The hybrid work model – a balance between remote and in-office working – has taken root in society since the COVID-19 pandemic. For businesses, this new way of working presents risks and challenges.
Of course, all companies want their employees to be productive, whether they work from home or in the office. But how can they make this happen?
In this blog, we’ll explore the topic of enhancing employee productivity in hybrid working and how SaaS solutions can help.
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Common Productivity Challenges in a Hybrid Work Model (and How to Solve Them)
First, let’s look at the common challenges businesses face regarding employee productivity. We’ll also provide tips on how SaaS can solve these issues.
Communication and Collaboration Issues
Communication and collaboration are the most pressing issues in hybrid working. Certain communication barriers exist in this type of work, such as time differences, the use of multiple platforms, and even technology failures.
Distrust, confusion, late replies, and a lack of personal interactions can stagnate work output and split teams apart.
How SaaS Streamlines Communication and Collaboration
SaaS tools such as Slack, Microsoft Teams, and Zoom are now fundamental in closing the communication void among hybrid working teams.
The tools provide a platform where every team member can be active, regardless of whether they’re physically in the office or not.
Here are the benefits of using SaaS solutions to streamline team communication:
- Internal Communication: Research by McKinsey shows that well-connected teams can increase their productivity by 20-25%. With tools like Slack or Microsoft Teams, people can work on a single platform to exchange instant messages, share files, and participate in project discussions.
- Online Communication and Virtual Meetings: Video conferencing software like Zoom allows users to conduct meetings virtually, meaning they can conduct business even if they’re miles apart.
- Supporting Other Processes: These tools also have a high level of interoperability among others, thus minimizing hiccups that may arise in communication.
Time Management and Task Prioritization
Working in a hybrid model presents its own challenges, especially when it comes to time management.
In the absence of a traditional office setting, employees may find it difficult to accomplish tasks and, therefore, end up working too much or putting things off.
The lack of distinct hours for work and leisure and the normal ebbs and flows of time present even more challenges, as employees may find it hard to separate their professional and private lives.
How SaaS Enhances Task Management and Prioritization
Task management software such as Asana, Trello and Monday.com help employees manage their time and workload effectively.
Here are some benefits of using Saas to manage and prioritize tasks:
- Visual Task Boards: SaaS applications with visual task boards, timelines, and Gantt charts help employees prioritize and sequence tasks. Visual representation tends to lead to easier organization of activities.
- Deadline Management and Automatic Reminders: SaaS tools can send automatic reminders, helping employees adhere to project deadlines.
- Workflow Automation: SaaS tools are flexible enough to meet the needs of different industries and teams.
Technology and Infrastructure Disparities
When it comes to hybrid work models, there’s often a big difference in the technology and infrastructure available to home-based workers and office-based workers.
Inadequate tools or equipment, lower levels of IT assistance, and poor working conditions in home offices can lead to productivity losses. Certain factors like low internet connection or lack of available software may affect remote employees’ performance.
How SaaS Provides Consistent Technology and Infrastructure
Many SaaS solutions remove barriers to company systems and infrastructure. Examples include Google Drive, Dropbox and VDI systems. These tools make it easy for hybrid employees to pick up work wherever they are.
Here’s how SaaS provides technology and infrastructure to workers:
- Cloud Access: Smartphones and other mobile devices enable employees to utilize cloud storage solutions like Google Drive or Dropbox. As a result, remote employees have the same level of resources as their in-office colleagues.
- Tools Consistency: Virtual Desktop Infrastructure (VDI) creates online desktops which employees can access remotely. In this way, key stakeholders can use the same tools and applications irrespective of where they happen to be.
- Improved Protection: SaaS tools have powerful security elements; they ensure that every employee is able to execute tasks in a secure environment regardless of location. This reduces the chances of the employee losing information or being hacked.
Employee Engagement and Accountability
Keeping employees engaged and accountable can be a serious problem, especially in a hybrid work model.
They may feel abandoned by their teams due to a lack of interaction, which, in turn, can affect their spirit and motivation.
How SaaS Boosts Employee Engagement and Accountability
You can address the challenge of work-from-home management by utilizing employee engagement tools like 15five and Workleap.
Here are the benefits of using SaaS to boost employee engagement:
- Feedback and Check-ins: To raise employee engagement, SaaS platforms like the ones we mentioned can encourage employee feedback and managers’ feedback. They’re also good for running 121 sessions and performance reviews.
- Performance Management: Performance management systems allow employees to set goals. This ensures accountability, as workers know their goals even when working remotely.
- Employee Recognition: Another feature of SaaS employee engagement solutions is notifications for recognizing employees when they achieve a goal. Such positivity may reinforce the whole team’s morale and make them more attached to their work.
3 Best Practices for Implementing SaaS in a Hybrid Work Model
A Gallup report indicated that as of May 2024:
- 53% of employees work in a hybrid model.
- 27% work exclusively remotely.
- 21% of remote-capable employees currently work on-site.
So, businesses have a huge opportunity to deploy SaaS to enhance productivity. But which tools should they use?
Here are three best practices for how companies should implement SaaS products for their hybrid workforce.
1. Choose the Right SaaS Tools
Choosing the right software is the foundation of a successful SaaS implementation.
Here’s how to do it:
Analyze Your Company’s Needs
The first step in selecting the right SaaS tool is thoroughly assessing your company’s needs. Understand the specific challenges your hybrid work model presents.
For example:
Do you need better communication platforms to bridge the gap between remote and in-office employees? Or perhaps your teams struggle with project management and could benefit from a tool that offers clear task tracking and deadline management?
To identify these needs, create a list of essential SaaS features and functionalities for your business. The tools you select must directly address the pain points your teams experience daily.
Review the Integration Possibilities
Accommodating different tools and platforms requires a cohesive and coordinated approach, especially for hybrid workspaces.
Adopting incompatible SaaS solutions may create silos between at-home and in-office staff; this may deter productivity and cause discontent among employees.
When reviewing your SaaS options, think about how conducive they are to your existing tech stack.
For example:
Let’s say your organization deploys Microsoft Office 365 for document management within your team. In that case, you want to select SaaS tools that connect to the platform seamlessly.
Review the Scalability
As your company grows, so will your need for more advanced features, additional user licenses, and increased storage capacity.
Therefore, it’s essential to choose scalable SaaS tools. Scalability ensures that the tools you implement today can grow with your business without requiring a complete overhaul or switching to a new platform.
Scalable SaaS solutions often offer tiered pricing models, allowing you to start with a basic plan and upgrade as your needs evolve. This flexibility is particularly beneficial for small to medium-sized businesses that anticipate growth in the coming years.
Ensure User-friendliness
If a company is to get maximum usage out of a SaaS solution, then user-friendliness is essential. Consider SaaS tools with attractive UX, good menus, and technical support.
If the tool offers it, go for a free trial. This allows you to find out how easily people can use the new software and identify any issues. For instance, if you’re looking to develop your insurance app, it’s crucial to integrate it with popular business and productivity apps that people are already using such as spreadsheets, calendars, and word processors.
2. Offer Onboarding and Training
A SaaS tool will only work properly if your employees can access competent training. Training and orientation are important parts of any SaaS implementation strategy, and they ensure that your team can utilize the new tools effectively.
Here are some training and onboarding tips:
Schedule Training Sessions
What should your training sessions include?
- A rundown of all the SaaS tool’s essential features.
- Any advanced features for the different categories of users in your business.
For example:
While basic users may only need to learn to operate the tool on a regular basis, administrative users may need to learn more complex activities, such as performing integrations with other applications, administering user roles, and managing workflows.
You can conduct your SaaS training sessions as live meetings, pre-recorded videos, or on virtual calls. Combining these approaches addresses the varied preferences of employees. Remember, not everyone likes to learn the same way!
Provide Ongoing Support and Resources
Training doesn’t end with the training sessions! It’s important to continue assisting your employees in working with SaaS solutions.
Some ideas to try:
- Create an online help center.
- Produce product one-pagers or FAQ documents.
- Organize regular workshops.
Also, providing resources like user manuals, quick-start guides, and video tutorials can encourage employees to solve problems by themselves. This can reduce your IT support team’s backlog and improve their turnaround time.
3. Continuous Monitoring and Optimization
Regularly assessing the performance of SaaS tools is critical to ensuring that they meet your company’s evolving needs.
Over time, business requirements change, and the once efficient tools might not deliver the same value. By continuously monitoring these tools, organizations can ensure they see a return on their investment, whether that’s in terms of cost-effectiveness, efficiency, or scalability.
Monitor the Tool’s Performance
What should you include in a SaaS tool assessment? Follow these steps:
- Analyze usage and customer data.
- Evaluate downtime.
- Compare the software’s performance against your key metrics.
Proactive adjustments, such as requesting feature upgrades or replacing underperforming tools, can help your organization stay competitive and avoid workflow disruptions.
Encourage Employee Feedback
It’s equally important to encourage feedback from employees who use SaaS tools daily (whether working from home or in the office).
Employees often experience firsthand the strengths and weaknesses of these tools; they have invaluable insights for identifying pain points and areas that need improvement.
Gathering feedback not only helps to pinpoint specific problems but also fosters a collaborative culture where employees feel heard and empowered to contribute to solutions.
Regular surveys, feedback sessions, and open lines of communication can provide actionable data that ensures the tool is aligned with your organization’s operational goals, enhancing overall productivity and user satisfaction.
The Future of SaaS in Enhancing Productivity
SaaS solutions have already proven to be valuable tools in addressing the challenges of a hybrid work model.
As technology continues to evolve, the future of SaaS looks even more promising. A report from Accenture Research predicts that AI technology has the potential to double economic growth rates by 2035, with an expected 40% boost in labor productivity. This indicates AI’s ability to support hybrid work environments and empower employees to fully utilize their time, skills, and resources.
With the integration of artificial intelligence (AI), SaaS tools are expected to become even more sophisticated, offering predictive analytics, personalized experiences, and smarter automation features. These AI tools will further enhance productivity, making it easier for businesses to thrive in a hybrid work environment.
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