Effective Hybrid Programs: Policies & Common Characteristics

Underlying Benefits of Hybrid Policies

The benefits of hybrid work can be boiled down to a core theme: connectivity with flexibility. Employees appreciate the exposure and interactions that come from working in an office. Many of them, however, want the autonomy of occasional remote work. Employees are not only saving time and money by reducing commute days, but they are also utilizing that reclaimed time for childcare, exercise, additional work and home administration. However, the desire for in-person connectivity remains strong. This is reflected in the rates of attrition due to office attendance policies.

Portfolio optimization is made possible by organizations implementing more on-demand solutions for employee accommodation on site. CBRE research shows that, for the first time, the number of people exceeds the seats provided within CBRE’s managed client portfolio. This allows companies to provide fewer total seats, which is both more efficient and creates a more vibrant on-site experience.

The economic impact within organizations is significant. Assuming a 10% space reduction is achieved across the average managed portfolio of 7.5 million RSF, at U.S. average rental rates, that would reflect an annual rent reduction of $25-$30 million.

Figure 3: Global Target Sharing Ratios, 2021 vs 2024

Understanding Attendance Patterns & Measuring Hybrid Work Programs

Tracking Attendance and Utilization

Of organizations with hybrid policies that require employees to work from the office, about 60% track attendance, primarily through security badging. In general, 90% of organizations opt for this utilization tracking method, which has remained the most popular approach for the past four years, followed by reservation systems (52%) and visual observation (38%). The reliance on security badging reflects its effectiveness in providing real-time data on office utilization.

Figure 4: Sources of Utilization Data, Current and Future

As we move forward in this hybrid work landscape, understanding attendance patterns and employee preferences will be crucial for organizations looking to optimize their workplace strategies. The following key metrics can aid decision making:

Achieving the right balance in office attendance by adjusting daily show-up rate and distribution of that demand across the week is critical to creating an exceptional on-site experience. This requires attention to both the fullness of the space (how many people show up on a given day) and accommodation for those workers on those days (how many seats, and what variety, are provided). As reflected in the diagram below, and consistent with most occupiers now constraining seat supply and creating shared workplaces, the optimal balance creates a more vibrant experience.

Figure 5: Measuring Office Vibrancy

Figure 6: Recalibrate for Vibrancy

Common Characteristics of Effective Hybrid Programs

Hybrid programs have several common characteristics that contribute to their effectiveness. A notable 70% prioritize investment in technology tools, ensuring that employees have the necessary resources to facilitate seamless collaboration, whether they are working remotely or in the office.

Sixty-six percent of hybrid programs emphasize the importance of change management and communication. These initiatives help to create a transparent and supportive environment, keeping employees informed and engaged during transitions.

The data shows 62% of hybrid programs provide information about available office amenities and services, allowing employees to make data-driven decisions about where they work and what resources are at their disposal.

Besides these well-adopted common characteristics, both employees and managers still need significant training. This highlights an important area for improvement, as enhanced training programs can equip staff with the skills and knowledge needed to thrive in a hybrid work setting, leading to greater success for these programs. Addressing this gap will be crucial for organizations looking to optimize their hybrid work strategies, ensure sustained productivity and foster employee satisfaction.

Figure 7: What are the goals for supporting hybrid work?

Figure 8: Which of the following is included in your hybrid work program?

Alignment In Communications is Key

The gap between aspirational and actual office attendance has narrowed. The alignment between targeted (aspirational) and communicated (actual) policies has improved, with an average difference of just two percentage points in 2024. This has narrowed by three percentage points from 2023. This suggests organizations are becoming more cohesive in their hybrid work strategies, which is essential for long-term success.

Evolving Workplace Needs

These patterns of attendance are changing the types of spaces employees require, the attributes of buildings companies prioritize and how space is managed.

Increase in Demand for Space to Perform Focused Work

Many employees find it challenging to fully separate their schedules into in-person and virtual days, leading to a rise in virtual or hybrid meetings when in the office. Remote work allowed employees to have significant control over environmental factors, such as acoustics, natural light and temperature. Adding more small, enclosed private spaces and meeting rooms is a growing requirement in workplaces that seek to replicate these conditions.

Demand for More Social and Collaborative Spaces

The most important amenity among in-office employees is other employees. The need to create more connected experiences in the office has led to a rebalancing of the physical environment to increase both amenity spaces and collaboration. With fewer days spent in the office, in-person collaborative work has become a focal point of the in-office experience. As such, demand for collaborative spaces has increased.

Prioritizing Connective Building Attributes

Organizations are now prioritizing training, mentoring and networking benefits when selecting office space. This trend has skewed preferences toward trophy office buildings equipped with social amenities that encourage people to gather—including roof decks, coffee bars and multipurpose rooms—located in vibrant neighborhoods. These attributes make in-office work more appealing and encourage employee engagement.

Innovative Space Management

To adapt to these changing dynamics, companies are being more intentional in the experience they provide employees. This is being led by new hospitality-oriented roles managing the workplace, curating events and being attentive to employee (i.e., guest) needs in real time. These service models allow for seamless variability in space utilization, enhancing the overall employee experience. Additionally, they provide valuable feedback and data that organizations can use for future portfolio management. Advanced tools, like our Predictive Occupancy dashboard, further empower these models by offering real-time insights into space usage, enabling proactive adjustments to optimize employee engagement and operational efficiency. For example, using historical data such as weather conditions and holiday information to predict future occupancy trends, helps office administrators manage space utilization and plan for peak traffic times.

Embracing the Hybrid Future

As we continue to navigate this hybrid work landscape, the interplay between flexibility and in-person collaboration will shape organizational strategies moving forward. By leveraging data and prioritizing employee needs, companies can create a conducive work environment that balances flexibility with the benefits of face-to-face interactions.

The hybrid work model is not just a temporary fix; it is a long-term strategy that will shape the future of work. Embracing this model enables organizations to remain competitive, attract top talent and foster a culture of collaboration and innovation. In this new normal, flexibility is key, and so is the recognition of the value that in-person connections bring to the workplace.

About the Series

CBRE’s 2024-2025 Global Workplace & Occupancy Insights is a five-part series that explores trends across major office occupiers, providing valuable insights for organizations seeking to align their workplaces with business needs and cultural objectives. Part 1, “Companies prefer metrics that measure effectiveness, rather than efficiency,” explored how organizations are increasingly prioritizing workplace experience as a crucial factor in real estate success. In this article, Part 2, we outline the factors that contribute to the effectiveness of various hybrid program models.