Top technological considerations for a workplace model

Technology is a powerful driving force of innovation, productivity, and collaboration in the workplace. It not only enables businesses to adapt to changing customer needs, market trends, and environmental challenges but also empowers employees to communicate and collaborate more effectively, no matter where they are.

But just like technology integration isn’t the same for one company as for another, it differs according to working models. Each model has unique technological considerations, whether remote, hybrid, or in-office.

Here are some key factors to consider when deciding on the best workplace model for your business.

Considering the optimal workplace model

Remote work

Remote work involves working from anywhere, like home, co-working spaces, cafes, or hotels. You would have access to the company’s resources, equipment, and network through the intranet while interacting virtually with your colleagues, managers, and clients.

This model, however, relies heavily on technology to perform various tasks, including cloud computing, online storage, digital security, and automation. In addition, you’d also need platforms enabling communication and collaboration, like video conferencing, chat platforms, online forums, etc.

Although this model offers flexibility, cost savings, and increased productivity for employees and employers, it also requires a high level of technology and a more strategic focus on maintaining a healthy company culture.

Advantages of remote work:

• Flexibility and autonomy: Employees can choose when, where, and how to work according to their preferences and needs.
  
  
• Saves time and money: It eliminates costs and time related to commuting, relocating, or paying for office expenses.
  
  
• Improves productivity and quality: The more employees can focus on their tasks with minimal interruptions, the more they can optimise their work hours.
  
  
• Supports diversity and inclusion: There’s often more access to opportunities and resources when location, background, or situations aren’t known.

Disadvantages of remote work:

• Isolation and disconnect: People tend to feel lonely, detached, and unsupported when working alone every day.
  
  
• Work/life imbalance: Studies have shown that remote workers struggle to unplug from work after hours.
  
  
• Reduced collaboration and innovation: Employees may miss out on the spontaneous interactions that generally spark creativity and innovation.
  
  
• Management and coordination issues: Communicating, aligning, and trusting others is often difficult without in-person communication and problem-solving.
  
  
• Technical and logistical issues: Technology isn’t faultless, and problems with internet connection, devices, software, and security could affect productivity and output.

Traditional, in-office work

Although many global businesses have already adopted the remote working model pre-pandemic, the concept has become increasingly popular post-pandemic.

However, for many, the traditional office model remains the most familiar and comfortable option – even if they have the technological capacity to do otherwise. In many ways, the conventional office-based environment can offer more access to company resources, equipment, and networks.

Some companies with leadership and mentorship programmes find this model more suitable to guide the new workforce into the corporate world. Naturally, there are downsides.

Advantages of in-office work:

• Work/life separation: There’s a clear separation between work and personal life, which can reduce stress and distractions.
  
  
• Employee identity: Sharing a common culture, vision, and goals can foster a sense of belonging among co-workers.
  
  
• Direct supervision, guidance, and feedback: It’s much easier to ask questions or receive feedback when employees are in the same physical location, which could improve performance and accountability.
  
  
• Social interaction: Socialising and networking can boost morale and creativity, often resulting in a close-knit work environment.

Disadvantages of in-office work:

• Costly and inefficient: Maintaining a large physical space, equipment, and utilities can pressure the company’s bottom line.
  
  
• Rigid and inflexible: It often limits employees’ choice of when, where, and how to work – especially for those with dependants, like children, spouses, and family members.
  
  
• Stressful: Employees are exposed to long commutes, traffic, noise, and security factors influencing their mental, physical, and financial health.
  
  
• Vulnerability and risk: The business relies heavily on the availability and security of the physical infrastructure and network.

Hybrid work

The hybrid model offers a combination of the traditional and remote ones in which employees split their time between the office and another location. This gives them access to the company’s resources, equipment, and network online and on-site while enabling in-person and virtual interactions.

Managing a hybrid workplace requires a balance of technology to perform daily tasks and requires a mix of IT systems to facilitate effective communication and collaboration.

Advantages of hybrid work:

• Best of both worlds: Employees can enjoy the autonomy and flexibility of remote work and the socialisation and culture of in-office work while avoiding the drawbacks.
  
  
• Preferences and needs: Staff can prioritise and schedule the most suitable model for different tasks, projects, and situations.
  
  
• Flexibility and resilience: Adapting to changing circumstances allows them to handle personal emergencies or health issues while being accountable for in-office responsibilities.
  
  
• Culture: More autonomy and responsibility over work fosters a culture of trust and empowerment with the added support of in-person guidance.

Disadvantages of hybrid work:

• Complexity and confusion:  Adapting to multiple devices, platforms, policies, and locations and switching between them can be challenging.
  
  
• Conflict: Depending on their work mode, some employees may have different levels of access, visibility, and recognition.
  
  
• More planning and communication: Coordinating schedules, expectations, and deliverables for a hybrid workforce can be challenging, especially for big projects.
  
  
• More skills and training: Not all employees understand or know how to use new technologies, tools, and processes while coping with new challenges.

Adapting your business to the future

Technology plays a vital role in this decision and has both positive and negative impacts on the workplace and experiences.

So, which should you choose?

There is no right answer. Ultimately, you should align your working model with your company's needs, employees, and the culture you aim to foster. The key is understanding your organisation’s systems and processes while being flexible and agile to the evolving needs and demands of the future.

Want to know more about how hybrid work affects company culture? Explore the psychological impacts of hybrid work.