The Remote Work Revolution: Aligning Your Office with the Proper Approach

The Remote Work Revolution Aligning Your Office with the Proper Approach

74%

of employees believe going into the office remains fundamental63

Table of Contents

04 How do I know if remote work is right for my company?

12 How much of the week should my employees be working remotely?

20 How should my office space align with my remote work needs?

Q How do I know if remote work is right for my company?

4

There isn’t a one size fits all approach for remote work.

There are many factors to consider when analyzing if remote work is a fit for your office.

Evaluate benefit to the company Determine office space functions Evaluate remote work viability Analyze future vision Assess the impact on company culture Consider employee attraction and retention Assess technology Weigh the challenges

A

A

Evaluate Benefit to the Company

Determine Office Functions

Acknowledge the positive outcomes to the company as a whole, not just individual employees.

Determine what needs your physical office space will fulfill in the post COVID landscape.

• Access a larger talent pool by expanding your candidate search outside your local geographical area • Achieve cost savings from modified office square footage and tapping into salary expectations from less inflated labor markets • Increase employee output with reported gains in productivity and reduced absenteeism at your office53

• Conduct surveys to determine the tasks your employees are conducting in the office: brainstorming, team building, meetings, heads down work • Analyze if your built environment supports employee productivity and post COVID work styles • Assess how free address desking can improve flexibility and efficient use of square footage

Evaluate Viability

Analyze Future Vision

Assess which employees align with remote work by auditing time spent in the office along with job responsibilities.

Analyze if remote work supports or hinders your company vision, values, and goals.

• Determine the number of hours each role spends in the office per week • Evaluate each employee’s tasks to understand how often they visit clients, travel for work, and are physically present in the office • Collect accurate data using furniture sensors and time tracking apps • Consider that some employees want the structure correlated with going into the office regardless of their role

• Analyze how remote work aligns with company goals, such as employee attraction & retention, and innovation • Consider obstacles remote work could present to achieving your vision or desired company culture • Ensure remote employees understand their connection to the company’s vision to maximize engagement

Contact BDH to conduct an audit of your current office space and its functions

7% Remote employees are 7% less likely to understand their connection to the vision of the organization.27

40% of Millennials & Gen Z professionals are motivated by the work-life integration produced by remote work54

79% of survey respondents would be more loyal to their employers if they had flexible work hours29

of w work perk

Assess the Impact on Company Culture

Determine the type of culture desired by your company and how remote employees will affect that culture • Ensure the drivers of your culture (values, traditions, unwritten rules) are well defined27 • Create programs that engage remote employees with these culture drivers and make them feel included in the day-to-day business • Plan events where all employees can attend together • Be aware that building culture with remote employees requires more proactive planning compared to the organic development that happens when all employees are in the office together

Consider Employee Attraction & Retention

Flexibility is a huge factor in employee attraction and retention.23 Evaluate implementing remote work as a way to secure top talent.

57%

workers say the option to remotely is one of the top ks they want offered by an employer55

• Integrate remote work as a tool to produce effective work life balance and increase loyalty among your employees29 • Target Millennials and Gen Z professionals by capitalizing on the fact that 40% are motivated by the work-life integration remote work can offer54 • Consider the effect remote work has on employee attraction, with 57% of workers saying the option to work remotely is one of the top perks they want employers to offer

Assess Technology

Adopt a company wide set of technology tools to make remote work feasible, productive and successful.

• Assess your current technology infrastructure, employee connectivity, and cybersecurity • Evaluate beneficial technology tools such as Office 365 for internal communication and video conferencing, Donut to boost camaraderie, and cloud based file storage • Implement a cybersecurity training program

Weigh the Challenges

Weigh the positive attributes of remote work against potential negative impacts for your company • Audit your organization’s experience with remote work during the COVID pandemic and determine if solutions are available for the issues you encountered • Outline additional costs or liability you will encounter, such as an employee home office allowance, responsibility towards employee injury, or damage to company equipment occurring at home • Examine the impact remote work could have on company culture and employee mental health

Q How much of the week should my employees be working remotely?

12

In order to determine how much, or even if any, remote work is right for your organization, evaluate the pros and cons of each model.

A

Working in the office 100% Hybrid workplace model Working remote 100%

Leaders in the US intend on conducting business using three primary approaches.61

23%

70%

7%

In Office

Hybrid

Full Remote

Pros and Cons of Work

Avoid Work Creep

Fewer Security Threats

Workplace Camaraderie

Departing from one’s workstation at the end of the day allows employees to create more concrete boundaries and prevent work from creeping into their personal lives.

Utilizing company owned equipment on a secure network decreases the risk of cyberattacks.40

Decreased Flexibility

Decreased Staff Retention

Workplace Distractions

Employees lose flexibility in their schedules to accommodate personal appointments, daycare drop off & pick up, sick kids, inclement weather and work-life balance.

46% of people would look for a new job that offered remote work if their employer discontinued the ability to work remote at least some of the time.34

The typical office wo is interrupted every minutes and it take minutes to regai focus.41 That’s a b hindrance to emplo productivity.

Workplace friendship strengthened by in pe interaction. The sen of belonging derive from these relations correlates with increa happiness.42

king in the Office 100%

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ps are erson nse ed ships ased

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orker y 11 es 25 in big oyee

Reduced Technology Issues

Mentorship Opportunities

Foster Innovation

There’s no need to worry about frozen videos, getting disconnected or un-muting the mic before speaking. Decreased tech issues can lead to more efficient meetings.

Young professionals gain knowledge by observing seasoned professionals.

Being physically present with colleagues provides more opportunities for learning.

Being in the office promotes spontaneous idea sharing and organic discussions, which can lead to the development of innovative content and solutions.

Decreased Engagement

Environmental Impact

Detrimental to Competitive Edge

54% of people would be less willing to go the extra mile for their employer if the flexibility to work remotely wasn’t offered, resulting in reduced employee engagement.34

If people worked from home 50% of the time, the greenhouse gas reduction would equate to removing the entire New York State workforce from the road.38

With only 29% of Millennials and 26% of Gen Z wanting to work entirely in the office, not offering remote work can hinder a company’s competitive edge.44

Pros and Cons of a Hy

Retention and Attraction

Increased Flexibility

Employee Cost Savings

Remote work attracts and retains talent. Survey results show 99% of respondents would like to work remotely at least some of the time for the rest of their career.37

Employees have more flexibility with their hours and environment, leading to elevated comfort and convenience. Flexibility is one of the highest ranked benefits by Millennials.38

Employees save betw $2,500 and $4,00 year on travel, park and food expenses working remotely ha time.38

Accountability Challenges

Decline in Employee Morale

Unplugging Af Work

Employees must be self-motivated and managers must be trained to successfully oversee remote workers.

Intentional check-ins and trust are required.

Maintaining company culture can be hard when working remotely. During the COVID pandemic, 65% of employers reported challenges maintaining morale.14

In a recent survey remote workers repo unplugging as th biggest challeng associated with rem work.37 1 in 5 work m hours when remote

ybrid Workplace Model

Better Work-Life Balance

Maintain Collaboration

Employer Cost Savings

ween 00 a king s by alf the

Remote work flexibility results in higher levels of job satisfaction and reduced levels of psychological burnout and stress.32

The number 1 reason people go into the office is to collaborate.23 The hybrid model ensures employees don’t lose the opportunity for in-person teaming.

Employers can save $11,000 annually per each half time remote worker due to increased productivity, decreased real estate costs & reduced absenteeism.38

fter

Not Always A Fit

Cybersecurity Risks

Inclusion Problems

y, orted he ge mote more e.34

Some people need the structure and mental separation of working in an office. Working at home could be hard for the social butterflies or those with kids at home.

20% of companies recently surveyed reported facing a security breach as a result of a remote worker and 18% said cybersecurity is not a priority for their staff.40

Whether by choice or circumstance, some employees may still work in the office full-time.

There’s a risk of creating a divide between remote and in-office employees.

s

Pros and Cons of R

Avoid the Commute

Increased Flexibility

No Geographi Limitations

Eliminating the commute allows for more time spent working or playing.

The average time lost to commuting over a one year time period equates to a total of 9 days.30

Remote work offers more flexibility and elevated convenience.

In a recent survey, 62% of respondents left or considered leaving a job due to a lack of flexibility.31

Employees aren’t lim to living in close prox to their employer headquarters and employers have acc to a talent pool bey their geographic ar

Increased Liability

Increased Loneliness

Employers should confirm that employees working off site do not pose any undue risks such as liability for injuries or ergonomic issues.

Loneliness is one of the biggest challenges for remote workers. In a recent survey, 70% of remote workers felt left out of the workplace.33

Elevated Burnout

With work stations c by, work can eas encroach on perso time. On average, re employees worked extra 26 hours ea month during COVI

Remote Work 100%

ic

Better Work-Life Balance

Increased Productivity

Environmental Benefits

mited ximity r’s d cess yond rea.

Working remote allows more options and prevents the “hustle culture.” Work-life balance is the top reason people seek flexible work options.31

A study from Stanford concluded that remote workers were 13% more productive than those in the office due to taking shorter breaks and decreased distractions.32

CO2 emissions in San Francisco dropped by 28% during the first 6 weeks of the COVID-19 lockdown due in part to decreased traffic.56

Added Expenses

Cybersecurity Risks

Decreased Collaboration

In a recent survey, 42% of employers are already or are considering reimbursing remote employees for cell phone, Internet and home office expenses.35

Operating on unsecured networks or personal devices increases susceptibility to cyberattacks. 1 in 10 had video calls hacked while WFH during COVID.36

Complete remote work eradicates in-person collaboration. In a recent survey, difficulties with collaboration was ranked as a top challenge for remote workers.37

close sily onal emote d an ach ID.34

Q How should my office space align with my remote work needs?

20

Whether your team works remotely, in the office or a combination of both, your office space should be designed to support your specific needs. Review the considerations for each approach as a starting point to create a customized solution.

We’re here to stay We like to mix it up Home base isn’t the office

87% of leaders around the world say they expect to allow more flexibility around where, when and how people work.61

A

We’re here to stay You’re at the office full time

71% of employees think the workplace of the future should be fully automated with smart office features57

A

Analyze Square Footage

Design for Resilience

Examine fundamental changes in the company’s business plan & assess any implications to your square footage.

Create a resilient work environment that can withstand future infectious disease outbreaks.

• Create a strategic plan for your office space based on long term goals • Determine if you need to prepare for future expansion • Analyze if containing costs by reducing square footage would be advantageous • Consider if you need to lock in to a floor plate and plan to increase staff without increasing square footage

• Confirm your office space has flexibility built in to accommodate safety practices for future pandemics • Incorporate employee health and safety priorities, specifically improved air quality as it’s a top concern57 • Support employee mental health with resources such as quiet rooms, Employee Assistance Programs, and transparency over safety protocols

Capitalize on Amenities

Address Employee Desires

Offer a robust amenity package that will attract and retain employees.

Incorporate employee preferences that have become more prevalent during COVID into your workplace policies as part of your retention and attraction efforts.

• Consider setting core business hours and allowing employees to flex their remaining workload • Establish a flexibility program that offers time shifts, location variety, and the freedom to adapt work schedules to attend important personal appointments

• Strategically locate your office to benefit from nearby restaurants, public transportation, trails, etc.

• Prioritize buildings that offer hospitality areas, collaboration suites, fitness centers, and outdoor spaces • Incorporate amenities such as work cafes, a hospitality bar, social areas, and wellness rooms into your suite • Consider technology an amenity as a growing number of employees support automation

Innovate your Office

Align your physical office space with how work, life, and interaction have changed due to the COVID-19 pandemic.

• Update your office layout to accommodate new needs such as teleconferencing rooms used to blend physical and digital collaboration • Explore how benching systems and non-dedicated workstations implemented through a free address program can help you capitalize on your available square footage • Review the types and quantity of collaboration space • Include choices for focused work outside of the employees’ desks, such as quiet zones or individual concentration pods • Audit the opportunities for organic team building and social connection within the office layout • Ensure your built environment supports and represents your company’s culture

1/4

of businesses will continue to work in the office as the primary destination.61

Contact BDH to update your office environment to align with your new needs

Consider Satellite Solutions

Instead of one large office, multiple satellite offices can accommodate a decentralized work force for a reasonable cost.

• Re-evaluate your employees’ distance from the office, as more than one-fifth of adults relocated due to COVID or know someone that did58 • Integrate candidates outside your immediate geographical area into your recruitment strategy • Revise your square footage program to reflect a main office for the majority of your workforce along with significant all company events and then smaller satellite offices that are streamlined in nature • Analyze cost savings that could result from capitalizing on real estate outside the urban core

More than

1 in 5

adults relocated due to COVID or know someone that did58

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We like to mix it up You’re embracing a hybrid of remote and in office work

73% of employees ranked air quality as the top health and safety concern related to their office environment.57

Work Station Density

Blending Digital & Physical

Contract the amount of work stations and consider right sizing your space.

Incorporate technological tools that support remote collaboration.

• Determine the reduced number of work stations required to support the typical amount of employees that will be in your office concurrently • Provide employees with work settings other than their dedicated desk, such as collaboration areas, quiet zones, or free address desking, to minimize work station quantity • Sublet the square footage no longer necessary to support your functions

• Designate private rooms for virtual meetings • Equip virtual meeting rooms with proper technology, A/V equipment and lighting • Insulate video conference rooms to elevate privacy and mitigate sound interference • Use room booking technology for ease of reservation and coordination

Health & Safety

Utilize Free Address

Prioritize employee health and safety during their time in the office.

Introduce free address desking to maximize your square footage.

• Confirm flexibility is built into your space to accommodate safety practices during future pandemics • Install materials that can withstand EPA recommended cleaning protocol • Incorporate employee health and safety priorities, especially improved air quality as it’s a top concern57 • Support mental health with resources such as quiet rooms, an EAP, and transparency over safety protocols

• Determine how many people will need to enroll in free address desking to support your targeted decrease in work station quantity • Align use of free address stations with employee role and needs • Use desk booking technology for ease of reservation and use • Establish a cleaning protocol to protect users from infectious disease transmission

Business Operations

Establish business operations that successfully support remote work and flexibility.

• Set parameters around the frequency in which your employees can work remote • Establish expectations for the frequency, means, and ideal timing of communication • Provide effective communication tools such as Microsoft Teams to support virtual collaboration • Determine new onboarding methods to accommodate remote employees • Provide managers with training on overcoming challenges associated with reduced face-to-face supervision with remote workers

Cultural Equity

Find ways to bring the company together as a whole to sustain your culture and combat remote worker loneliness.

• Organize in person events that include the whole company • Create virtual team building activities and fun chat channels so employees can bond over mutual interests regardless of their location • Schedule regular face-to-face interaction • Recognize achievements via digital platforms so employees can celebrate no matter their location • Implement lunch break wellness activities such as yoga or meditation

Contact BDH for assistance with creating an office space that supports hybrid work

56% of employees place more value on workplace culture than salary59

21% The profitability increase demonstrated by connected teams60

#1 The primary reason employees go into the office is to collaborate23

of em impor team

We Space vs. Me Space

Embrace your office space as a collaboration tool by creating an environment that is supportive of individual and team work. Shift away from primarily single user spaces and incorporate more settings that promote group interaction.

• Create a variety of single user and collaboration areas and spread them throughout the office for convenient access by all employees • Give choice with different types of collaboration spaces so employees can select the setting and posture most conducive to the task at hand • Accommodate groups of all different sizes, ranging from two up to large groups • Use areas previously off limits for employee collaboration such as front reception or the coffee area to promote a culture of innovative brainstorming

Employees now spend

50% more 87%

mployees say the office is rtant for collaborating with m members and building relationships23

time engaged in collaborative work60

What does a hybrid approach look like?

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KEY FEATURES

13,470 square feet

56% decrease in desking

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Focus area

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Multi-modal

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60%

3%

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benching systems

21

FF&E solutions

higher ratio of free address desks to dedicated workstations

Home base isn’t the Office You’ve made the switch to remote employees

A

Analyze Functional Needs

Cultivate Connectedness

Evaluate day-to-day functions that warrant retaining a small office footprint.

Determine how to unite employees and build a strong culture when all employees are physically separated.

• Determine in-office resources that are crucial for business operations such as large scale printers, specialized equipment and meeting rooms • Offer a few free address desking stations to allow a change of scenery • Ensure the physical footprint you keep is flexible in order to accommodate evolving needs • Retain consolidated meeting space to foster in person collaboration

• Plan company wide events as teams that have a strong connection demonstrate a 21% increase in profitability60 • Maintain company wide meetings with virtual video calls • Encourage employees to be on camera during meetings so they benefit from seeing each other and can observe body language

Cybersecurity

Rules of Engagement

Address cybersecurity risks associated with remote work and standardize procedures to prevent cyberattacks.

Establish a defined set of expectations, policies, and tools to set employees up for successful full-time remote work.

• Provide training on how to identify suspicious links, malware, phishing attacks, & other cybersecurity threats • Require employees to use a VPN to ensure secure network connection62 • Set standards for use for company issued devices and cloud services62 • Monitor digital activity on companyowned devices

• Establish expectations for core hours and communication response time • Ensure employees have a dedicated work space and child care • Communicate whether work related equipment will be provided or if employees will need to outfit their own home office • Define how results and productivity will be measured

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