Planning for Your Next Phase of Work
Whether you’re returning to the office, going fully remote, or giving your team the flexibility to choose, Zoom can keep you safe and connected.
As a sense of normalcy begins to return after a year of extreme changes, decisions now need to be made about what the next phase of work will look like for your teams and your company. Will you be fully returning to the office? Will you leave the office behind and embrace a fully remote workspace? Or will you offer your employees the choice to work where they want, building a hybrid workspace with both fully remote and in-office options?
Whatever choice you make, we offer the features and functionality your team needs to stay safe, connected, and productive. This digital ebook covers three options for what your next phase of work could look like, as well as the specific tools and features of Zoom that can make them possible. What you choose for your next phase of work hinges on a number of factors unique to your business, your strategy, and your people.
In this guide, we’ll cover:
Full Return to the Office
Planning for the health and safety of your team as you return to your physical workspace.
Full Return to the Office
This time last year, everyone was asking themselves the same question: “when can we get back to normal?” But over the past few weeks and months, many businesses are realizing that their sense of “normal” will likely never return just as it was. Even as organizations begin to return to the offices they left last year, they’re facing new and unanticipated challenges. While employees are eager to return to the office, they’re also nervous about their health and safety.
A study conducted by Envoy surveyed 1000 full and part-time employees in the US; the results showed that 73% of respondents were worried about returning to the office. Companies are taking these concerns seriously, and for good reason: the study also found that over half of people would consider leaving their job if their employer didn’t prioritize their safety. Getting the best work from your people now requires additional focus to ensure the health and safety of all those present in the office.
Percent of workers are concerned about returning to the office
For those surveyed, the top three concerns about the physical workspace were concern over others coming to work sick, an overcrowded workspace, and proper ventilation. While Zoom has traditionally been focused on virtual collaboration, we’re rapidly expanding our product portfolio to help businesses like yours tackle these challenges and get back to work safely.
Top Concerns About the Physical workspace
Not knowing if someone sick comes into the workspace
Too many people in the workspace at once
Lack of proper ventilation
Returning to the Office Checklist
Ensuring the health and safety of your employees while they’re in the office is more important than ever before and you need the right tools to help you manage resources and minimize contact wherever possible. Zoom makes this easy with our video-first unified communications platform. With some exciting new features, and others you’ve known and loved for years, Zoom can get your team back in the office quickly and safely.
Welcome guests safely and allow your front desk staff to work from anywhere with Zoom’s Kiosk Mode. Office visitors can tap to instantly be connected with your front desk staff over Zoom.
Once engaged, your front desk staff can greet and assist office visitors from anywhere, safely delivering a great first impression to every office visitor.
Digital Signage and Hot Desking
With more employees looking to split their workweek between home and the office, hot-desking with Zoom Rooms Scheduling Displays can help employees reserve their spaces in advance and provide visibility of available resources. Use Digital Signage to show resource availability (e.g. SpaceIQ) or information such as the cleaning schedule of hot desks.
Voice Commands for Zoom Rooms
Available on iOS today, and coming soon to all platforms, you can start a meeting in a Zoom Room with voice commands. Upon entering a meeting room, attendees can start a meeting without the need to touch communal Zoom Rooms controllers.
Alexa for Businesses is also available now on Zoom Rooms Appliances, providing additional abilities, like “Alexa, find me an available meeting room.”
E911 Digital Signage Integration
With fewer coworkers in the office to help in times of need, marshaling the right resources is more challenging than ever. Zoom Phone Nomadic E911 (U.S. and Canada) provides the ability to dynamically track the location of users as they move around your campus to ensure their location is up to date in the event of an emergency. When an emergency number is dialed, Zoom will notify your internal safety team and use digital signage to direct first responders.
In-Room People Counting
We’re enhancing Scheduling Displays to show inroom people counting to help attendees keep to social distancing requirements. The Zoom Rooms camera will constantly monitor people in a room, displaying the count on the rooms scheduling display. Rooms will also report on room occupancy over time in the Zoom Rooms dashboard, making it easier to track and enforce any occupancy policies or limits.
Zoom Rooms Scheduling Displays
Zoom Rooms customers can deploy an unlimited number of scheduling displays that can make it easy to book meeting spaces. Integrated directly in your organization’s calendar application, scheduling displays show real-time booking information and availability throughout the office. They can be used for large conference rooms, huddle rooms, and even desks or other shared resources.
Companion Mode for Zoom Rooms
In-room meeting attendees can now pair their personal devices to the Zoom Room with the Zoom Room Controller mobile application. Once paired, an attendee can manage the room controls from their own device. No need to touch communal controllers to start or control meeting rooms, everything can now be controlled from the attendee’s own device.
Digital Signage and Space Utilization
Zoom Rooms customers can deploy an unlimited number of digital signs to display important information and announcements throughout the office. Leveraging secure, cloud-based occupancy dashboards from organizations like Density.io, Zoom Rooms Admins can display building capacity limits and human occupancy alerts throughout your office space.
Enhanced Dashboard Reporting
The Zoom Rooms dashboard can now help monitor and report on room occupancy, giving you a clearer picture of how resources are being utilized and if employees are following policies. Supported hardware such as Neat devices can also monitor things like air quality to ensure a safe and healthy environment.
Buttonless Bluetooth Phones and Softphone
Zoom Phone makes it easy to pair desk phones to specific users in flexible work environments and new Bluetooth-enabled, buttonless models allow for easy cleaning and minimal hands-on usage.
Zoom Rooms Smart Gallery (coming soon)
When your workforce is split between home and the office, meeting with a conference room full of people can be overwhelming and impersonal when you’re working from home. With Zoom Rooms Smart Gallery, launching later this year, Zoom will automatically sense the participants in the room, and create a separate camera feed for each participant, making the meeting feel more like the Zoom Meetings you know and love.
The Hybrid workspace
Giving your people the freedom and tools they need to work the way they want.
The Hybrid workspace
As companies plan for their next phase of work, many will likely implement both a remote and physical workspace, or what we’re calling a hybrid workspace. A hybrid workspace provides employees the ability to choose day-to-day where they would like to work. Some employees can work remote full time while others will be in a physical office bright and early each day. But both groups have the flexibility to change their working location based on their schedules, projects, or needs of the day.
Allowing employees to tailor their workspace to their needs can have a dramatic impact on productivity, and employees seem to know it. That same study conducted by Envoy that surveyed 1000 full and part-time employees in the US found that a whopping ninety-four percent would like to still be in the office at least once a week. Physical and remote workspaces both have their place, and a hybrid workspace allows your team to choose the environment that best suits their needs and work.
The hybrid workspace is not without its challenges. The top three concerns about the hybrid workspace are concern over others coming to work sick, not being able to see friends and teammates as often, and missing out on birthdays, activities, and other events that can build and maintain culture. Just as Zoom helped facilitate fully remote workspaces and full physical workspaces, the Zoom platform is essential to productive hybrid workspaces.
Top Concerns About the Hybrid workspace
Not knowing if someone sick comes into the workspace
Not seeing friends and teammates as often
Missing out on birthdays, activities, and other events
Hybrid workspace Checklist
The hybrid workspace blends the advantages and challenges of both the physical office space and the remote workspace. This makes your communication platform more important than ever, and Zoom has the tools and features to provide the flexibility your team wants, with the safety and accessibility they need to stay connected no matter where they work. Use the checklist below to gauge your readiness to deploy a hybrid workspace.
Fully Remote workspace
Keeping your team connected and together, even when they’re apart.
Fully Remote workspace
Remote work is not a new concept, but over the past year it’s taken a massive leap forward, from a conceptual strategy to the day-to-day reality of most information workers. The past year has been an incredible experiment in remote work, and that experiment has yielded some very real and surprising benefits to companies that have embraced it.
Productivity has long been the top concern of many companies as they considered flexible working options. Over the past year, many companies have found the flexible working options actually improved their team’s productivity. One Gartner study showed that when employees are given the flexibility to choose when and where they work, the percentage of top performers rose by 19 points to 55%. That means a majority of the employees at remote companies are top performers!
Worker desire for flexibility in where and when they work is mirrored in hiring trends. According to Karin Kimbrough, Chief Economist at LinkedIn, “We’re seeing a huge increase in demand for remote work on our platform, one that will have a significant long-term impact on the labor market. Globally, we’re seeing four times the number of jobs that offer remote work since March.”
For these reasons and more, the remote work trend is not going anywhere soon. According to a Gartner study, seventy-four percent of surveyed companies plan to institute some form of remote work for their employees on a permanent basis. But successful remote work requires the right communication and collaboration tools, and Zoom offers a complete communication platform for your remote team.
Fully Remote workspace Checklist
Keeping your employees connected, giving them new ways to collaborate, and facilitating the interactions that build and maintain company culture are all crucial elements of a successful, productive remote workspace. Your communication platform is the hub that makes all of this possible. Use the checklist below to gauge your readiness to deploy a fully remote workspace.
Zoom Events for Company Culture
When your employees are working remotely, maintaining company culture can be a challenge. Zoom Events provides an event platform that is perfect for offering culture-building classes to your employees, from yoga to cooking classes, ERG events to All-Hands Meetings. Sharing experiences is where culture is created and maintained, and Zoom Events makes it easy to attend a wide range of events or host your own.
Collaborate like you’re in person, even when you’re not. Zoom’s whiteboarding tools are perfect for collaborative brainstorms, ideation, and iteration. Contribute to whiteboards from your desktop application, mobile application, or Zoom for touch devices. Whiteboards can easily be saved to Zoom Chat or shared via email for reference or to build on in the next session.
Zoom for Home
Zoom for Home devices bring exceptional meeting experiences right into your home office or living room. Easy setup and management mean you can spend more time face-to-face with your team, even when everyone is at home. Devices like theFacebook Portal TV, pictured here, can even turn your existing TV into a Zoom Room, allowing you to join meetings with a single touch.
Zoom on Smart Displays
Zoom now runs on more devices, including the Google Nest Hub Max, Amazon’s Echo Show, and the Facebook Portal. Your teams can leverage the smart devices already in their home for even more ways to meet and stay connected.
Make collaboration easier between teams and external participants with enterprise chat and instant video meetings. Zoom Chat allows you to communicate in real-time across your entire organization. With 1:1 chat and group chats, you can keep your teams up to date and connected from minute to minute. Zoom Chat provides the tools to help every organization leverage the power of messaging communication to enhance team collaboration.
Background Noise Suppression
The sites and sounds of a remote workspace are far less predictable than a standard office. Thankfully, Zoom’s background noise suppression will eliminate all background noise such as dogs barking or your partner’s phone call, creating a distraction-free meeting experience that’s perfect for important meetings and presentations or online education.
Zoom Apps and App Marketplace
Bring the tools you use every day into the Zoom Application with Zoom Apps and Zoom’s App Marketplace. Zoom can fit seamlessly into the workflows and tools your team already uses to get work done, eliminating time consuming context switching and improving the efficiency and effectiveness of your team.
Zoom Mobile App
Rated Best App of the Year in the Apple App Store, the Zoom Mobile App allows you to stay connected wherever you are. Whether you’re using Zoom Chat to stay in touch with your team or taking a video meeting on the go, the Zoom Mobile App ensures you never miss a thing.
Zoom Webinars for Large Meetings and Town Halls
Zoom scales seamlessly to accommodate all your meeting needs. Whether it’s a one-on-one or a town hall with the entire company, Zoom works perfectly every time. Zoom Webinars can accommodate even more participants, making Zoom the perfect choice for even your largest events.
As we mentioned in the introduction, what you choose for your next phase of work hinges on a number of factors unique to your business, your strategy, and your people. This choice should be carefully considered to find the solution that best fits your situation and business. With Zoom’s video-first unified communication platform, you’re able to keep your people safe, keep them connected, and keep them productive no matter what your next phase of work looks like. We’d love to speak to you about your workspace, the challenges and opportunities you’re facing, and how Zoom can partner with you to come back from last year stronger than ever.