This guide explores how to design a flexible, ergonomic hybrid workspace that supports busy teams with varying needs, backed by solutions from Leitz.
The way we work has changed, and so have the spaces we work in. More businesses are now embracing a hybrid model, and the traditional office is no longer fit for purpose on its own. Today’s workspaces need to be flexible, adaptable and designed to support a mix of in-office and remote work.
This guide is designed to help employers rethink their office setup to better suit a hybrid workforce. From understanding employee needs to choosing ergonomic furniture and managing change, we’ll cover the essentials for creating a modern, functional workspace that works for everyone.
Hybrid workspaces are important in modern offices because they reflect the evolving nature of how people work today. A growing number of employees now split their time between remote and in-office work, which means that traditional office setups often no longer meet everyone’s needs. Hybrid workspaces provide the flexibility to accommodate different work styles, whether that means collaborating face-to-face, focusing in quiet areas or connecting virtually.
They can also help businesses attract and retain talent by offering a more adaptable and employee-focused environment. When businesses provide a workspace that supports both remote and office-based work, it can improve employee productivity, engagement and overall job satisfaction.
In addition, hybrid workspaces typically make more efficient use of office real estate. By creating flexible areas rather than fixed desks for every employee, companies can reduce costs and adjust their space as needs change.
Overall, hybrid workspaces are a practical response to modern workforce expectations, helping organisations stay agile and competitive in a rapidly changing world.
It’s essential to understand your team’s needs when designing hybrid work setups that truly support how people operate. Every employee will have their own preferred way of working; some will thrive in collaborative environments, whilst others will need quiet, focused areas. Once you assess the work styles and preferences within your team, you’ll be able to create spaces that cater to different tasks and personalities, and ensure that everyone can perform their best.
It's important to gather employee feedback ahead of creating your hybrid workspace. You can engage your team through surveys, interviews or workshops to gain valuable insights into how they currently use the office and what they need from a hybrid workspace. You can also analyse their usage, such as peak times for desk occupancy or meeting room demand, so you can efficiently tailor the environment, and create a workplace that feels both comfortable and functional for all.
When planning your hybrid workspace, it’s important to distinguish between core office functions and spaces that can be more flexible. Core functions will include areas that are essential for daily business operations, such as reception, IT hubs and dedicated team zones. Flexible spaces, on the other hand, can be designed to adapt to changing needs. These might include hot-desking areas, breakout zones or multipurpose rooms that can be used for collaboration or focused work. If you can balance these elements, you can ensure the office supports both routine tasks and the varied demands of hybrid working.
Choosing the right layout is a crucial part of this process. By carefully planning the layout, you can create an environment that promotes productivity and wellbeing, accommodating the diverse ways your team works. For example, including open-plan designs will encourage collaboration and spontaneous interaction, whilst zoning different areas can help manage noise and activity levels. You may also need to include quiet zones or private pods to provide space for concentration or confidential discussions.
Ergonomic tools play a vital role in supporting a comfortable and healthy hybrid workspace. You should aim to provide adjustable furniture, such as chairs with proper lumbar support and desks that can be set to the right height for each user, to help reduce strain and fatigue during long working hours. One option to enhance flexibility is the foldable sit-stand desk. This type of desk likely offers the convenience of easily switching between sitting and standing positions, whilst being compact enough to fold away when not in use. This adaptability allows employees to personalise their workspace and encourages regular movement throughout the day, which can improve posture and overall wellbeing.
In addition to desks and chairs, accessories like desk pegboard organisers help keep workspaces tidy and efficient by providing easy access to frequently used items. Laptop stands and monitor arms can also improve ergonomics by positioning screens at eye level, reducing neck and eye strain. For those using sit-stand desks, ergonomic office stools offer an alternative seating option that supports better posture while allowing movement and flexibility. Together, these tools create a hybrid workspace that promotes health, comfort and productivity.
Technology is the backbone of successful hybrid working, as it can enable seamless communication and collaboration regardless of where people are located. Reliable and fast internet connectivity is essential to support video calls, cloud-based applications and real-time file sharing without interruptions. You’ll need to ensure you have strong Wi-Fi coverage throughout the office, including meeting rooms and breakout areas, to help avoid any connectivity issues.
You’ll also need to ensure each hybrid workspace is equipped with the right tools. This might include equipment such as video conferencing systems, high-quality microphones and noise-cancelling headphones, which can all be needed for remote meetings and to reduce distractions. Collaboration platforms, such as instant messaging, project management software and shared document tools, will also help to keep teams connected and organised.
Flexible and adaptable spaces will be key to supporting the dynamic nature of hybrid working. By prioritising flexibility, employers can create workspaces that adapt to evolving needs, support different working styles and foster productivity across the hybrid workforce.
Offices should offer a mix of areas that can easily be reconfigured to suit different tasks and team sizes. This might include something like hot desking or desk booking systems that will allow employees to choose where they work on any given day. This will make efficient use of the available space without needing permanent desks for every individual.
In addition to flexible desks, private pods or quiet rooms will ensure employees have places to focus or hold confidential conversations away from the buzz of collaborative zones. You can also include multi-purpose areas that are able to accommodate informal meetings, brainstorming sessions or individual work, depending on what the moment requires.
Health, safety and wellbeing are essential parts of designing a hybrid workspace that supports both in-office and remote employees. When health and wellbeing are embedded into the design of the workspace, employees are more likely to feel supported, valued and able to work at their best.
This should include prioritising good ventilation and air quality, with systems that ensure a regular flow of fresh air to create a comfortable and healthy environment. Where possible, access to natural light and the inclusion of plants can also contribute to improved wellbeing and concentration.
Cleanliness and hygiene will be important in shared workspaces. You can opt for touch-free technology, such as automatic doors, sensor taps and voice-activated equipment, to help minimise contact points. You should also ensure there are clear cleaning protocols and available hand sanitiser, especially to maintain hygiene between users when shared workspaces like hot desks or meeting rooms are being used throughout the day.
You should also encourage physical movement and regular breaks throughout the working day. This might include offering sit-stand desks, promoting walking meetings, or providing quiet spaces for rest and recovery.
Transitioning to a new way of working can be challenging for teams, particularly if it involves shifts in routine, responsibilities or expectations. It's important, therefore, to involve employees early in the process, clearly explaining the reasons behind the changes and how they will benefit both individuals and the organisation. By managing change with empathy and clarity, employers can create a positive hybrid culture and ensure their new workspace setup is used to its full potential.
You should set out new policies and processes in a simple, accessible way to help reduce any uncertainty. This might include providing guidance on desk booking systems, expectations for in-office attendance, or how to access tech support remotely. Consistency and transparency are key – when people understand what’s expected and feel informed, they’re more likely to embrace change. It's also essential to gather ongoing feedback. You should encourage open conversations and regularly check in with teams to help identify any issues early and allow for any required adjustments.
Your hybrid workspace should support flexibility, productivity and wellbeing for everyone who uses it. By understanding your team’s needs, choosing adaptable furniture and integrating smart organisational tools, you can build a workspace that evolves with your business.
Leitz offers a range of ergonomic products, from sit-stand desks to desk organisers and laptop stands, designed to support working wherever it happens. Explore our ergonomic office tools to start creating a workspace that works for your team.