What is a return to office (RTO) mandate?

Return to office (RTO) is a large-scale shift of employees moving back to a company's physical office after an extended period of remote work. This transition is most commonly seen during global events that necessitate remote work, such as the COVID-19 pandemic. 

Return to office mandates and strategies can be highly varied, with companies adopting various approaches. Some organizations may bring employees back to the office full-time, while others may implement hybrid models that combine in-person and remote work. Hybrid models can take many forms, with some offering a set number of required office days per week, while others allow for more flexibility based on team or individual needs.

Why do companies implement RTO?

Companies are implementing return to the office (RTO) programs for a variety of reasons, often stemming from a combination of factors:

• Collaboration & innovation: In-person interactions can enable spontaneous brainstorming, problem-solving, and knowledge sharing, leading to increased innovation and creativity.
• Company culture: A physical office can help build a strong sense of community, shared values, and camaraderie, which can be challenging to cultivate remotely.
• Onboarding & mentorship: In-person training and mentorship can be more effective for new hires, helping them assimilate into the company culture and learn from experienced colleagues.
• Productivity & focus: Some employees may find it easier to focus and be productive in a dedicated workspace without the distractions of home.
• Client & stakeholder relations: Face-to-face meetings can be important for building relationships and trust with clients and stakeholders.
• Office space investments: Companies have invested significant resources in office spaces, and leaving them vacant can be costly.
• Security & IT infrastructure: Some sensitive work or data may be better managed within a secure office environment with dedicated IT support.
• Managerial preferences: Some managers may prefer to oversee employees in person, believing it leads to better performance and communication.

Challenges of returning to office

RTO mandates present a variety of issues and challenges for both companies and employees:

• Employee resistance: Many employees have grown accustomed to remote work's flexibility and autonomy, leading to resistance and potential talent loss regarding high-performing employees if RTO is forced.
• Logistical hurdles: Reopening offices requires addressing space limitations, updating technology, and implementing new health and safety protocols.
• Productivity concerns: Adjusting to a new routine, commuting, and office distractions can negatively impact employee productivity initially.
• Cost implications: RTO may involve increased costs for office maintenance, utilities, and potentially employee stipends for commuting or childcare.
• Legal & liability issues: Companies must navigate complex legal considerations regarding employee safety, accommodations, and potential discrimination claims.
• Loss of flexibility: Returning to a fixed schedule and location can disrupt work-life balance and personal obligations.
• Commute time & costs: The daily commute can be time-consuming, stressful, and financially burdensome.
• Health & safety concerns: Lingering concerns about COVID-19 and other illnesses can create anxiety about returning to shared spaces.
• Childcare & caregiving challenges: Balancing work with childcare or eldercare responsibilities can be difficult without the flexibility of remote work.
• Mental health impact: The transition back to office life can be stressful for some, leading to feelings of isolation, anxiety, or depression.
• Equity & inclusion: RTO can disproportionately affect certain groups, such as parents, caregivers, people with disabilities, or those living in remote areas.
• Environmental impact: Increased commuting can contribute to traffic congestion and carbon emissions.
• Communication & trust: Clear and transparent communication from employers is crucial to address concerns and build trust during the RTO process.

Return to office best practices

Best practices for a successful return to office (RTO) involve a thoughtful, employee-centric approach that addresses both logistical and emotional aspects of the transition:

1. Phased approach

Avoid a sudden, mandatory return. Instead, gradually reintroduce employees to the office over weeks or months. Start with a hybrid model, allowing employees to ease back into in-person work while maintaining some flexibility.

2. Flexibility & choice

Offer a range of work arrangements, such as hybrid, flexible work, or compressed workweeks, to accommodate different needs and preferences. Allow employees to choose which days they come into the office, based on their team's collaboration needs and individual work styles.

3. Clear communication

Be transparent about the RTO plan, the path forward, and expectations. Regularly update employees on any changes and provide opportunities for them to ask questions and voice concerns. Use multiple communication channels (email, town halls, team meetings) to ensure everyone is informed.

4. Employee engagement & feedback

Conduct surveys and focus groups to gather feedback on employee preferences, concerns, and suggestions for improvement. Involve employees in the decision-making process, giving them a sense of ownership and control over the transition.

5. Well-being focus

Prioritize employee health and safety by following local health guidelines, providing sanitation supplies, and encouraging vaccination (where appropriate). Offer resources such as counseling services, stress management workshops, or wellness programs to support employees' mental and emotional well-being.

6. Office space redesign

Consider redesigning the office space to promote collaboration, flexibility, and comfort. Provide a variety of workspaces, such as quiet areas for focused work, collaborative spaces for teamwork, and comfortable lounges for socializing.

7. Technology upgrades

Invest in technology that supports hybrid work, such as video conferencing tools, collaboration platforms, and cloud-based document storage. Ensure reliable internet connectivity and provide necessary equipment for remote workers.

8. Training & support

Offer training on new technologies or processes to guarantee a smooth transition for employees. Provide managers with resources and training on how to lead and support hybrid teams effectively.

9. Celebration & connection

Organize social events, team-building activities, or workshops to rebuild connections and foster a sense of community. Recognize and celebrate employee contributions to create a positive and motivating work environment.

Examples of RTO models

Here are some examples of return to office (RTO) models that companies throughout corporate America are implementing:

1. Full-time onsite work

Employees are expected to work on-site from the office during standard business hours every day.

• Pros: Maximizes in-person collaboration and communication, reinforces company culture, and provides a dedicated workspace.
• Cons: Lacks flexibility for employees who prefer remote work, can be challenging for those with long commutes or care-giving responsibilities.

2. Hybrid model

Employees split their time between working remotely and working in the office. The specific ratio can vary (e.g., 3 days in-office, 2 days remote).

• Pros: Offers a balance of flexibility and in-person interaction, can improve work-life balance, and may reduce office space costs for companies.
• Cons: Requires clear communication and coordination to ensure team cohesion and avoid scheduling conflicts.

3. Flexible hybrid

Employees have more autonomy to choose which days they work remotely or in the office, often based on individual preferences or team needs.

• Pros: Provides maximum flexibility and empowers employees to choose the work arrangement that best suits their needs and work styles.
• Cons: Can be more challenging to manage, requiring strong communication and trust between managers and employees.

4. Office-first hybrid

The default expectation is that employees work primarily in the office, but they have the option to work remotely on certain days or for specific tasks.

• Pros: Maintains the benefits of in-person collaboration while offering some flexibility for employees.
• Cons: May not be as appealing to employees who strongly prefer remote work.

5. Remote-first hybrid

The default is remote work, but employees have the option to come into the office for specific meetings, events, or collaborative projects. This model is especially popular within the tech industry.

• Pros: Prioritizes flexibility and can attract a wider talent pool.
• Cons: Requires intentional effort to maintain company culture and promote in-person connections.