1. Introduction

One of the hardest parts of a hybrid work structure is understanding when team members should come into the office in order to best utilize their time. Making this decision is difficult as employees may not know when their team member is coming in, which often leads to time being wasted.

Litespace eliminates this issue by completely automating this process in order to provide each team member with the optimal day to come in. 

2. Challenges

Coordinating Hybrid Schedules 

• Ensuring that team members are in the office on the same days for necessary in-person meetings can be tricky. Effective coordination requires planning and communication in order to align everyone's schedules, which can be time-consuming and challenging to manage consistently.

Optimizing In-Person Workdays

• It's common for someone to get booked for several meetings in one day. Such a situation makes it better to come in for work that day. However, many companies lack a system to dynamically adjust hybrid schedules and notify team members simultaneously.

Department Silos

• It's common for various departments to maintain separate office schedules. However, this poses a challenge for employees from different departments because they are unable to see into each other's work hours. This creates a big problem for when multiple departments need to collaborate on a specific project.

3. Our Solution

Automated Scheduling

• We have automated the process of aligning everyone's schedule for the most optimal in person work days along with communicating the changes to the rest of the team. This ensures that people are coming in on the days that most require them to, along with making sure everyone is on the same page in order to avoid confusion.  

Hybrid Scheduling

• Through Litespace we are able to integrate everyone's schedule into an easy to use calendar view. This provides the perfect platform to be able to dynamically switch around your schedule and still notify your team in real time. Additionally, it allows for anyone from any department to quickly view the schedule of another person and understand their workload for a given day. 

4. Integration with Existing Systems

Google Calendars

• Litespace is integrated within each employee’s Google Calendar. Any changes made to setting your in office status are automatically reflected between the Litespace platform and your google calendar.

Slack:

• Get Slack notifications for when your team members set their (in-office) status or change them. This integration between Litespace and Slack allows for complete clarity between team members

5. Measurable Outcomes

• Increase team productivity by 43% by having everyone come in on the days it is most optimal to
• 54% increase in information flow between departments due to the availability of everyone's schedule
• 35% increase in day to day operations efficiencies now that the management of hybrid schedules is fully automated.

6. Before-and-After Scenarios

Before Using Litespace

• Employees are unable to dynamically adjust their in office schedule and notify their colleagues at the same time.
• Employees sometimes come into the office only to find that key team members are working remotely.
• Cross-departmental projects suffer due to misaligned office days and poor communication.

After Using Litespace

• Employees can view the integrated calendar showing the in-office days of their entire team and other departments.
• Dynamic adjustments are easy, allowing for seamless changes and instant notifications to all relevant team members.
• Cross-departmental visibility allows employees to see when colleagues from other departments are in the office.

7. Implementation Time

• This feature can be set up in under 15 minutes. We provide personalized one-on-one support for specific needs and offer comprehensive guides for a smooth, asynchronous implementation.