Planning an Intentional and Effective Return to Office

Summary

Design a return-to-office strategy that balances business needs with employee expectations. Learn the key components of successful RTO planning that enhances culture and productivity.

As organizations navigate the evolving landscape of work arrangements, many are reconsidering their approach to in-person collaboration. The question is no longer simply whether to return to the office, but how to create purposeful in-person experiences that deliver genuine value.

Understanding the Flexibility Imperative

Flexibility has become a top priority for knowledge workers across industries. According to a 2022 study by Oyster, 80.4% of knowledge workers prioritize flexible hours to enhance both productivity and personal fulfillment (Oyster Global Employment Report, 2022).

This shift toward flexibility includes:

• Reduced commute times that improve work-life balance
• Adaptable schedules that accommodate caregiving responsibilities
• Asynchronous work options that allow employees to work during their most productive hours

 

While there’s been a recent uptick in return-to-office mandates, organizations are still defining what this means for their specific context and culture.

The Case for Intentional In-Person Collaboration

There are legitimate reasons for bringing teams together physically, but these benefits are only realized when the approach is purposeful and well-designed.

A comprehensive study by Microsoft found that in-person collaboration is particularly valuable for:

• Creative problem-solving and innovation
• Building social capital and team cohesion
• Integrating new team members effectively
• Complex decision-making requiring multiple perspectives

 

However, the same research found that mandated office attendance without clear purpose actually decreased productivity and satisfaction (Microsoft Work Trend Index, 2023).

Key Considerations for Your Return to Office Strategy

Be Intentional About Purpose

Before implementing RTO policies, organizations should define the specific purpose behind onsite work and communicate it clearly to employees. This approach, often referred to as “place with purpose,” ensures that people understand why in-person collaboration is necessary in specific contexts.

As one Head of People states: “Every single time we have this conversation, the core problem we’re trying to solve for has nothing to do with us needing to be in the office.”

Recognize That One Size Does Not Fit All

Different roles and teams may require varying levels of in-person interaction. While some jobs thrive in a remote setting, others benefit from onsite collaboration to improve communication and innovation. Customizing RTO policies by team or function can help organizations remain flexible while addressing unique business needs.

A VP of Workplace Experience emphasizes: “Autonomy is essential for employee well-being and psychological safety. Choosing where to work benefits both employers and employees. When in-office time is required, a clear purpose—why it matters, expected outcomes, and how it differs from remote work—helps reduce resistance and increase engagement.”

Clearly Communicate the Reasoning

Employees are more likely to embrace RTO policies when they understand the rationale behind them. Leaders should outline the benefits of onsite work—whether it’s fostering team cohesion, addressing specific tasks, or supporting strategic goals.

By involving employees in the conversation, companies can build trust and loyalty while ensuring alignment between individual and organizational objectives.

Practical Approaches to Effective Return to Office

Activity-Based Design

Rather than mandating specific days, consider organizing in-person work around specific activities that benefit from collaboration:

• Collaboration Days: Dedicated time for brainstorming, problem-solving, and innovation
• Learning Sessions: Skills development and knowledge sharing opportunities
• Team Building: Focused time for strengthening relationships and culture
• Strategic Planning: Forward-looking discussions about direction and priorities

Team-Determined Schedules

Empower teams to determine their own in-person cadence based on:

• Project phases and milestones
• Team composition and tenure
• Collaboration requirements
• Client or stakeholder needs

 

This approach respects team autonomy while ensuring in-person time delivers specific value.

Hybrid Meeting Best Practices

Create equitable experiences for all participants regardless of location:

• Establish clear protocols for hybrid meetings
• Invest in technology that enables seamless participation
• Train meeting facilitators on inclusive practices
• Create dedicated collaboration spaces designed for hybrid interactions

Measuring the Effectiveness of Your Approach

To ensure your RTO strategy delivers the intended benefits, establish metrics for success:

• Collaboration Quality: Measure the effectiveness of in-person vs. remote collaboration
• Employee Feedback: Regular pulse checks on the value of in-person time
• Business Outcomes: Track whether specific business goals tied to in-person work are being achieved
• Wellbeing Metrics: Monitor impacts on employee satisfaction and work-life balance

Common Pitfalls to Avoid

Mandating without Purpose

Requiring office attendance without clear rationale typically generates resistance and reduces engagement. Instead, articulate specific benefits and outcomes for in-person collaboration.

Ignoring Equity Considerations

Return-to-office policies can disproportionately impact certain groups, including:

• Parents and caregivers
• Employees with disabilities or health conditions
• Team members with long commutes

 

Thoughtful policies account for these differences and provide appropriate accommodations.

Overlooking Infrastructure Needs

Effective hybrid work requires:

• Updated technology for seamless collaboration
• Redesigned office spaces that support specific in-person activities
• Resources for employees to maintain productivity regardless of location

Building Your RTO Action Plan

1. Assess your specific collaboration needs across different teams and functions
2. Define clear purposes for in-person work that deliver measurable value
3. Involve employees in designing and refining your approach
4. Create a communication plan that clarifies the reasoning and expectations
5. Establish feedback mechanisms to continuously improve your strategy

 

By taking an intentional, purpose-driven approach to in-person work, organizations can create policies that balance business needs with employee preferences, ultimately enhancing both productivity and satisfaction.

Need help developing a return-to-office strategy that works for your unique organization? Reverb’s HR Projects services can help you design and implement a tailored approach that delivers maximum value.