How to Choose the Right Hybrid Work Schedule (+Templates)
In March 2020, millions of workers around the world adapted to working remotely almost overnight. But the trend toward more flexible work has outlived the last lockdowns; it turns out that working remotely works surprisingly well for employees and companies alike. All you need is a good Internet connection and a functioning laptop.
As it turns out, hybrid is the future of work:
2023 research from Gallup has found that a staggering nine out of 10 workers prefer a more flexible work schedule that offers the option to work remotely. ¹
Extensive research has shown that flexible work models are good for companies, too.
Remote workers with effective management are more productive than office employees and report greater job satisfaction than their office-bound peers. In fact, 2021 research from Standard estimates that around 70% of firms are planning to introduce long-term flexible work arrangements in the wake of Covid. ²
While this trend includes a wave of remote-first companies like (example here) that maintain physical office space but do not require employees to use it, it means one thing for the vast majority of businesses; hybrid work.
Although workers prefer the flexibility of choosing their working environment, working in a hybrid environment presents unique challenges alongside opportunities.
This article is for employees, freelancers, contractors, or small business owners navigating the complexities of balancing remote and in-person work Keep reading to get an overview of the benefits and drawbacks of hybrid work models, tips for creating the best hybrid work setup for your lifestyle, and FREE printable hybrid work schedule templates to help you coordinate and visualize your work.
Let's get to it!
What Is A Hybrid Work Schedule?
Where there is hybrid work, there is a hybrid work schedule. For many hybrid employees, employers set a hybrid work policy with minimum requirements or specific conditions for in-office time. Some of the most common hybrid schedules today include the 2:3 schedule (2 days in office, 3 days remote) and 3:2 schedule (3 days in office, 2 days remote).
Other workplaces have taken a bottom-up approach, leaving hybrid scheduling up to teams to decide what works best. This flexible hybrid work policy can translate to quarterly team meetings or "retreats" with all other work done remotely.
Freelancers, contractors, and small business owners typically have more control of their own working conditions. Even with the option to work 100% remotely, these independent workers may choose to adopt a hybrid schedule to pursue prospects for growth, collaboration, and social fulfillment.
Generally speaking, the ideal hybrid work schedule balances IRL interactions to support strategic decision-making and team management with periods of distraction-free, deep-focus off-site.
Benefits of A Hybrid Work Schedule
Hybrid work models give you the flexibility to merge your professional and personal life in a way that meets your needs. Imagine starting your day with a morning workout or enjoying breakfast with your family, instead of hurrying to beat the morning commute. This flexibility leads to a healthier work-life balance, letting you arrange your time to prioritize your well-being along with your professional duties. Reducing commuting time saves you hours every week, cuts down on stress, and boosts your overall job satisfaction.
In a hybrid setup, you get to enjoy the best of both worlds: the convenience of working from home and the collaborative atmosphere of the office. When you decide to work remotely, you can concentrate deeply without the common office interruptions, boosting your productivity on tasks that need focus and quiet. When you're in the office, collaborating with colleagues, engaging in spontaneous problem-solving sessions, and strengthening team bonds become easier. This flexibility allows you to maximize your productivity by matching your work setting with the type of tasks you have.
In addition, it turns out that exploring the possibilities of hybrid work with teams correlates with greater job satisfaction. Research from Gallup indicates that worker satisfaction is highest (46%) when hybrid teams decide hybrid work policy for their members, rather than management or individuals deciding. ³
Let's now sum up some of the key benefits of hybrid work:
Freedom to align work with personal commitments
Less stress getting to work and fewer hours commuting
Potential to move further away from work and lower your cost of living
More control over exposure to bias and other toxic workplace dynamics
Improved focus on deep work and reduced distractions
Opportunity to build breaks into your workday to exercise, meditate, or just chill
More flexibility to schedule demanding in-office commitments around your energy
Drawbacks of a Hybrid Work Schedule
Ready to say goodbye to your office days once and for all?
Hybrid working models promise a lot in terms of freedom and flexibility, but they come with some important drawbacks as well.
Truth be told, working at the office also has many perks. You’re less likely to get distracted while working but at the same time have the chance to socialize with coworkers and team members.
Firstly, shifting to a hybrid work schedule can pose significant challenges to collaboration. When you work with some colleagues remotely and others only in the office, it can be tough to keep everyone on the same page. It's harder to share information with larger groups, organize impromptu meetings with stakeholders, and engage creatively with collaborators.
You may also find it tricky to set healthy boundaries for hybrid work in your home environment. Yes, remote work offers flexibility - but it also blurs the line between work life and personal life. Without hybrid work scheduling, might actually find yourself working longer hours, battling burnout, and struggling to relax when you first implement a hybrid work schedule.
Even when management approves a hybrid work policy, you will inevitably deal with some level of proximity bias against working remotely; ⁴ the dynamic that causes leaders to treat workers who are physically closer to them more favorably. You may experience pressure from leaders to work on location even when the company offers a 2:3 or 3:2 hybrid option. This dynamic can lead to an 'underclass' of remote workers who exercise their options, while colleagues who commute into the office enjoy recognition for their success.
If you're eager for a promotion, it's a good idea to schedule time with leaders into your hybrid work arrangement and consider the workplace culture before making a long-term commitment.
Here are a few important drawbacks of hybrid work:
Blurred boundaries between work and personal life
Challenges coordinating collaboration within teams
More screen time and less people-time
Greater chance of miscommunication and misunderstandings
Limited access to in-office amenities and resources
Proximity bias from leadership that can negatively impact your career advancement
End of an era...You'll never go back to in-office work once you try the hybrid work schedule model!
Tips for Choosing the Right Hybrid Work Schedule for You
The flip-side of all the flexibility that comes with hybrid life is that there's no definitive instruction manual for how to do it right. If you can choose hybrid (or want to get there with your next professional move), it can be tricky to figure out which schedule is a good fit for you.
You need to consider factors that include your social and mental health, the benefits of physical presence unique to your job, and your personal priorities to make the most of hybrid work. Keep reading for tips to help you choose the right schedule, and don't miss our printable hybrid work schedule templates below to get an overview of your schedule.
Reflect On Your Existing Lifestyle Priorities and Challenges
If you want to make the most of the hybrid work schedule model, tailor it to your needs and lifestyle. Take some time to reflect on what matters most to you at work and at home. Consider what aspects are non-negotiable and what you value the most. Are you looking for a better work-life balance, more flexibility, or the ability to pursue personal interests?
Think about the challenges you currently face, such as a stressful, long commute, significant health problems, or the sense that you just never have enough time.
A hybrid work schedule with a focus on working remotely may be able to solve these challenges by increasing flexibility and helping you to conserve energy. Remember that tailoring your schedule to your needs and aspirations isn't a forever decision: You can always re-evaluate your priorities.
2. Break Your To-Do List Down Into In-Person and Remote Tasks
Before designing your hybrid work plan, you need to make sure you have an effective strategy for balancing remote and in-office work. A good way to start is by making a list of those tasks that need to be done in the office and those that can be done at home. Then, create a time-blocked schedule that gives you an overview of when you’re going to do what, and where.
3. Start With A Tried-And-True Hybrid Work Schedule And Customize It
Not sure where to start with your schedule? The most common schedules favored by companies with a hybrid work policy encourage an even split of IRL and off-site time. Why, you might ask? A 2022 report from Harvard Business School found that hybrid workers who adopted this balanced model produced more innovative work than either fully remote workers or in-office workers. ⁵ The report theorized that "hybrid work might represent the “best of both worlds,” offering workers greater work-life balance, without the concern of being isolated from colleagues". If you work on a project basis, week-by-week alternation applies this concept over a longer period of time. These models include:
3:2 model: You work three days in the office and two days remotely
2:3 model: You work two days in the office and three days remotely
Week-by-Week: You work one full week at the office followed by one week working from home
Over time, you'll find out what works best for you. Customizing these schedules to your own needs can dramatically enhance your productivity and job satisfaction, so don't be afraid to advocate for your preferences to leadership.
4. Invest in Your Hybrid Work Setup
When you're moving between remote locations and the office, it's important that your working environment facilitates - well, work! Many companies with hybrid policies offer a stipend for equipping a home office to get you started. But even if you have zero budget for office gadgets, consider that spending money now on your remote office setup is a long-term investment that enables you to do better work in the long run. Here are a few essential tools that will make your hybrid work life easier:
Productivity App: Use Simplish to coordinate your work and home calendars in one place
Headphones: Buy the nicest pair of noise-cancelling headphones you can afford
Webcam: Webcams offer superior video quality and improve the comfort of hopping on calls when using multiple screens
Ergonomic Mouse & Keyboard: Save yourself from carpal tunnel with a mouse and keyboard designed for comfort and safety
Additional Monitor: An extra screen can save neck pain and improve productivity at home when you're working in multiple windows
Adjustable Desk: Get a desk or a desk-topper that allows you to raise your workspace when it's time to stretch your legs
5. Include Your Hybrid Work Schedule In Your Email Signature
When you go hybrid, you might find that scheduling meetings involves a lot of back-and-forth with your hybrid team. Take the guesswork out of scheduling and include your hybrid work schedule in your email signature.
With a simple update to your email signature, you'll ensure that colleagues and clients immediately know when you're available. This update demonstrates professionalism and consideration for others' schedules by preemptively answering the "when can we connect?" question. Make sure to update it if your schedule changes to keep everyone in the loop.
6. Give the Transition to Hybrid Work Some Time
You might find that switching to a hybrid work model comes with a difficult period of transition as you adapt to a work environment with fewer boundaries. Part of this is due to increased exposure to potential distractions in your fluid working environment that can burden your brain with multitasking. ⁶ For many hybrid workers, the result is a nagging sense that you're always overlooking something. At home, you miss out on more direct contact with leadership. Yet in the office, you miss the chance to support a sick family member at home. Don't make your mind up all at once about hybrid work. Consistent scheduling can help you ride out the difficult transition period and establish boundaries that support a healthy, balanced hybrid lifestyle.
7. Try Not to Make Sudden Schedule Changes
Keep your hybrid work schedule stable; avoid sudden changes. Stability builds trust with your team and clients, making planning around your availability smoother and ensuring effective collaboration. When you change your schedule unexpectedly, it doesn't just affect your workflow—it can throw off the entire team, causing confusion, missed deadlines, and even strained relationships. If you must adjust your schedule, communicate early. Explain the reasons and promptly update any platforms showing your availability. Early communication helps minimize impact and keeps work flowing smoothly. A consistent schedule leads to a more stable work environment for everyone.
8. Have A Backup Remote Working Location That Isn’t Your Home Office
For most hybrid workers, working remotely means working from home (WFH). If you're just beginning to work remotely or are adapting to new circumstances at home, it's identify a backup working location where you can go if work just isn't happening at home. Whether you have family members interrupting you mid-video call or can't seem to avoid that pile of laundry every time you take a coffee break, distractions at home can build up quickly. And sometimes, working from home is just downright isolating. If you want to work remotely but struggle at home, find a backup remote working location to mix things up.
In general, the ideal remote work environment should be:
Laptop-friendly with easy access to an outlet
Free from distractions
Physically comfortable
Close to a bathroom
Snacks are a plus
Explore local coffee shops, libraries, or co-working spaces - or connect with another remote worker friend for private co-working sessions at home. These settings and arrangements can rejuvenate your motivation and regulate your focus through ambient social contact.
9. Keep Regular Appointments for Meaningful Social Connection Into Your Hybrid Schedule
For better and for worse, hybrid work introduces the possibility that you might never be in the same place with all of your colleagues again. Hybrid work environments can also struggle to maintain a strong company culture and offer the social benefits of a traditional, in-office workplace with fewer workers around to participate. On the home side, hybrid workers sometimes report struggling to switch out of work mode with the home office just steps away from the living room.
Cue: the rise of IRL company-sponsored happy hours that nobody really wants to go to.
All of this means that hybrid workers can't rely on "built in" social connections (water-cooler-chit -chat, anyone?) at work anymore. Your social life is now fully DIY. It's a good idea to set up a few standing social appointments when you're just getting started with hybrid work so your default mode is connection - not isolation. Here are a few ideas:
Coordinate with other hybrid colleagues to have lunch together on-site once a week
Schedule exercise breaks with whoever you're working from home with
Limit video calls to a few days a week, and take your other meetings in person
Organize potluck dinners with other hybrid worker buddies to keep your perspective fresh
Take a mid-morning coffee break with a friend to enjoy the luxury of remote work
10. Schedule Live Networking Events on a Monthly, Quarterly or Annual Basis
If you have full flexibility to determine your hybrid work schedule, it's not just about how many days per week you show up to the office. Think longer term: monthly, quarterly, or annual networking events.
Marking your year with networking milestones can help you develop a rich professional network and bridge the digital divide with genuine, face-to-face interactions.
Use these opportunities to
Share your expertise
Enjoy recognition for work well-done
Stay abreast of industry developments
Mark longer-term productivity cycles
Connect with leadership
However often you schedule networking, the key is to make these periodic gatherings a part of your hybrid work routine to support your professional trajectory.
Printable Hybrid Work Schedule Templates
Whatever your schedule looks like, effective planning and communication are key to making your hybrid work life successful, balanced, and fulfilling. Use these printable hybrid work schedule templates to visualize your schedule and coordinate your calendar with colleagues and family members. And if your schedule is in flux? Print the DIY hybrid work schedule template and fill it in with your own color key to customize your remote, in-office, and flexible days.
2:3 Hybrid Work Schedule
Pros:
More emphasis on remote work with the benefits of in-office collaboration time
Fewer opportunities for in-person collaboration can boost focus
Great for workers who travel frequently and need working recovery days at home
Cons:
Going to the office can feel like a chore when the majority of work is done remotely
More coordination is required to get hybrid teams together in person on-sit
Managers may find it challenging to track team progress
3:2 Hybrid Work Schedule
Pros:
Option to start from home Mondays / Fridays to ease into and out of the work week
Easier coordination for in-person team meetings
Popular and proven schedule with employers who focus on employee engagement
Cons:
More pressure to work on location from leadership, especially in hybrid-optional workplaces
Less flexibility than the 2:3 while still requiring a good home office setup
Less accommodating to workers who have longer commutes
50/50 Hybrid Work Schedule
Pros:
A nice blend of the 3:2 and 2:3 with a focus on equal time in and out of office
Accommodates project-based work with phases of collaboration and individual work
Makes use of office space and resources
Cons:
Can be difficult for family members and colleagues to remember your schedule
Makes it more difficult for some to find a rhythm
Difficult to coordinate with other hybrid workers unless they share the same schedule
Flex-Time Hybrid Work Schedule
Pros:
Excellent for workers who have a lot to do in the morning at home
Gives more control to workers on any given day to decide what works best
Ensures that no two days are the same!
Cons:
Requires daily communication around availability and scheduling
May limit the opportunity for longer sessions of deep work
Ensures that no two days are the same
Week-By-Week Hybrid Work Schedule
Pros:
Equal focus on in-person and remote hours with emphasis on stability
Saves considerable commute stress
Encourages deeper work over several days
Cons:
Less scheduling autonomy
Doesn't necessarily align with spontaneous needs to collaborate in-office
Lacks contact that supports shared culture and camaraderie
DIY Hybrid Work Schedule
Pros:
Every day is 100% up to you!
Excellent for business owners and anyone with a high need for personal autonomy
Enables you to scale efforts up and down in unpredictable life circumstances
Cons:
Can make it challenging to establish trust with leaders, clients and stakeholders in your success
Without some structure, the complete flexibility can feel like chaos
Can be difficult to build social accountability into your plans
-
Agrawal, By Ben Wigert and Sangeeta. “Returning to the Office: The Current, Preferred and Future State of Remote Work.” Gallup.Com, July 21, 2023. https://www.gallup.com/workplace/397751/returning-office-current-preferred-future-state-remote-work.aspx.
Stanford Institute for Economic Policy Research (SIEPR). “Hybrid Is the Future of Work,” n.d. https://siepr.stanford.edu/publications/policy-brief/hybrid-future-work.
Agrawal, By Jim Harter Ben Wigert and Sangeeta. “Coordinating Hybrid Work Schedules -- 5 Important Findings.” Gallup.Com, July 21, 2023. https://www.gallup.com/workplace/401738/coordinating-hybrid-work-schedules-5-important-findings.aspx.
Tsipursky, Gleb. “What Is Proximity Bias and How Can Managers Prevent It?” Harvard Business Review, July 27, 2023. https://hbr.org/2022/10/what-is-proximity-bias-and-how-can-managers-prevent-it.
“Is Hybrid Work the Best of Both Worlds? Evidence From a Field Experiment - Working Paper - Faculty & Research - Harvard Business School,” n.d. https://www.hbs.edu/faculty/Pages/item.aspx?num=62281.
https://www.apa.org. “Multitasking: Switching Costs,” March 20, 2006. https://www.apa.org/topics/research/multitasking.