This guide covers how to make the most of your in-person time.
In a hybrid model, in-person time remains crucial, but leaders must carefully balance organizational needs with employees' desire for flexibility. This requires a clear definition of the purpose and value of in-person collaboration and a well-structured program outlining when and why employees should come together.
The key issue is providing employees with clear guidance on managing their balance between remote and in-person work. According to the 2022 Work Trend Index report, 38 percent of employees cited uncertainty about when and why to be in the office as their biggest challenge with hybrid work.
Here’s a guide to help redefine the purpose of in-person time and optimize its effectiveness.
Maximizing Office Time: Five Key Use Cases
Microsoft Chairman and CEO Satya Nadella has noted that the office is the original collaboration tool. However, it should be utilized with intention and purpose. Here are five essential “use cases” that illustrate how to do this effectively.
1. Team Building and Bonding
Connections among team members significantly impact productivity, creativity, innovation, and overall wellbeing. Strengthen these relationships by spending time together in person.
What leaders can do:
Plan on-site events that everyone will eagerly attend, such as professional development opportunities or sessions with influential speakers.
Establish in-person rituals that foster connections, like a weekly taco lunch or an annual concert.
What managers can do:
Balance on-site planning and brainstorming with activities that build trust and encourage teamwork, such as escape rooms or cooking classes.
What individuals can do:
Coordinate with your manager and teammates to adjust deadlines and reschedule non-urgent meetings, allowing more time for meaningful connection and collaboration.
2. Re-establishing “Weak Ties”
Many people lost connections to their "weak ties"—contacts on the periphery of their networks—due to remote work. The office environment often provides the best opportunity to rebuild and strengthen these relationships.
What leaders can do:
Organize regular in-person events that bring together teams and departments across the organization.
Utilize tools like Viva Insights to identify and analyze collaboration patterns across the company.
What managers can do:
Prior to on-site meetings, hold one-on-one sessions to help employees create a network plan that prioritizes in-person interactions.
What individuals can do:
Rebuild connections using the "five more" method: whenever you meet a new contact, ask them for five additional people you should get to know.
3. Reengaging People with the Organization's Mission and Culture
The workplace serves as the physical representation of company culture, making it especially important for new hires to experience it in person.
What leaders can do:
Redesign meeting spaces to support hybrid collaboration. According to the 2022 Work Trend Index, 54% of leaders are either redesigning or planning to redesign meeting spaces for hybrid work in the coming year.
What managers can do:
"Re-onboard" new hires brought in during the pandemic, particularly those who worked remotely or are new to the workforce, by offering small group tours and fostering informal connections.
Ensure that every new hire is paired with an onboarding buddy.
What individuals can do:
Set aside time to explore the office and connect with on-site experts, such as a representative from operations or the company librarian, to help you make the most of your time there.
4. 1:1 Connections
Sensitive conversations can benefit from face-to-face interactions. A 2021 survey by Glint and LinkedIn Market Research revealed that 48% of employees prefer to give or receive feedback in person.
What leaders can do:
Allow managers to tailor feedback methods to individual preferences—some employees may do well with regular, formal reviews, while others may prefer a casual walking meeting or a check-in over lunch.
What managers can do:
In-person meetings are ideal for discussing career development, team dynamics, and personal wellbeing. Consider leaving laptops behind and opting for a walk or a more relaxed setting.
What individuals can do:
Maximize your time with leaders and managers by preparing questions or challenges you'd like to discuss.
Reserve in-person check-ins for sensitive topics or situations that may require more detailed conversation.
5. Brainstorming
Hybrid brainstorming has its advantages, but traditional free-form whiteboarding often benefits from the immediacy of in-person collaboration.
What leaders can do:
Organize day-long sessions for the entire team to brainstorm long-term goals, identify overlooked opportunities, and discuss potential challenges.
What managers can do:
Emphasize that attending brainstorming sessions in person is not just about individual preferences but about supporting the needs of the group.
What individuals can do:
Arrive prepared, stay focused, and ensure that other tasks or deadlines are not distracting you during the session.
Jump-Start Your Time in the Office
Here are three reasons employees may be hesitant to return to the office and how to address them.
1. Desire for Control Over Work Environment
In the 2022 Work Trend Index, 51% of global employees indicated they were considering switching to a hybrid work model. Many employees, particularly millennials and Gen Z, have developed their professional careers in flexible, hybrid, or digital-first settings.
Leaders need to demonstrate how in-person time benefits the team and organization.
Rather than mandating office attendance, encourage a culture where employees feel motivated to come in and support their teams. Forcing attendance could push top talent to seek more flexible opportunities elsewhere.
Clearly explain the purpose of in-person events, incorporating social elements that provide both individual and organizational value.
2. Commuting is Stressful and Time-Consuming
In a 2021 survey of Microsoft employees, 61% stated that avoiding the commute was their main reason for working from home.
Highlight the value of in-person work to make commuting feel worthwhile.
Promote flexible hours so employees can avoid rush hour, making travel more efficient.
Offer commuter perks, such as public transportation discounts, carpooling options, or incentives that reduce environmental impact while fostering team connections.
Remind employees that a commute can provide a helpful transition period between home and work, improving work-life balance. Microsoft researchers even developed a virtual commute to simulate this benefit for remote and hybrid workers.
3. Preference for Focused Work at Home
In the 2021 Work Trend Index, 58% of respondents cited "focused work" as a reason to work both in the office and at home. Leaders must accommodate both environments.
Equip the office with small, quiet rooms for focused work or private meetings.
Invest in on-site experiences that foster team culture, helping employees see the value of connection alongside focused work.
Give employees control over their schedules, allowing them to balance meeting-heavy on-site days with quieter, meeting-free days from their preferred location.
Additional Considerations
Be accessible
Accessibility improvements benefit everyone.
Automatic doors assist not only those with permanent mobility impairments but also employees carrying heavy items or recovering from injuries.
Adjustable desks, spacious layouts, and low seating make the office more navigable for wheelchair users while enhancing comfort and safety for all employees.
Encourage spontaneous interactions
Unplanned encounters can foster collaboration.
Research shows that academics are 20-30% more likely to secure grants with just 100 extra feet of common path overlap in the office.
Another study found that sharing a building boosts collaboration. To facilitate this, design central pathways where employees can easily cross paths and interact.
Promote outdoor spaces
If your company has outdoor areas, make use of them and encourage employees to do the same.
Microsoft offers outdoor options like themed conference rooms, Wi-Fi-enabled seating areas, and "treehouse" spaces to encourage movement and inspire creativity.
Your teams could benefit from outdoor meetings in an office zen garden, by a fountain, or even weekly gatherings at a nearby park.
Learn more here.