Unlocking Team Coordination: The 5 Benefits of Hybrid Work Software

The working world in 2023 is complex. So what Hybrid Work Software do you use?

Most companies are operating some kind of hybrid work model — where employees have the choice to work from home or from the office.

As positive as hybrid work is for employee wellbeing and work-life balance, it also leaves one fundamental question: how do you keep your team coordinated?

In this post, we’ll explore how vital it is to have dedicated Hybrid Work Software in place for managing hybrid work — and how it could transform your team coordination goals this year.

1. See the bigger picture

The office is no longer the rigid, consistently populated space it used to be.

People come and go as they please, and it can be very hard to get an overview of their movement — let alone ensure team coordination doesn’t suffer as a result.

Hybrid work software gives you the bigger picture, by providing a clear overview of the week’s office attendance – including which teams and individuals are planning to go in, and which desks, areas, and meeting rooms are in high demand.

Team coordination depends on employees having the same access to important information – and there’s no information more important than where your colleagues are choosing to spend their time to collaborate.

With the right hybrid work tool, your team will stay in touch with the bigger picture and regain the ability to make proper plans for their future office attendance.

2. Choose the schedule that works for you

Team coordination in a hybrid world is so much more than just making sure everyone is in the office three days a week.

It’s about realizing that everyone has a unique life situation and allowing them to choose a schedule that fits around their lives.

Hybrid work software is designed to recognize that fact. By giving you a granular breakdown of what’s happening in the week ahead, and allowing you to book a desk on any given day, for any given duration, your hybrid tool acts as your companion for building a schedule that works for you.

An illustration of Kadence's Hybrid Work Software Homepage Dashboard, showing employees who's in the office and when your teammates are going in so you can book a space.

Coming into a physical workspace is no longer an obligation — it’s a benefit and a perk. That’s why it’s so important to give your employees the right reasons and the right platform to make use of this perk — at their own Kadence.

A coordinated team is not one that is forced together — it’s one that purposely moves in the same direction.

3. Nudge people together

More and more, we’re seeing how radical, one-size-fits-all solutions work against a company’s productivity or team coordination goals.

The idea that uniformity leads to coordination and growth is outdated. Our new world relies on nuance and flexibility.

Rather than forcing people to go into the office, how about sending them intelligent nudges based on concrete projects and goals?

That’s precisely what the right hybrid work software will do for you. Seeing key moments or colleague movements in your week ahead, your hybrid companion will send you smart recommendations for booking desk time to coordinate and collaborate with them.

An illustration of Kadence's Hybrid Work Software showing a smart booking notification.

It’s never a forcing suggestion — ultimately it’s up to you — but it’s a polite nudge in the right direction. The sum of these nudges is a team that is both coordinated and happy to be coordinated.

4. Book time in specific office neighborhoods

When it comes to the specifics of your time in the office, hybrid work software is set up to offer you the physical space that is optimal for your collaboration and social goals.

Office neighborhoods are areas that can be marked out for a variety of uses – whilst always having team coordination at their heart.

Some might be department-specific: Marketing Metropolis / Numbers Nook / Creative Corner. Others might be task-specific: focus areas, zones with access to relevant equipment and facilities, high activity areas.

Your hybrid work tool will display these neighborhoods to you and their use on any given week — giving you the opportunity to join them when they’re busiest (and most appealing!) or when relevant colleagues are also planning to make use of them.

The office should be the social hub of your organization, where your community is built and supported.

Coordinating your team around its physical spaces goes a long way toward ensuring it becomes that thriving social center.

5. Make meetings count

In a hybrid world, meetings can be finicky things. “Can you guys hear me?” “You’re on mute, Dave” “We’re just waiting for Julia to join, she’s in the office”.

When managed poorly, a hybrid meeting schedule can result in a bunch of people attending a bunch of meetings from a bunch of different remote or physical locations — all at the expense of a good collaborative experience.

We sometimes forget that meetings aren’t just boxes to tick. They’re opportunities to bring people together, put great minds on big questions, and achieve brilliant things.

That’s why it’s so important to coordinate your team properly around meetings.

A tool for hybrid work lets you book the right space for each meeting and notify relevant people about their whereabouts. Team members who wish to participate are equipped with all the necessary information for them to make a decision about whether or not to attend the office on that day. The potential chaos and confusion of a hybrid meeting are replaced by clarity and intention.

Synchronizing your team around meetings will ensure that these key collaborative moments are used to their maximum benefit.


Managing the ins and outs of a hybrid team is hard.

Trying to do it without the right software is like being left alone with a 16×16 Rubix cube. You can stare at it all you want, but it won’t solve itself!

Adopting another tool can also feel intimidating. Not another piece of software to add to our ever-growing catalog…

We hope we’ve convinced you that this particular tool really is worthwhile. It tackles a question that runs at the core of every business: how can I coordinate my team and empower them to do amazing work together?

If you are still struggling to find the right solution for your own hybrid team, we’d love to hear from you — and help in any way we can.


Tired of being the ‘Check-in Cop?’ 3 new check in easy features you need to know

It makes sense to make your beloved spaces bookable, and accessible for your teams, with tools that encourage them to use them right? We think so too. You see, spaces are meaningless unless they’re being used for a purpose, and now that people are chomping at the bit to return to the spaces they love whether, for social connection or team collaboration, it would be wise to have something in place to enable your people to check in easy.

You may even be wondering that the problem isn’t in managing spaces or making bookings, but rather in making it easier for your people to book, and access those spaces, in the moment or ahead of time. If that’s you, and you’re tired of being the ‘space booking, and check-in cops’, look no further because we’ve got you covered with this latest set of features. 

Arrive early, check in early

Getting to the office early for scheduled meetings, or to use the space you’ve pre-booked is better than arriving late, fact! Sometimes it cannot be helped, but for the most part, getting in the office early doors is never a bad thing. 

An evolution on checking into spaces and a much-requested feature by many now means all Kadence users can check into their bookings early on the same day if their spaces are available. With this new feature, your people no longer need to wait for their booking to start before they can start on their day. 

More Auto-release options 

When it comes to managing your spaces, and maintaining some level of organization, and order, one fundamental problem businesses are experiencing with other platforms is knowing what to do when people don’t show up to their bookings. If there is anything in a hybrid workplace that causes as much strain on the sheer amount of wasted time having to rectify this issue it’s this one! However, in most cases, there is always a genuine reason why someone might be late for their booking, and for those that have childcare responsibilities, or had their train canceled, losing your spot to work in the office that day just doesn’t seem fair. 

Having more Auto-release options (1 hour, 1.5 hours, 2 hours & 3 hours) gives Admins far more flexibility when it comes to managing bookings, and ensures that you and your people get the spaces you need when you need them.

Easy check-in

Book the perfect space in your favorite office every time 

When you’re planning to come to the office, and you’re wanting to see who’s there, and what spaces are available that day, this newest feature makes your preferred place to work your default location. So whenever you go to see what spaces are available on the web app, you’re right where you need to be.

Conclusion

Making it easy for your people to make space bookings, and check into those spaces is the only way to go when it comes to organizational hybrid working. It not only encourages your people to come to the office, and not waste bookings, but it means your spaces are being used in the ways that they are intended. Remember, spaces are meaningless unless they’re being used for a purpose, and now with these new features, you can make it easier than ever for your teams to enjoy them.

Interested in getting started? Kick off your free trial today or get in touch with our team for a demo.

Do you have trouble getting your teams into the office?

How to help your teams plan to collaborate when plans change

Empowering team collaboration when plans change in-person and virtually is essential for companies as the future of work begins. Maintaining a successful balance can yield great rewards, and using the right planning tools to make this easy for everyone makes all the difference. 

However, as we all know, plans can change at the last minute, and without being notified of those changes, it would almost be virtually impossible to connect with your team when it counts. The disappointment and frustration around wasted commutes to the office is already plaguing company culture with the unrelenting disease of discouragement, which I can assure you nobody wants!

Combating last-minute cancelations

Team collaboration statistics

From Kadence data shown above, we discovered that nearly half of all bookings made in a single day are canceled. This means that users do not have a problem with making a booking, they just don’t keep them. The question here is why are so many canceling their bookings at the last minute.

Imagine you’re in Marketing, and you haven’t seen your colleague face-to-face in over a month. You’ve checked your team’s activity on the Kadence mobile app or on Microsoft Teams and you can see that your colleague has booked a desk in the office for all day on Wednesday. Now you know when they’re going to be in, you search for and book an available space nearby on the interactive office floor map, so you can catch up in person. Wednesday comes, and you arrive at the office and check in to your booking but you notice your colleague hasn’t turned up. You go back onto your Kadence mobile app and you discover they have canceled their booking for that day. You look around the office to see if there are any others you can connect with but unfortunately, you do not recognize anyone. Reluctantly you decide to stay, even though you are frustrated about another wasted commute to the office. If that’s you, we get it, and we feel your pain! 

It happens, and as frustrating as it may seem, don’t despair. Finding the right rhythm for your work can take time as everyone increasingly adjusts to a new normal. Problems like this highlight the need for tools to help manage your spaces like a dream, as well as coordinate individual and team schedules.

Does planning ahead infringe on flexibility?

desk booking

Flexibility is perhaps one of the greatest benefits employers can offer their teams, and according to a recent McKinsey article over 44% of workers that had left the workforce, returned when they were offered the flexibility they needed to care for family, take care of their own personal physical and emotional health, and a better work-life balance. There’s no question that this is a huge benefit and could lead to hesitancy for planning too far ahead. 

Many of us fall into these categories which means planning ahead is extremely important, especially as time can be a very limited commodity. Having the flexibility, as well as the right tools at hand to adjust your plan and notify others is a huge blessing for both employers and the teams they serve. We need a hybrid framework whereby employers can offer flexibility to help with the varying needs of our lives, as well as to help improve individual and team performance. A hybrid framework is a benchmark that works for both the needs of the employee and the business. These could be in the form of policies, and best practices that can be set up to encourage people to keep their office commitments, not make unnecessary last-minute cancelations, and ensure that any changes are communicated ahead of time.

Spontaneity isn’t a bad thing

space booking

Spontaneity is definitely not a bad thing when it comes to making last-minute bookings as you can see from some of our findings above! It’s those ‘light bulb’ moments, those crazy ideas that come from nowhere that mean you need to find suitable spaces for you and your team fast. Being able to capitalize on these moments, and leverage getting the right people together in the right spaces, and at the right times makes all the difference in making these ideas into a reality.

Having the right tools that allow you to see individual and team schedules and book the spaces you need in seconds is the secret weapon for rounding up the troops at the last moment to change the world!

Conclusion

Adopting a tool that gives everyone clear, and concise schedule visibility is an obvious way you can help your teams plan to collaborate, even when plans change. Making a plan is one thing, but being able to make another on the fly when plans change is a different story altogether. See how Kadence makes planning in advance or at the drop of a hat not only doable but incredibly easy.  

How do you help your teams plan to collaborate when plans change?

Introducing Personal Kadence: Finding the right time and place to collaborate easily

Remember before the pandemic when everyone would work at the same time and in the same place? Remember how easy it was to connect with the right people for the right project? 

 

Kadence Hybrid Operating System diagram schedules

 

Conclusion: Finding the right time to collaborate with your colleagues in the right place in remote working is hard….but it doesn’t have to be.

Today we’re introducing the secret sauce to Kadence’s Hybrid OS to help fix scheduling setbacks: Personal Kadence

So whether you’re trying to connect with the right people and you need to know where they’re working or to simply understand employee working rhythms you can now view your team’s individual schedules to help you plan.

Top 3 benefits

  • Easily collaborate at the right time by coordinating schedules
  • Improved employee performance by allowing them to choose where and when they work best
  • Make better plans ahead of time by understanding employee habits and space utilization

Available for free to everyone who uses Kadence. Personal Kadence provides valuable insights into time and location work preferences so you can facilitate your team’s best work.

Get started in 6 easy steps: 

Kadence Hybrid Operating System Onboarding 1. Set up your profile 

New enhanced profiles guide users through a simple sequence of pages, allowing them to add their bio, city, time zone, and workspace preferences.

 

 

 

 

 

 

 

 

2. Plot your Kadence 

From here you can also plot your weekly Kadence to inform your colleagues where you’ll be working.

 

 

 

 

 

 

 

 

3. Find a colleague

When you’re planning on connecting with someone in your team to collaborate on a project, simply go to the ‘Teams’ tab on your app, select the correct team and find your colleague to view their profile.

 

 

 

 

 

 

 

4. View team member profiles

Here you can see your colleagues’ workplace preferences, their bookings, and their weekly Kadence helping you know where they’ll be and when. 

 

 

 

 

 

 

 

5. Connect at the right time and place – make a booking! 

Now you know where your colleague is working, and when, you can plan to go into the office at the same time to collaborate. Go to the booking screen and select the time and day your colleague is in the office. After choosing your amenities simply find where they are on the interactive floor plan and book a space nearby – check out our Desk booking and Room scheduling solutions.

 

 

 

 

 

 

6. Set a weekly rhythm

Knowing how easy it is to find where and when your teammates are working, you can establish a weekly Kadence by aligning your Kadence with theirs. You can even repeat bookings for specific times and days saving you time.

 

 

 

 

 

 

 

Personal Kadence is available for free for all existing customers – check out our people coordination features to learn how Kadence helps bring your teams together to collaborate.