? 

Discover the Creating Better Workplaces hub

No matter your organisation’s hybrid working strategy, your workplace and facilities professional is the lynchpin who can help unite your key teams in forging your workplace strategy. And the journey to transformation does not mean avoiding risk. While an increasing number of businesses move to a hybrid working model, it is the job of facilities professionals to reach a long-term solution. In addition, embracing the culture and people with an agile test and learn approach. 

To help you, and encourage your broader organisation to get on board, discover the ‘Creating better workplaces’ hub at the IWFM website. The hub includes eight guidance notes, plus a variety of other resources. Including webinars and reports, which can help you make the transition to a hybrid model of working. Some resources require IWFM membership to access. 

Further reading for facilities management on transformation

Please visit our On-demand Facilities Management webinar to learn more about our Work Together, Anywhere approach and read our latest business article on building a better workplace written in partnership with IWFM. 


Peter Brogan
PeterBrogan@ricoh.co.uk

Head Of Research and Insight at the Institute of Workplace and Facilities Management

Read all articles by Peter Brogan