If you’ve recently hired your first employee or are about to, chances are you’ve already been asked: “Do you offer hybrid working?”
Since COVID-19 and the 2024 flexible working legislation, this is no longer a ‘nice to have’, it’s an expectation.
And if you’re running a small business, it can feel like yet another big decision to make. How many days should people work from home? What if it affects productivity or team culture?
The reality is, there’s no perfect formula. But there is one thing that will make your life much easier from the start: a simple hybrid working policy.
Why small business need a hybrid working policy early on
When you’re building your first team, it’s tempting to keep things informal and flexible. A quick agreement here, a favour there; it feels easier in the moment.
But without clear structure, things can quickly become inconsistent. One person is allowed to work from home three days a week, another only one. Someone feels it’s unfair, and suddenly you’re dealing with frustration you didn’t see coming.
A hybrid working policy isn’t about being rigid. It’s about creating clarity and fairness from day one. It sets expectations, avoids awkward conversations later, and helps your team understand how the business operates.
It also protects you. As flexible working becomes more regulated in the UK, having a written policy shows that you are approaching requests in a fair and consistent way.
Most importantly, it helps you build a business that actually works. One where people can be productive at home, but still come together in person to collaborate, share ideas, and grow.
Offering structured flexibility also shows your business is modern, organised, and supportive of work-life balance, while helping you attract top talent from a wider geographical pool and gain a real competitive edge.
What to Include in Your Hybrid Working Policy
You don’t need a 30-page HR document. A clear 2–3 page policy is more than enough. Here’s what to include:
1. Eligibility and scope
Not every role in your business will be suitable for remote work, so it’s important to be upfront about who can work from home and who can’t. You might also want to decide whether new hires can work remotely straight away, or only after their probation period.
2. Office attendance requirements
Set clear expectations on how often your team should be in the office, whether they can choose their days, and which days are dedicated to in-person collaboration.
3. Communication and availability
To keep everything running smoothly, have employees share their working location, set clear core hours if needed, and ensure enough overlap for effective collaboration.
4. Home working expectations
Think also about the practical side of working from home. Will you provide equipment? Are there any requirements around data security or confidentiality? And do you expect employees to have a suitable workspace and reliable internet connection?
5. Coordinating office time
If you’re using hot desking or flexible workspace, like our hot desk options, make sure you have a clear booking system in place, set reasonable notice periods, and ensure fair access to desks for everyone.
6. Performance and accountability
It’s important to be clear on performance. Hybrid working only works when expectations are well defined. Focus on outcomes rather than hours at a desk, but make sure there are regular check-ins so people feel supported and accountable.
7. Expenses and flexibility
Your policy should also clearly outline how travel and equipment expenses are handled, while remaining flexible enough to evolve as your business grows and needs change.
Common Hybrid Working Challenges (And How to Solve Them)
Hybrid working brings flexibility, but it also comes with a few common challenges, especially for small teams. The good news is that they’re easy to overcome with the right approach.
The “empty office” problem
If everyone chooses different days to work from home, you can lose the sense of teamwork that naturally happens in an office and the office itself loses its purpose
Solution: Introduce 1–2 fixed team days.
Proximity bias
It’s easy, often unconsciously, to give more attention to the people you see in person
Solution: Include everyone in meetings via video, rotate meeting times and measure performance based on results, not presence.
Communication breakdown
Communication can also become messy if you rely too much on informal channels like emails or chat tools
Solution: A few simple habits, like regular check-ins and shared tools, can prevent misunderstandings before they start.
Blurred boundaries
Working from home doesn’t always mean working less. In fact, many people struggle to switch off, which can lead to a burnout.
Solution: Encouraging clear working hours and respecting downtime is just as important as flexibility itself.
How to introduce your policy without overcomplicating things
The best way to approach this is to keep it simple and collaborative.
Start by drafting a short policy based on how you want your business to run. Then share it with your team and ask for feedback. You’ll often find they highlight things you hadn’t considered.
Once you’ve refined it, communicate it clearly. A quick meeting to explain the ‘why’ behind your decisions makes a big difference in how it’s received.
It can also help to treat it as a trial. Test your approach for a couple of months, gather feedback, and adjust where needed.
Because the truth is, your hybrid working policy isn’t set in stone. As your business grows, your needs will change — and your policy should evolve with it.
Why coworking spaces are ideal for hybrid teams
For small businesses adopting hybrid working, coworking spaces offer a simple and cost-effective solution. With hot desking and permanent desks , you can give your team access to a professional workspace when needed, without the commitment of a full-time office.
It solves practical challenges, from having reliable Wi-Fi and meeting rooms to creating opportunities for connection and networking that are often missing in fully remote setups.
For growing teams, flexible offices offer a simple and scalable way to bring people together without the pressure of long-term leases or underused office space.
In short, coworking allows you to turn your hybrid policy into something that actually works in practice, not just on paper.
A quick note on UK regulations
Since April 2024, employees in the UK have the right to request flexible working from day one. As an employer, you’re required to consider these requests reasonably, although you can refuse them on valid business grounds.
For small business owners, this means your policy should allow room for flexibility, while still giving you the structure you need to run your business effectively.
This guide provides general information. For specific legal advice on employment matters, consult an employment solicitor or HR specialist.
Final thoughts
If you’re building your first team or transitioning to hybrid working, don’t worry about getting everything perfect from day one. Start with clear, fair guidelines, communicate openly, and adapt as you go. Hybrid working is all about finding the right balance for your business and your team.
Looking for a space that makes it easier? At Freedom Works , we support growing businesses with flexibility. Book a tour and see how we can support your next stage of growth.
