Winning the hybrid work battle: why employee experience matters more than ever

The battle over hybrid work is far from settled. While leadership teams push for employees to return to the office, many workers prefer the flexibility of remote work. The result? A disconnect between leadership expectations and actual employee behavior.

“81% of companies report a misalignment between leadership expectations and how employees actually use office space.”

• CBRE Workplace Insights 2024

HR leaders are caught in the middle, tasked with maintaining engagement, improving retention, and making office time worthwhile. The solution isn’t enforcing rigid attendance policies - it’s redesigning the workplace experience to align with how employees want to work.

Making in-office time worth it

Rethink how space is used

If employees are expected to return, the office needs to provide more than just desks and meeting rooms. Workers come in to collaborate, connect, and focus - yet many offices still prioritize assigned desks over flexible workspaces.

HR leaders should:

• Assess which spaces employees actually use and adjust layouts accordingly.
• Increase the number of small meeting rooms and quiet areas to support different work styles.
• Ensure social and collaboration spaces are designed for engagement, not just for aesthetics.

📌 Example: A media company found that employees rarely used their assigned desks but consistently booked conference rooms for brainstorming sessions. After reviewing an occupancy study, they converted part of their desk space into reservable collaboration pods, improving engagement without expanding their office footprint.

Prioritize employee well-being

A poorly designed office discourages employees from coming in. Workplaces that feel sterile, noisy, or lacking in privacy create more stress than productivity.

To improve the in-office experience:

• Incorporate wellness rooms and quiet zones for employees who need a break from open spaces.
• Improve acoustics and lighting to create a more comfortable work environment.
• Offer flexible seating arrangements so employees can choose a space that fits their needs that day.

📌 Example: A financial services firm saw low attendance despite enforcing a three-day office policy. After surveying employees, they found noise levels were a major issue. By reconfiguring open seating areas and adding soundproof booths, attendance improved without policy changes.

Hybrid policies that actually work

Flexibility leads to higher engagement

Rigid return-to-office mandates often backfire, leading to resentment and turnover. Instead of setting inflexible attendance rules, companies should create policies that balance structure with choice.

To encourage employees to use the office:

• Allow teams to set their own in-office schedules instead of enforcing blanket policies.
• Use occupancy data to track which days see the most engagement and build schedules around peak usage times.
• Provide incentives for office attendance that focus on experience rather than mandates.

“Companies with flexible hybrid policies report higher employee engagement and lower turnover compared to those with rigid in-office requirements.”

• CBRE Workplace Insights 2024

📌 Example: A tech company noticed that employees came in midweek but avoided Mondays and Fridays. Instead of requiring five office days, they formalized a hybrid policy around Tuesday to Thursday attendance, improving both employee satisfaction and office space efficiency.

Q&A: Practical insights for HR leaders

Q: How can HR ensure employees actually want to come into the office?
A: Create an environment that supports how employees work best. This means better meeting spaces, quiet work areas, and social hubs rather than rows of empty desks.

Q: What’s the biggest mistake companies make with hybrid policies?
A: Mandating office attendance without improving the workplace experience. If employees don’t see a reason to come in, policies alone won’t change behavior.

Q: How can companies measure whether their hybrid strategy is working?
A: Use occupancy studies to track real office usage and adjust policies based on how employees actually use the space, not just leadership expectations.

Why occupancy data is key to better workplace experiences

HR leaders need more than just employee surveys to understand how office space impacts engagement. Without data, workplace decisions are based on assumptions rather than real behavior.

This is where Vantage Space provides value. Unlike sensor-based tracking, Vantage Space offers quick, human-led occupancy studies that provide both quantitative data (how space is used) and qualitative insights (what activities happen in each space).

By conducting snapshot occupancy studies, HR teams can:

• Identify which spaces employees prefer and why.
• Measure the impact of workplace changes on engagement and retention.
• Ensure hybrid policies align with real employee behavior.

With the right data, HR leaders can bridge the gap between leadership expectations and employee needs, creating a workplace that people actually want to use.

Looking to improve your hybrid work strategy? Start an occupancy study with Vantage Space today.