Return to office? Make the move easy for remote teams

Picture this: you’ve just perfected your “work from the couch” setup, your coffee machine knows your schedule better than your boss, and your dog is your most enthusiastic coworker. Life is good. Then, you get the email – “It’s time to return to the office.” Cue the collective groan.

For many employees, this isn’t just about swapping sweatpants for slacks. It’s about a fundamental switch in how we perform work, live, and commute. But with the right approach, returning to in-office work doesn’t have to be like a punishment.

Why employees struggle with returning to the office?

After years of remote work, asking employees to come back into the office feels a bit like pulling someone out of a cozy blanket fort and dropping them into a chilly boardroom. The pandemic not only impacted our work location but also impacted our perception of work in a profound manner. Many workers adapted to remote or hybrid models that gave them the freedom to balance personal life and productivity in ways that the traditional office rarely allowed.

The commute dilemma

Remember those blissful mornings of sipping coffee in your kitchen while scrolling through emails? Now imagine replacing that with sitting in bumper-to-bumper traffic, glaring at a line of red brake lights as your playlist repeats for the third time.

Commutes, once a given, now feel like an unnecessary burden. Studies prove that time spent commuting adds stress, reduces leisure time, and contributes to burnout. Employees who spent the pandemic working remotely were able to reclaim those hours for hobbies, family time, or even an extra hour of sleep. For many, returning to the office means losing that precious gift of time – and they’re not happy about it.

Flexible work addiction

Let’s be clear: employees aren’t rejecting office life because they’re lazy. They’ve realized that flexible work arrangements can boost productivity and improve mental well-being. Remote work has empowered employees to take greater control of their schedules, enabling them to:

• Take a midday walk to clear their heads.
• Attend a child’s school event without feeling like they’re sneaking out.
• Work during their peak productivity hours (hello, early birds and night owls!).

Forcing employees back into a rigid, 9-to-5 office environment feels like a step backward, especially when they’ve proven they can deliver excellent results while working remotely. It's not that employees lack the desire to work – they simply want to work smarter, rather than harder.

The problem with in-office quirks

Offices have their personalities, and let’s be honest – not all of them are endearing. Some are downright annoying.

• Karen’s candy jar: Sure, it’s fun to grab a Snickers now and then, but does she really need to comment on how often you’re taking one?
• The buzzing light: Why does every office have that one fluorescent bulb that hums like an angry wasp? Ugh!
• Interruptions galore: From random “How was your weekend?” chats to impromptu meetings, in-person work comes with distractions that remote workers don’t miss.

These quirks, while small, add up to an environment that doesn’t exactly scream “welcome back.”

Shifting priorities

The pandemic didn’t just move work home – it made people reevaluate what they value most. Workers have embraced the idea that life doesn’t have to revolve around the office. For many, that means prioritizing:

• Health and well-being – remote work gives people more time to exercise, cook healthy meals, and maintain a better work-life balance.
• Family connections – whether it’s spending more time with kids or caring for aging parents, employees have built routines that integrate work into their lives, not the other way around.
• Financial savings – working from home eliminates commuting costs, pricey office lunches, and even dry cleaning bills.
  Returning to the office feels like giving up these hard-won benefits, making many employees question whether it’s worth it.

Acknowledging the pain points

If employers want their workers to return willingly, the first step is acknowledging these challenges. Pretending these struggles don’t exist- or worse, dismissing them – will only breed resentment. Instead, employers should focus on creating a return-to-office policy that feels less like a forced march and more like a collaborative transition.

By addressing these concerns thoughtfully, companies can rebuild the office as a place where employees want to work – not just a place where they’re required to show up.

Employees ask: why companies make employees return to the office?

The whispers are true: some companies are taking a hard-line approach to return-to-office (RTO) policies, essentially giving employees an ultimatum – “Come back to the office or consider finding a new job.” High-profile examples, like Amazon’s RTO mandate, have sparked outrage and raised questions about whether these policies are necessary.

The reality is, yes, some organizations are pushing workers to return to work in person, even at the cost of losing talent. But here’s the thing: this doesn’t have to be the case for your company. Many employers are striving to strike a balance that benefits both the business and its crew.

For businesses requiring employees to return, the reasons often boil down to:

• Collaboration – employers believe in-person work fosters innovation and teamwork. Brainstorming over Zoom just doesn’t feel the same. Looking for ways to foster better teamwork in your organization? Take a look at our Top 5 Games for Team Building.
• Building Culture – a physical office is considered the heart of company identity, where relationships and loyalty are built.
• Better control – Let’s face it – some companies feel uneasy without direct oversight, even when employees deliver remotely.

But employees see things differently. Many feel that forcing workers back is less about collaboration and more about justifying costly office spaces. To address this skepticism, employers must go beyond mandates and prove the value of returning to the workplace.

How to create a company culture that welcomes employees back?

Dragging employees back to the office isn’t just unproductive – it can seriously harm morale. If the office feels like a chore, even the most loyal team members may start daydreaming about working elsewhere. To truly encourage employees to return, companies need to shift their focus from enforcing policies to building an environment that people genuinely want to be part of.

Flexible solution? Balancing remote work and office attendance

Many organizations are exploring hybrid models, where employees come into the office a few days a week and work remotely for the rest. For instance, having two or three core in-office days can foster face-to-face connections without overwhelming workers who value the freedom of remote setups.

Others are experimenting with optional office use, where employees can decide when to come in, based on their schedules and project needs. This approach fosters trust and highlights autonomy, both of which are crucial in today’s workplace. 

Flexibility isn’t just an employee perk – it’s a strategic asset for businesses. Employers who adapt to these evolving preferences are better positioned to attract and retain talent, ensuring their teams remain engaged and committed to achieving shared goals.

Looking for a solution to manage hybrid work schedules seamlessly? Calamari offers smart tools to keep your team organized and engaged

Practical tips for improving office attendance rates

Bringing employees back to the office doesn’t mean issuing a return-to-office mandate and hoping for the best. To motivate employees to return willingly, you need to provide a compelling reason for them to come in. Think about what motivates people – connection, purpose, and comfort.

Design a workplace that inspires employees to return

Picture stepping into an office bathed in sunlight, full of cozy seating areas, and spaces designed for collaboration. Now, picture a dim, cubicle-filled room with buzzing fluorescent lights and a coffee machine that always breaks down. Which would you choose?

Design matters. If you want employees to willingly spend at least four days a week in the office, the environment must be welcoming. Start by rethinking the layout. Open, flexible spaces that encourage movement and conversation can help employees feel more engaged. Add quiet zones for focused work, so employees aren’t battling distractions.

Amenities can also make a huge difference. Wellness rooms, standing desks, or even simple touches like ergonomic chairs show that you care about comfort and well-being. Some companies, like Amazon, have invested in modernized office environments that blend functionality with style, giving employees a reason to feel proud of their workplace.

Communicate proactively and be transparent

Nobody likes being blindsided, especially when it comes to something as important as their work arrangements. Transparency is essential for building trust with employees during the transition back to office work.

Start by explaining why the shift back to the office is happening. Whether it’s to strengthen teamwork, support hybrid work arrangements, or align with company goals, employees will appreciate knowing the reasoning behind the decision. Share details, such as how many days they’re expected to work in the office, and address any concerns upfront – no BS policies are always appreciated.

Proactive communication also means keeping the conversation open. Host Q&A sessions, send regular updates, and encourage employees to voice their feedback. Recognize that not everyone feels comfortable speaking up in a public forum, so create an anonymous question box – digital or physical – where employees can submit their concerns, ideas, or challenges without fear of judgment.

For example, set up a virtual anonymous feedback tool like Google Forms or a dedicated app where employees can share their thoughts confidentially. Combine this with a clear commitment to addressing questions transparently during all-hands meetings or through regular email updates.

If workers say they’re struggling with commutes, consider adjusting start times or offering transportation stipends. If others highlight concerns about health and safety, demonstrate how the company is addressing these issues. By creating a safe space for open, anonymous feedback, you show employees that their voices truly matter, fostering trust and cooperation during the transition back to the office.

Address employee concerns about returning to the workplace

For many workers, the prospect of returning to the office full-time sparks anxiety. Employers need to acknowledge these concerns and actively work to address them.

One common worry is the loss of flexibility. Employees who thrived while working fully remote during 2020 often fear that being back in the office means sacrificing work-life balance. To ease these concerns, offer hybrid work options, like two to three days in the office and the rest remote. This allows employees to maintain the routines they’ve built while still participating in in-person work.

Health and safety are also top of mind. Employees want to feel secure in their workplace, so prioritize cleanliness, air circulation, and any remaining pandemic precautions. A simple gesture, like providing hand sanitizer stations or offering regular health check-ins, can go a long way.

Finally, career concerns shouldn’t be overlooked. Some workers worry that returning to the office will mean more micromanagement or less opportunity to grow. Clear communication about career development opportunities and the benefits of in-office collaboration can help mitigate these fears.

Eliminate distractions and supercharge employee productivity

Let’s face it – office distractions are a thing. From overheard phone calls to endless coffee breaks, getting focused work done can be challenging when everyone’s under the same roof. But it doesn’t have to be that way.

Start by setting up designated quiet zones. These are areas where office-based employees can escape the noise and concentrate on their tasks. Think library rules – no loud conversations or unnecessary interruptions. For more collaborative spaces, provide tools like whiteboards or brainstorming walls to channel the energy productively.

Technology can also help. Equip your teams with noise-canceling headphones or soundproof pods where they can retreat for deep work. Encourage a culture of mindfulness by suggesting times for “focus hours” where meetings and casual chats take a back seat.

Lastly, remember that distractions aren’t always bad. Breaks are essential for productivity, so provide spaces where employees can unwind – whether it’s a game room, a cozy lounge, or even a patio for fresh air. With the right balance, you can create an office environment that supports both focus and creativity, making employees happy to spend their week in the office.

Long-term success: keeping workers engaged in the office

The future of work is about balance, not mandates. While some companies require employees in the office five days a week or adopt office four-to-five day models, many employees prefer the flexibility of hybrid and remote work. Forcing a full office return won’t foster engagement – listening to concerns and offering meaningful options will.

To succeed, employers must align in-person work expectations with employee needs. Whether it’s asking employees to show up three days a week or providing flexibility for remote employees, the focus should be on creating a workplace that supports connection, productivity, and innovation.

The goal isn’t just to get employees back to the office – it’s to make them want to be there. With thoughtful policies and a flexible approach, companies can build a workplace that thrives in the evolving world of work.

Discover actionable strategies in our guide on How to Increase Employee Engagement at Your Company.