As hybrid work models become more popular with today’s workforce, it creates a range of challenges for companies. In this blog post, we’ll be discussing how a visitor management system could be the key for hybrid offices to effectively manage their workspace, employees and visitors.
The rise of hybrid offices
Forbes reports that in 2019 before the COVID pandemic struck, just 4.7% of UK employees worked from home. This statistic was similarly matched by the US which is said to have had 5.7% of the population working from home at that time.
By April 2020, 46.6% of UK employees were working remotely for at least part of their job, with 86% citing the pandemic as the specific reason for this shift.
As the world recovered from the pandemic there is no doubt it drastically altered many aspects of our lives, with one of the most significant changes occurring in how and where we work.
As of 2024, 14% of UK employees now work from home permanently (over 9% higher than pre-pandemic) and 26% now work on a hybrid model, where they work both from home and an on-site location such as an office.
It is thought that, for those who had only ever previously worked from an on-site location, hybrid working opened up the door to a range of benefits including; improved work-life balance, fewer distractions, improved wellbeing and more!
As employees nationwide advocated for hybrid work arrangements, organisations have had to embrace flexibility while implementing systems to respond to this workplace shift.
What challenges have arisen from managing a hybrid workforce?
Managing a hybrid workforce presents several challenges from an office management perspective with some of the main ones being:
Utilising your office space
As employee attendance fluctuates throughout the working week, it can be difficult to design your office’s work environment to best suit your staff.
Because of the uncertainty on how many workers will show up each day, it can be hard for office managers to determine the amount of working space they require, for example, how many desks or meeting spaces they need for each floor or department on a day-to-day basis.
Accurately tracking the working hours of users both on and off-site
As an employer, ensuring staff accurately log their hours worked can be crucial for a range of reasons whether that be to track time spent on client projects or recording punctuality for performance reviews, it is important to know when your staff are working.
The shift to hybrid offices and remote work has complicated employee monitoring, as managers can no longer physically observe staff logging on and beginning their workday.
Safeguarding
Regardless of your business size, keeping track of your staff’s whereabouts can be tricky now that it is more common for staff to work remotely or on the go.
Having visibility into where your staff are located can offer numerous benefits but one of the primary advantages is safety, so that if there is an emergency, you know if that staff member is working from home that day or is on-site.
How a visitor management system can revolutionise your hybrid office space
In the era of hybrid work, managing office spaces has become more complex.
Enter VisiPoint, a visitor management system that will give everyone a great visitor experience.
This solution is a powerful tool that could be the key to unlocking the full potential of your flexible workspace. Here’s how:
Streamlined check-in process for both those on-site and off-site
Gone are the days of paper logbooks and clunky sign-in sheets. A modern visitor management system built for hybrid offices automates the entire check-in process for both visitors and employees.
With VisiPoint we’ve made the sign-in process for staff as efficient and seamless as possible.
For staff working on-site, they can check in at either a kiosk or via our new mobile app. The VisiPoint Passport app automatically detects when a user has entered a site, based on the geofencing parameters set up by admins. The user will then receive a pop-up notification which asks them to sign in on their mobile.
For workers off-site, we have designed a remote sign-in option allowing employees who are working away from the office e.g. working from home or working at a location where there is no office/company building to sign into, to sign into a remote area from their smartphone.
Increase the accuracy of your timesheets for on-site and remote staff
Allowing users to sign in through a visitor management system designed for hybrid offices, allows a much more accurate picture of hours worked for all staff. Accurate timekeeping eliminates any dispute over hours, making the payroll process smoother.
By implementing VisiPoint you will be able to reliably track hours worked both on and off-site, you can streamline payroll processes, maintain productivity, and create a sense of accountability among your staff.
Improve safeguarding for both on-site and remote workers
For on-site emergencies, VisiPoint allows employers to access instant emergency lists and will allow them to pull up an instant register of everyone on site and check them off as ‘found’. The register contains contact details, visit information and a photo for instant recognition.
For off-site workers, the GPS location can be logged when they sign in/out remotely, giving employers visibility over their location details. If an incident occurs, pinpointing the affected staff member’s location gives employers the ability to respond promptly and offer assistance.
By knowing where your staff are, you can make informed decisions, optimise operations and create a safer work environment.
Insights driven by visitor data
VisiPoint’s centralised management dashboard provides comprehensive real-time reports, putting critical information at your fingertips.
The real-time monitoring and analytics can help organisations identify trends in working patterns.
By having staff check-in both at home and on-site through the visitor management solution, you’ll be able to determine which days at the office are busier than others and plan your resources accordingly. An example of this could be desk booking during peak hours or days to ensure everyone has an appropriate workspace when they come into the office.
Are you looking for a visitor management system to manage your hybrid office?
Contact our expert team today and we’ll help provide you with a sleek and modern visitor management solution that seamlessly supports hybrid & remote work models.