Hybrid working is here to stay. For many businesses, the office is no longer the default, but just one of several spaces where work gets done. In this new era, having a clear, well-structured hybrid working policy is really important.
Without guidance, hybrid models can quickly become inconsistent, leading to misunderstandings, inequalities, and reduced performance. A robust hybrid working policy ensures that expectations are clear, that employees are treated fairly and feel appreciated, and that managers are supported in making decisions that work for both people and the business. It helps define how your teams communicate, how space is used, and how engagement is maintained when face-to-face time is limited
As businesses adapt, we need to be maintaining the human connections that in-office environments once naturally provided. That’s where we come in. We help forward-thinking companies build meaningful moments in hybrid work cultures – with curated, purpose-driven gifts that support wellbeing, recognition and a sense of belonging, no matter where your employees are based.
Because in a remote-first world, it’s the tangible touchpoints that often speak the loudest.
What is a Hybrid Working Policy?
A hybrid working policy is a formal document that outlines how, when, and where employees can work when splitting their time between home, the office, or other approved locations. It sets clear parameters around who is eligible, how hybrid arrangements are agreed, and what is expected from both employees and managers.
While it falls under the broader umbrella of flexible working, hybrid working is a specific model – one that blends remote work with on-site presence. Flexible working, on the other hand, includes a wider range of arrangements, such as part-time hours, compressed working weeks, or entirely remote roles. Think of hybrid working as one expression of flexibility, but with its own structure and challenges.
Introducing a hybrid working policy sets the tone from day one. Without clear boundaries, teams can quickly fall into a grey area of mixed expectations, communication gaps, and inconsistent performance standards. A well-crafted policy establishes trust, fairness and accountability – it gives people the freedom to choose how they do their best work, while making sure business goals and cultural cohesion remain intact.
Ultimately, a hybrid working policy creates clarity – so that everyone knows where they stand, no matter where they work.
👇Are You Looking to Engage Your Hybrid Employees?👇
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🎁 Celebrate Success Anywhere
Thoughtful, personalised gifts that go beyond merch — perfect for recognising your hybrid team’s unique impact.
🚀 Drive Engagement & Belonging
From onboarding to milestones, bring remote and in-office teams together through shared moments that matter.
🌍 Be People-First & Purposeful
Support hybrid culture with meaningful gifts that give back, build connection, and make everyone feel valued — wherever they work.
Key Components of a Hybrid Working Policy
A successful hybrid working policy does more than just say “you can work from home a few days a week.” It should be a thoughtful, strategic document that provides clarity, consistency and structure – for employees, managers, and the wider business. Below are the core components every effective hybrid working policy should include:
✅ Eligibility Criteria
Not every role is suited to hybrid working. A good policy should outline which roles, departments or job functions are eligible, and why. This promotes transparency and helps avoid frustration or perceived unfairness. It may also clarify whether hybrid working is available to contractors, temporary staff or those in probationary periods.
✅ Application and Request Process
Make it clear how employees can request a hybrid arrangement, whether formally or informally. Is there a form? Does it go through HR or a line manager? Is a business case required? A structured process ensures fairness and creates a record of decisions for future reference.
✅ Expectations Around Hours, Availability, and Performance
Define working hours and availability expectations – especially when teams are spread across locations or time zones. Employees should understand when they need to be online, how availability is communicated, and how performance will be assessed. Hybrid policies should move away from presenteeism and instead focus on outputs, outcomes, and value delivered.
✅ Equipment and IT Support
Employees need the right tools to do their jobs – wherever they are. Outline what equipment will be provided (e.g. laptops, monitors, headsets, office chairs) and what IT support is available for remote work setups. This section should also clarify if employees are expected to use personal devices and what expenses, if any, can be claimed.
✅ Communication Norms and Tools
Hybrid working can create gaps in communication if not managed intentionally. The policy should state which tools will be used (e.g. Microsoft Teams, Slack, Zoom), expectations around response times, and meeting etiquette. It’s important to emphasise that communication in hybrid teams must be inclusive and proactive.
✅ Security, Confidentiality & Health and Safety at Home
Working remotely raises new responsibilities. The policy should explain what employees must do to ensure data protection and IT security, especially when handling sensitive information at home or in public spaces. It should also address home working health and safety, such as workstation assessments and display screen equipment standards.
✅ Review Processes and Trial Periods
Hybrid arrangements may not work the same for every team or individual. Include a trial period or review cycle to assess how the arrangement is working – for both performance and wellbeing. This enables continuous improvement and ensures the policy stays relevant as business needs evolve.
✅ Wellbeing and Inclusion Considerations
Hybrid working can support work-life balance and inclusivity, but only if managed well. The policy should consider mental health, isolation risks, and accessibility. This includes training for managers on how to support wellbeing remotely and ensuring that hybrid workers are not excluded from opportunities, development, or social connection.
Legal and Contractual Considerations
As organisations embrace hybrid working, they shouldn’t overlook the legal and contractual implications of these new arrangements. A well-intentioned policy can easily run into issues if it isn’t supported by compliant and clearly documented employment practices.
When Hybrid Arrangements Affect Contracts
Hybrid working can sometimes trigger changes to an employee’s terms and conditions of employment – especially when it becomes a long-term or permanent change. If, for example, an employee’s work location is explicitly defined in their contract (e.g. “London office”), a hybrid agreement that regularly involves remote working may require a formal contract amendment.
On the other hand, if a contract includes flexibility in location or working patterns, minor hybrid changes may not require a legal update – but it’s still wise to document any arrangements in writing for clarity.
Clarifying Location of Work and Working Hours
Your hybrid working policy should be aligned with each employee’s contract – particularly around place of work and working hours. Will the main office remain the official place of work? Or will their home be formally designated as such?
It’s also important to define core hours, availability expectations, and whether flexibility in start/end times is allowed. Doing so protects both the employee and employer, and helps manage expectations across hybrid teams.
Formal vs Informal Arrangements
Hybrid working can be agreed in two ways:
- A formal agreement through a flexible working request, which results in a contractual change.
- An informal agreement, which allows temporary or ad hoc flexibility without legally altering the contract.
Your policy should outline when each type is appropriate and ensure that both managers and employees understand the implications. Informal arrangements are easier to adapt over time, but formal changes offer greater security for the employee.
Working Internationally or Abroad
The rise of remote work has sparked growing interest in working from abroad – whether to visit family, travel, or manage life events. However, this introduces serious considerations around:
- Tax liability in different jurisdictions
- Data security risks
- Insurance implications
- Legal right to work in the country
Your hybrid working policy should set clear parameters for international remote work, such as time limits (e.g. 10 days per year), approved countries, and required manager approval. It’s also vital to clarify whether company devices can be taken abroad, and what support (if any) will be available while working overseas.
Navigating the legal side of hybrid working doesn’t need to be complicated, but it does require clarity and consistency. Aligning your policy with employment law not only protects your business, it builds trust with your people by showing you’re doing hybrid the right way.
Common Challenges of Hybrid Working and How to Overcome Them
While the benefits of hybrid working are compelling, it’s not without its challenges. If you don’t address these issues, they can lead to disengagement, inequality, and declining team performance. A strong hybrid working policy should anticipate these hurdles and provide proactive strategies to overcome them.
Here are four of the most common hybrid working challenges and how to manage them effectively.
📉 1. Communication Breakdowns
When teams are no longer in the same physical space, organic communication can easily fall apart. Without those corridor catch-ups and desk-side chats, important updates and informal knowledge sharing can get lost.
How to overcome it:
- Define preferred communication channels (e.g. Slack for updates, Teams for meetings).
- Encourage “digital-first” communication, assume remote by default.
- Promote async communication to reduce meeting overload.
- Include communication protocols in your hybrid policy to ensure everyone stays aligned, wherever they are.
👀 2. Visibility and Bias in Performance Assessments
Hybrid teams can unintentionally create “in-office favourites,” where those seen more often are perceived as more committed or productive. This proximity bias undermines trust and can create resentment or inequity.
How to overcome it:
- Train managers to assess based on outcomes and results, not visibility.
- Standardise performance review processes to ensure consistency across locations.
- Use objective data to track progress and celebrate achievements.
- Rotate meeting hosts or leadership opportunities to ensure equal participation.
🧠 3. Digital Fatigue and Work-Life Balance Erosion
The blurred lines between work and home can lead to employees logging longer hours, skipping breaks, and ultimately burning out. Without physical boundaries, some struggle to truly “switch off.”
How to overcome it:
- Encourage defined working hours and offline time.
- Include wellbeing best practices in your policy (e.g. screen breaks, no-meeting Fridays).
- Promote digital wellbeing tools and mental health resources.
- Consider physical wellbeing gifts, like mindfulness kits or healthy snack boxes, to remind employees to recharge.
🤝 4. Managing Team Cohesion and Connection
Building team culture across different locations takes intentional effort. Remote employees can often feel out of the loop or excluded from decision-making, informal banter, or social moments.
How to overcome it:
- Schedule regular virtual and in-person team check-ins.
- Mix hybrid and remote-friendly social activities into your team calendar.
- Use tangible touchpoints like seasonal gifts or celebration hampers from WellBox to bring moments of shared joy and recognition.
- Create “connection moments” in meetings, such as shoutouts, gratitude rounds or informal icebreakers.
Hybrid working success is about how they feel and how well they’re supported. By identifying these common pitfalls early and addressing them in your policy and culture, you’ll set your teams up to thrive in a hybrid world.
Why Hybrid Working is an Inclusion Opportunity
Hybrid working is also a powerful enabler of inclusion. When designed thoughtfully, a hybrid working policy can break down long-standing barriers that have kept talented individuals from fully participating in the workplace.
🌍 Flexibility as a Force for Equity
For carers, parents, people with disabilities, and neurodiverse individuals, traditional office-based roles can present logistical, physical, or sensory challenges. Hybrid working gives people the ability to design their day around their needs, without compromising on performance or visibility.
For example:
- Carers gain back critical time previously lost to commuting.
- Neurodivergent employees can work in environments that suit their sensory preferences.
- Those with disabilities or chronic illnesses can better manage health needs with the flexibility of home-based work.
Hybrid models allow organisations to tap into a wider talent pool and offer working environments that are more accessible by default, not just by exception.
⚖️ Avoiding a Two-Tier Workforce
However, the promise of hybrid working as an inclusion tool only holds if it’s implemented with intention. Poorly designed policies can create two classes of employees, those who are seen and heard in the office, and those who are remote and overlooked.
To avoid this, your hybrid working policy should:
- Ensure equal access to development, training, and leadership opportunities for all employees.
- Provide guidelines for managers on fostering inclusive practices across distributed teams.
- Establish expectations that keep remote workers looped into decision-making and social dynamics.
- Monitor performance, promotion, and engagement data to spot and correct potential disparities.
Hybrid working done right helps level the playing field but it requires deliberate planning, regular review, and a commitment to fairness.
The Role of Tangible Touchpoints in a Hybrid World
With hybrid working, tangible touchpoints have become more important than ever.
🎁 Why Physical Connection Still Matters
There’s something irreplaceable about receiving a thoughtful, physical gift. Whether it’s a personalised snack box, a wellness kit, or a celebration hamper, tangible items cut through the digital noise and create real emotional impact. They help team members feel:
- Seen – especially when working remotely or independently
- Appreciated – beyond the usual “thank you” email
- Included – as part of a shared moment or milestone
Tangible touchpoints become shared cultural moments that transcend geography, bringing distributed teams together through physical experience, not just virtual interaction.
🤝 How We Support Hybrid Work Cultures
We help organisations stay connected to their people throughout the employee journey. Our curated gifting solutions are tailored to the needs of hybrid teams, including:
- Onboarding boxes to welcome new starters into the team, wherever they are
- Milestone gifts to celebrate promotions, anniversaries or birthdays
- Wellbeing kits to support mental health and work-life balance
- Event packs for virtual or hybrid team-building days
- Sales prospecting gifts to open doors and strengthen B2B relationships
Each box is customisable, brand-aligned, and delivered directly to the recipient, taking the hassle out of hybrid engagement.
🌐 Tangible in a Digital World
As hybrid working becomes the norm, employers need new ways to show up for their people, ways that go beyond screens and meetings. Physical gifts don’t just say “we see you”; they show it. They create moments that matter, build brand affinity, and reinforce culture in a way that digital tools alone never can.
If your hybrid working policy is about flexibility and autonomy, your culture strategy must be about connection. That’s where we come in – helping you turn everyday touchpoints into extraordinary experiences.
Checklist: What to Include in Your Hybrid Working Policy
A strong hybrid working policy provides clarity, consistency, and confidence for your employees, managers, and leadership teams. But with so many moving parts, it’s easy to overlook the core elements. This checklist will help you ensure your policy is comprehensive, inclusive, and aligned with your business values.
✅ Hybrid Working Policy Checklist
1. Purpose & Scope
- Why the policy exists and who it applies to
- Connection to wider flexible working or inclusion strategies
2. Definition of Hybrid Working
- What “hybrid” means in your organisation (e.g. 3 days remote, role-dependent)
- How it differs from other types of flexible work
3. Eligibility Criteria
- Which roles, departments, or employment types are eligible
- Any role-specific exceptions and why
4. Request and Approval Process
- How employees can apply for hybrid work
- Manager responsibilities and approval guidelines
- Formal vs informal agreement processes
5. Working Hours & Availability
- Core hours and expectations around availability
- Guidelines for asynchronous work and time zone differences
- Breaks, overtime, and disconnecting from work
6. Technology and Equipment
- What will be provided (laptops, monitors, headsets, etc.)
- Acceptable use of personal devices
- IT support and security expectations
7. Communication & Collaboration
- Tools used (e.g. Teams, Slack, Zoom)
- Meeting etiquette and communication norms
- Expectations for hybrid meetings and inclusion
8. Health, Safety & Confidentiality
- Responsibilities for home working setups
- Display screen equipment (DSE) assessments
- Data security and safe information handling
9. Wellbeing and Inclusion
- Support available for mental health and work-life balance
- Ensuring fairness between office-based and remote staff
- Considerations for carers, disabled staff, and neurodivergent colleagues
10. Performance & Development
- How outcomes and goals are assessed
- Access to training, promotions, and career progression
- Manager training and bias mitigation
11. Expenses & Costs
- What’s reimbursable (if anything)
- Office vs home-based expense guidelines
- Travel and commuting costs
12. International Remote Working
- Whether working abroad is permitted
- Country restrictions, security and tax implications
- Approval processes and time limits
13. Review and Trial Periods
- Opportunity for feedback and adjustments
- Policy review frequency
- Trial periods for new arrangements
Set the Standard for the New Normal
Hybrid working isn’t just a passing trend – it’s a fundamental shift in how we collaborate, lead, and grow as organisations. As businesses continue to adapt, those that thrive will be the ones who approach this change intentionally – not just with flexibility, but with clarity, consistency, and care.
A strong hybrid working policy isn’t just an operational tool. It’s a people-first framework that fosters trust, promotes inclusivity, and empowers employees to do their best work — wherever they are. It sets expectations, protects wellbeing, and ensures that culture and performance remain strong across both digital and physical environments.
But creating the policy is just one piece of the puzzle. The real opportunity lies in how you bring it to life – through communication, leadership, and the everyday moments that build connection.
At WellBox, we help organisations strengthen their hybrid cultures through curated, meaningful gifting experiences — from onboarding welcome boxes to wellbeing kits and milestone rewards. Whether you’re building connection across teams, recognising great work, or simply reminding your people that they matter, we make it easy to turn everyday interactions into moments that truly stand out.
👉 Talk to us today about how we can support your hybrid workforce – and help you create tangible touchpoints that cut through the noise.
