Your Company Hybrid Work Policy

Purpose & scope: This policy sets clear guidelines for hybrid working at Your Company, supporting flexibility and collaboration. It applies to eligible employees at London; Prague and explains expectations for office attendance, booking, and professional conduct.

Disclaimer: This template is general guidance and not legal advice. Consult local employment law and your legal team before implementation.

Definitions

Hybrid working: A flexible arrangement combining office and remote work. Peak days: Popular office days that may require early booking. Dibsido: Our workspace booking and coordination platform. Core hours: The window 10:00–15:00 local time when teams aim to be available for collaboration on office days.

Eligibility & ways of working

Hybrid working is available to employees who have completed probation and whose roles suit flexible location working. Managers assess eligibility based on role needs, performance, and business requirements.

Standard pattern: Most hybrid employees work 2–3 days/week in the office, with flexibility as team needs change. On office days, employees are generally available during 10:00–15:00 local time to maximise collaboration.

Teams across time zones or shift patterns may agree alternative arrangements with manager approval. New starters may be asked to work mainly in the office for 3–6 months to support onboarding.

Fair access & check-ins: Performance is measured by outcomes, not location. Managers run regular check-ins and ensure equal access to projects, feedback, and development for hybrid and in-office staff.

Office days & scheduling

Managers work with teams to set office rhythms that support productivity and collaboration. Teams publish attendance plans at least 1–2 weeks ahead to aid coordination and space planning.

To avoid overcrowding and keep access fair, teams should:

• Distribute office days across the week, not only on popular days

• Stagger attendance for larger teams when needed

• Plan key meetings and collaboration for shared office days

Booking desks, rooms & parking

All bookings are made in Dibsido (desks, rooms, phone booths or focus rooms, and parking where available).

Cancellations: Bookings can be changed or cancelled until 2 hours before start time so others can use released spaces.

No-shows: Unoccupied desks auto-release after 30 minutes. Repeated no-shows (3 no-shows within 30 days) trigger a reminder, then a manager check-in if the pattern continues.

Visitors: External visitors require advance approval via host approval via reception. Hosts ensure visitors follow security and safety rules.

Etiquette & workspace use

Shared spaces work best when we:

• Keep to clean-desk standards—clear workstations at day end

• Store personal items in lockers or take them home

• Use phone booths or focus rooms for calls

• Respect quiet-zone guidance and general noise levels

• Leave kitchens and meeting rooms ready for the next person

• Report equipment or maintenance issues promptly

Equipment & support

Your Company provides essential equipment (typically laptop, monitor, peripherals). Discuss additional needs with your manager and submit requests via the IT Service Desk.

Employees use company equipment safely and keep devices locked and secure in any location. For issues, repairs, or loaners, contact IT. Temporary replacements are subject to availability.

Home working safety & security

Complete an ergonomic self-check at home. Use company-managed, encrypted devices with VPN, keep screens locked, and store documents securely. Avoid printing confidential material at home; if necessary, dispose via secure methods.

Expenses & travel

Expense reimbursement follows Company Expense Policy. Travel between home and a regular workplace is usually a personal commute and not reimburseable unless expressly approved. Business travel between company sites or client locations is reimbursed per policy. Home-working setup costs may be covered when approved in advance.

Data, privacy & security

Dibsido shows names (and optional photos) to help colleagues coordinate seating. Processing is based on legitimate interests in operating the workplace. Photos are optional and can be turned off in profile settings or by contacting privacy@example.com. Minimal, aggregated analytics help plan capacity; booking data is not used for performance management.

Booking data is retained for 90 days and then deleted or anonymised. For questions, access or deletion requests, contact privacy@example.com.

Follow information-security basics everywhere: lock screens, do not share badges or credentials, and protect confidential information. Report security concerns immediately.

Right to disconnect: Employees are not expected to respond to non-urgent messages outside normal working hours. Managers avoid messaging during colleagues' off-hours where possible.

Accessibility & priority seating

We ensure everyone can use office facilities effectively. Priority seating and reasonable adjustments are available for employees with accessibility needs.

To request priority seating, ergonomic equipment, or other adjustments, contact accessibility@example.com. We aim to implement reasonable adjustments promptly and work collaboratively to support effective performance.

Exceptions & local law

Managers, with HR, may grant temporary exceptions for specific business needs or personal circumstances. Exceptions are time-bound and reviewed.

Emergency situations: During office closures or severe weather, follow manager/HR guidance. Business continuity plans may require temporary remote work.

Compliance, review & contact

Policy breaches follow normal conduct and performance procedures, with a supportive approach for minor issues.

Review schedule: Reviewed every 12 months to ensure it meets business and employee needs.

Policy owner: Head of People maintains and updates this policy.

Effective date & acknowledgement

Effective date: 2025-09-24.

By continuing your employment with Your Company, you acknowledge this policy. You may also confirm digitally via Dibsido or your HR system.

Appendix A: Team implementation guide

Quick start for managers:

• Share the rhythm: Discuss with your team which days work best for office attendance based on meeting patterns, collaboration needs, and individual preferences.

• Set booking windows: Establish team norms for how far in advance office days should be planned and booked.

• Track & adjust: Monitor no-show patterns and space utilisation, adjusting team arrangements as needed.

Practical tips:

• Avoid clustering on popular days; spread attendance

• Rotate anchor days so part-time staff connect broadly

• Publish team office schedules in shared calendars

• Plan key sessions on shared office days

• Consider "focus Fridays" at home and "meeting Mondays" in office

• Hold regular 1:1s and include remote staff in decisions

• Limit back-to-back calls; try walking meetings

• Lead by example and share your schedule clearly

Change log

v1.0 — 2025-09-24 — Initial release. v1.1 — 2026-09-24 — Reserved for next update.

Created by Dibsido.com. Want to manage desk bookings and no-show rules automatically? Try Dibsido Free for 14 days.