Hybrid working for SMBs: models, benefits and best practices

With more employees seeking job flexibility, many companies now embrace hybrid working as a way to boost satisfaction, retention and performance.

In this article, you’ll learn what hybrid working means and how it helps smaller businesses become more profitable. You’ll also discover best practices for creating a hybrid working model where employees can thrive.

Key takeaways on hybrid working for SMBs

• Hybrid working blends office and remote time to boost satisfaction, retention and productivity – especially for smaller teams.

• The right model (remote-first, office-first, flexible or fixed) depends on your workflows, team preferences and collaboration needs.

• Clear policies, the right tools and a culture of outcomes over hours are essential to avoid silos and keep performance high.

• Try Pipedrive free for 14 days to keep hybrid teams aligned, track deals from anywhere and streamline collaboration.

What is hybrid working?

Hybrid working blends in-person and remote work, with employees splitting their time between the office and home to achieve a better work-life balance.

For example, it means a content marketer might spend two days at the company’s studio for brainstorms and meetings, then work from home (WFH) the rest of the week to focus.

A hybrid work arrangement balances in-person collaboration with benefits like fewer commutes and more personal time.

Businesses also use hybrid work to support mental health and reduce workplace stress. Research by Owl Labs shows that 27% of workers now split their work week between the office and home.

Owl Labs’ CEO Frank Weishaupt says the trend dispels a belief around traditional office work:

While hybrid working isn’t the right fit for everyone, it’s become the first choice for so many professionals.

A Gallup study shows that over half of US employees with remote-capable jobs prefer a hybrid arrangement to only on-site or remote working.

A hybrid model can build a sustainable work environment that meets your employees’ long-term needs.

Before diving into the benefits, let’s explore the main hybrid work options.

4 hybrid working models for SMBs (and when to use them)

The flexibility of a hybrid work environment means you can adopt an approach that best suits your processes, goals and employee preferences.

Here are four common hybrid working models that work well for smaller teams:

A hybrid model might not suit your company, but you could still find another schedule that fits your team well. Learn more in our guide to flexible work schedules.

The benefits of hybrid working for smaller teams in SMBs

Hybrid working offers a range of benefits for both employers and employees.

Understanding these potential wins can help you implement a model that improves company performance while allowing teams to thrive – especially when you also consider the challenges covered in the following section.

Here are the biggest advantages of hybrid working for SMBs:

1. It’s a proven productivity booster

Giving people more flexibility allows them to manage their time better and work in a way that reduces distractions while increasing focus.

Research by International Workplace Group (IWG) found that 63% of CEOs report greater productivity in a hybrid model, while 79% of employees say they’re more productive.

Hybrid models can boost productivity by increasing efficiency, so employees finish work faster. In the long run, this workflow can reduce overtime costs and grow profits.

For example, employees save time by cutting long daily commutes. That time can go to high-value tasks. IWG’s study says reducing commuting to two days a week can result in company productivity gains of 3% to 4%.

2. It increases job satisfaction and employee engagement

Allowing employees more autonomy while eliminating rigid schedules improves morale and reduces the likelihood of quitting (i.e., attrition).

Economist Nicholas Bloom studied Trip.com employees and found that those in a hybrid situation reported greater job satisfaction and better work-life balance. They also resigned at a 33% lower rate than full-time office workers.

Research by Buffer shows that 98% of employees want to work remotely (at least some of the time) for the rest of their careers.

Offering the flexibility of hybrid work helps you build a happy workforce that retains top talent, while also making human resources (HR) management simpler.

3. It makes hiring top talent easier

Flexible working arrangements can make a smaller company more attractive to prospective employees than a corporate rival with rigid schedules.

It’s a non-financial edge that levels the playing field in crowded job markets.

The effect is especially strong in younger talent pools. International Workplace Group reports that 49% of final-year university students and new graduates won’t apply for non-hybrid jobs.

Career coach Sarah Archer told People Management:

Remote options also expand your hiring reach.

Instead of being limited to people who live within commuting distance, you can bring in talent from further afield. For example, a small business in the US could hire a specialist from another state or even overseas without asking them to relocate.

4. It improves employee health and well-being

Spending less time traveling to an office gives employees more freedom to enjoy an improved quality of life.

According to Gallup’s research, employees and leaders rank better work-life balance and less burnout or fatigue as top benefits of hybrid work.

Kantar research links hybrid working to better physical health and lower stress.

When employees can manage their daily lives, they’re more likely to relax, exercise and sleep better.

Empowering teams to improve their well-being helps increase work performance and happiness, giving employees greater motivation and reducing absenteeism.

5. It’s more cost-efficient for teams on tight budgets

Fewer people on site at a given time means you can operate with less office space, reducing real estate costs, energy bills and other expenses.

According to Global Workplace Analytics research, savings on traditional overhead costs can be more than $10,000 per employee annually. Use these savings to develop a hybrid workplace strategy that better supports employees.

For example, lowering real estate costs allows you to reinvest savings into remote collaboration tools or provide access to local co-working spaces.

Hybrid working also benefits employees financially. Reduced spending on commuting and childcare gives workers more disposable income. For many employees, savings equal a raise.

Challenges and disadvantages of hybrid working (and how to overcome them)

Hybrid work isn’t without its difficulties. Here are three of the most common challenges SMBs face when shifting how they work, and how to tackle them before they slow your team down.

1. Maintaining company culture with less face time

Less face time can make organizational culture harder to maintain.

However, Buffer’s research shows that 75% of remote workers feel connected to their colleagues.

While it takes extra effort, technology helps bridge the gap between the office and home.

Schedule regular virtual gatherings for employees to connect and have their voices heard. It helps them build meaningful relationships.

Supplement these meetings with office days, mentorship programs and in-person team-building activities to promote unity.

As economist Nicholas Bloom notes:

2. Tracking performance without micromanaging

Not being able to track employee activities at all times can be a concern for managers used to monitoring performance.

Rather than overvaluing in-office work, leaders can use technology to keep track of remote teams.

For example, a sales manager can use project management software to assign tasks and track completion. Overseeing progress from a single dashboard reduces the need for regular check-ins and keeps employees from feeling pressured to prove their productivity.

Rather than time-tracking, a hybrid work model focuses on giving team members autonomy while promoting communication to increase trust and transparency.

3. Bridging communication gaps across remote and office teams

Managers may worry that poor communication between remote and in-office teams will lead to confusion or information silos.

However, these challenges are common for every business regardless of how it operates. Roland Berger research indicates silos exist in almost 80% of companies.

Combat this challenge by creating clear communication channels, encouraging cross-team collaboration and implementing hybrid practices.

For example, managers can use video conferencing apps to make meetings virtual, so remote workers can connect with in-office colleagues.

A study by Stanford University shows most employees find video calls as efficient as in-person meetings.

Training employees to use collaboration tools during onboarding will enable them to work effectively. Combining training with mentorship also improves socialization and trust in teams.

6 best practices for successful hybrid working

Adopting a hybrid work model can quickly improve employee happiness and performance.

However, you must balance individuals’ needs with your company’s operations and objectives.

Here are six best practices for developing a hybrid working approach that benefits your team and organization.

1. Survey employees to learn about their needs

Ask employees what they need from hybrid work, so you can create a sustainable model that reflects real preferences.

Use a questionnaire to collect lots of valuable insights quickly. Open it with a broad question like “what does hybrid working mean to you?” before digging deeper into expectations.

For example, employees might prefer to work remotely on Fridays, while only a few people see value in coming to the office.

Using this feedback, set office days for earlier in the week and arrange an in-person meet-up for those who want to connect with colleagues.

Gather insights through:

• Employee feedback surveys

• Focus groups

• One-on-one meetings

• Informal coffee mornings

Remember, employees have different preferences and experiences that influence how they want to work in a hybrid model, so it’s essential to consider all feedback.

Involving staff in the process means you’re more likely to get buy-in.

An employee-first approach will also help you avoid “coffee badging”. This is when people show up at the office only long enough for a cup of coffee before returning home.

2. Create a clear, accessible hybrid working policy

Set transparent hybrid working guidelines so expectations are clear.

A good hybrid policy covers eligibility, schedules, core hours, performance tracking, tool use and office anchor days.

For example, if you have a weekly sales meeting, a policy lets everyone on the sales team know they must be in the office on Monday.

Here’s a simple template you can adapt for your own hybrid working policy:

Some policy details will vary between teams and individuals. For example, sales reps may have different anchor days than marketers, and part-time staff will have different availability expectations.

Upload your policies to an internal knowledge base so they’re easily accessible to all impacted employees.

You can use Pipedrive’s Smart Docs document management feature to create and store hybrid work policies, ensuring the relevant employees always see the latest versions.

For example, save your hybrid guidelines as a Smart Docs template and link it to deals or projects, so reps can check expectations in the same place they manage sales.

Here’s how Smart Docs works to speed up sales processes and internal operations:

If your hybrid team already uses tools like Google Drive or Slack, Pipedrive integrates with them too. This makes it simple to connect external documents and share policy updates.

Also, set up a dedicated channel for discussing the policy and sharing feedback. Open communication will help you understand needs and evolve your policy to benefit employees

3. Rethink your hybrid work environment

Turn your office – however big or small – into a collaboration hub rather than a space for heads-down work.

This reframing will help foster teamwork, brainstorming and relationship building, while leaving deep focus for home or other quieter spaces.

For example, with the help of design firm NBBJ, LinkedIn redesigned its headquarters with spaces for focus, collaboration, learning, socialization and rest.

Swapping traditional workstations for seating areas helps encourage more group discussions.

The building structure also suits different work styles, with social spaces on the ground floor and quiet areas for deep work at the top.

Your workspace doesn’t need to be static, either.

For instance, Buffer has a remote-first policy and organizes company retreats for employees to meet in person. Each retreat helps colleagues get to know each other and do important collaborative work.

What’s essential is that in-person time adds value to the employee experience.

Here are some ways to make your office a place where people want to work:

• Create group spaces (e.g., meeting pods) for brainstorming or teamwork

• Equip meeting rooms with conferencing tools (e.g., large screens, webcams and microphones) for hybrid meetings

• Use breakout areas with comfortable seating for casual interactions

• Include spaces for staff to relax or make private calls

• Implement quiet zones for staff work to replicate their home work environment

A purposeful space gives hybrid employees more ways to work, helping them transition between remote and in-person interactions.

4. Optimize your tech stack for hybrid work

Equip teams with tools that let them collaborate and deliver from anywhere.

A hybrid-optimized tool stack enables employees to work productively from home, the office or en route to meetings.

For example, as a cloud-based customer relationship management (CRM) platform, Pipedrive allows sales teams to nurture leads and close deals anywhere with an internet connection.

Pipedrive also includes project management features, enabling hybrid workforces to collaborate on tasks, track project performance and update stakeholders away from HQ.

Other popular tools for hybrid work include:

• Slack for team collaboration

• Zoom for team meetings

• Google Drive for file sharing

• Loom for video messaging

• Trello for project management

When building your hybrid work tech stack, choose technology that helps your team improve workflows and streamline tasks. Train everyone to use them so they can boost productivity.

Look out for helpful integrations, too. Pipedrive connects with popular tools to help you manage communication and collaboration in one place.

For example, connectivity with Slack means Pipedrive users get instant notifications of new leads and pipeline updates.

5. Prioritize well-being to promote a healthy work-life balance

Make well-being part of your culture so hybrid work doesn’t blur personal and professional boundaries.

Encourage breaks, ensure staff take paid time off (PTO) and promote social events that build relationships. Otherwise, some employees may increase their working hours as they struggle to “switch off” in their own time.

Showing employees you care about their well-being makes them more likely to perform better.

As Jerome M. Adams notes in his paper, The Value of Worker Well-Being:

Here are some more ways to promote a healthy work-life balance:

• Allow employees to work independently and autonomously

• Set boundaries around work hours to help people switch off

• Create channels for employees to share their experiences and challenges

• Provide access to mental health resources (e.g., a well-being coach or counseling services)

Collect feedback and adjust your initiatives to ensure employees feel heard and supported in hybrid roles.

6. Focus on outcomes, contribution and value

Assess performance by outcomes rather than hours logged to empower employees to take ownership of tasks.

For example, reward employees for completing projects rather than tracking screen time.

Allowing ways of working that suit your team’s lifestyle and productivity makes workloads more manageable. It also improves job satisfaction and performance over time.

Build an outcomes-driven approach by:

• Setting clear and achievable targets

• Using key performance indicators (KPIs) to track success

• Encouraging employees to manage tasks

• Celebrating milestones and rewarding progress

• Scheduling one-on-one meetings to discuss performance and provide feedback

Taking a hands-off approach frees hybrid workers from micromanaging. It helps create a culture of trust that allows them to do their best work.

Hybrid working FAQs

Final thoughts

Many studies show that hybrid working creates happier, healthier and more productive teams – as long as you take its challenges seriously.

For SMBs, its flexibility delivers big-company advantages without big-company overheads. Equip employees with the right tools, spaces and support, and hybrid work will thrive.

Try Pipedrive’s 14-day free trial to learn how it can help your team manage deals at home or in the office.