The global workplace has shifted ‘out of office’, and it’s showing no sign of shifting (fully) back! There’s no escaping the fact that the concept of 'the office' has undergone a dramatic transformation in recent years. As we navigate the new-normal hybrid work model, facilities managers are finding themselves right at the forefront of this change, and are being tasked with creating spaces that don’t just accommodate, but actively boost the hybrid work experience.
The New Face of Facilities Management
Gone are the days when facilities management was solely about maintaining building systems and making sure workspaces were clean. Today, it's about building environments that encourage collaboration, creativity, and connection in time where employees increasingly split their time between home and office.
1. Flexibility is Key
One of the most significant shifts in office spaces is the need for flexibility. With office occupancy constantly fluctuating, static layouts are becoming obsolete. You should consider:
Modular furniture systems that can be easily reconfigured
Bookable meeting rooms and hot-desking options
Multi-purpose areas that can transform from individual workstations to collaborative spaces
Organisations are looking to implement a range of measures of support – most notably making their offices more collaborative spaces (44%), a greater investment in the quality (40%) and quantity (40%) of technology, and more line manager training (38%) (CIPD).
2. Integrate Technology
Seamless technology integration is no longer a luxury—it's a necessity. Facilities managers need to make sure:
There’s solid Wi-Fi coverage throughout the office
Easy-to-use video conferencing setups are in all meeting rooms
Smart booking systems are in place for desks and meeting spaces
They’re using IoT sensors to monitor space utilisation and environmental conditions
3. Health and Wellness Focus
Awareness of health in shared spaces has only heightened in recent years, for obvious reasons! So while we’re all taking our wellbeing more seriously modern offices should prioritise:
Improved ventilation systems
Touchless technologies for doors, elevators, and restrooms
Antimicrobial surfaces in high-touch areas
Biophilic design elements to improve air quality and well-being.
"In offices [that incorporate Biophilic design] productivity increases by 8%, well-being shoots up by 13%, and in addition to this absenteeism falls and staff are more engaged when in the office." - PlantPlan
4. Adaptive Cleaning Protocols
Cleaning schedules have some catching up to do if they want to be as flexible as workspaces are - gone are the days of rigid 9-to-5 cleaning routines. Today's facilities managers are changing things up with adaptive cleaning protocols that can keep pace with constantly fluctuating office usage.
Real-time cleaning: Using smart sensors and IoT technology to identify areas that need immediate attention means that spaces are always ready for use.
Peak-hour focus: Increasing the frequency of cleaning in high-traffic areas during the busiest times, keeps the workplace looking, and feeling, great when it matters most.
Off-peak deep cleans: Scheduling thorough sanitisation during quieter periods minimises disruption and maximises effectiveness.
Flexible staffing: Adjusting cleaning team schedules to match up with office usage patterns.
Targeted approach: Using office occupancy data to really focus cleaning efforts on areas that have been used, rather than cleaning the entire office unnecessarily.
Employee involvement: Encouraging a ‘clean as you go’ culture, providing sanitisation stations for users to wipe down shared spaces after use.
Transparent communication: Clearly displaying cleaning schedules and last-cleaned times, so employees have confidence in their workplace hygiene.
By rolling out whichever adaptive cleaning strategies work for you, you’re not just ticking boxes. You're showing your commitment to creating a workplace that people actually look forward to coming back to – whenever that may be. It's all part of the bigger picture: a flexible, health-conscious environment that's ready for whatever the hybrid work model throws at you.
5. Creating Collaboration Hubs
With remote work capabilities, offices are really becoming hubs for collaboration and social interaction when employees do meet up. So make sure you focus on:
Designing informal meeting areas and breakout spaces
Creating 'collision spaces' that encourage spontaneous interactions
Installing soundproof pods for private video calls or focused work
6. Sustainability and Energy Efficiency
With the number of workers in-office changing constantly, energy management has become more complex than ever. You’ll need to consider:
Smart lighting and HVAC systems that adjust based on occupancy
Energy monitoring tools to really optimise usage
Sustainable materials and practices in office design and maintenance
7. Data-Driven Decision Making
By putting the right tools in place, facilities managers now have access to a wealth of data to inform their decisions:
Occupancy sensors to understand space utilisation patterns
Employee feedback tools to gauge satisfaction with the workspace
Analytics platforms to track and optimise energy usage
8. Supporting Remote Workers
Facilities management now extends beyond the physical office. You’ll need to consider how to:
Provide ergonomic assessments and equipment for home offices
Create guidelines for safe and productive home workspaces
Offer virtual office tours and onboarding for new remote employees
9. Promoting Company Culture
With a dispersed workforce, the office becomes more important than ever as a home for company culture. Facilities managers can:
Design spaces that reflect the company's values and brand
Create areas for social learning, events and team-building activities
Incorporate local art or design elements to create a sense of place
10. Continuous Adaptation
The hybrid work model is still evolving, and as we settle into this new way of, it’s important to establish:
Regular feedback loops with employees to understand any changing needs
Pilot programs to test new office configurations or technologies
Partnerships with HR and IT to ensure workplace solutions that work for everyone
“It takes 12-18 months for a mid-tier (with 500-1,000 employees) company’s digital transformation.” - Satyamohan Yanambaka
11. Balancing Cost and Value
While adapting to hybrid work may require investment, it also presents opportunities for savings too. You should take this time to:
Reassess space requirements and consider downsizing if appropriate
Put energy-saving measures in place to reduce operational costs
Digital transformation and implementation
Explore shared office spaces or satellite offices for distributed teams
The Role of the Facilities Manager in Hybrid Work Success
By creating environments that support flexibility, encourage connection, and inspire creativity, facilities managers play a really crucial role in the success of hybrid work models that should not be overlooked.
As we move forward and hybrid beds in, the most successful organisations will be those that view their office spaces not just as a place to work, but as a strategic tool for employee engagement, productivity and, well, happiness! Facilities managers are key to unlocking this potential, turning the challenges of hybrid work into opportunities to transform the workplace.
Remember, there's no one-size-fits-all solution. The key is to stay adaptable, listen to your employees, and continually evolve your spaces to meet the changing needs of your workforce. If you can do that, you'll create an office environment that doesn't just accommodate hybrid work—it celebrates it.
