10 Best Practices for Managing a Hybrid Office

Picture a scenario where, during Monday’s team meeting, half the staff are in the office while others join virtually from homes, cafes, and even the beachside. By midweek, it’s a completely different group working inside versus off-site.

“The challenges of managing a hybrid office shouldn’t scare you away from the model if it works well for your staff. All you need to do is stay on top of these challenges with strategic thinking.”  –  Jeremy Wanamaker, CEO of Complete Network

This constant rotation of in-person and remote employees – called a hybrid office – has become the new norm for many organizations across the globe. Although convenient for most employees, the hybrid approach presents tall hurdles for IT departments.

That situation isn’t without its IT challenges. Let’s look at those challenges and some of the best ways to address those issues. Whether you’re just beginning your hybrid office journey or looking to optimize for the future, we hope this article will serve as your roadmap.

First Key Challenge – How to Secure Access to Company Resources

With the erosion of conventional cybersecurity boundaries, protecting your hybrid organization’s IT infrastructure demands a complete reimagining of your approach. This next section outlines the four best practices to follow.

#1 – Use Virtual Private Networks

Hybrid employees regularly connect to public WiFi at restaurants, hotels, and airports for work. These free and open internet access points are prime targets for hackers who exploit them to distribute malware, conduct man-in-the-middle attacks, and eavesdrop on sensitive data.

Virtual private networks (VPNs) have become indispensable for enhancing cybersecurity when working in public. Essentially, VPNs provide an encrypted end-to-end tunnel between the employee’s device and your network resources. Once in use, VPNs deliver remote workers virtually the same level of secure access to internal resources as if they were physically present in the office.

#2 – Enable Multi-Factor Authentication by Default

Multi-factor authentication (MFA) adds a layer of protection against credential-based attacks by requiring users to verify multiple forms of identity before access is granted. Modern MFA solutions offer a range of authentication methods, including PINs, questions, one-time passwords, hardware tokens, and biometrics like facial recognition, voice, retina scanning, and fingerprints.

#3 – Trust Nothing

Zero Trust operates on the principle of “never trust, always verify.” Under this framework, no user, device, or network is automatically trusted. Zero Trust provides a level of cybersecurity protection that’s particularly well-suited to hybrid offices since the model ensures security follows each user and request.

#4 – Choose Modern MDM and UEM Solutions

To further enhance security and maintain tighter controls over sensitive data, hybrid organizations can leverage modern Mobile Device Management (MDM) and Unified Endpoint Management (UEM) solutions to address the myriad of challenges posed by bring-your-own-device (BYOD) policies.

From laptops and smartphones to tablets and IoT devices, MDM/UEM tools empower IT teams to remotely manage, monitor, and provide consistent security across all types of endpoints.

Second Key Challenge – Hybrid Employee Training and Awareness

Hybrid office cybersecurity comes with problems that teams usually wouldn’t face in a traditional setting, such as employees accessing sensitive company data via insecure networks or blending personal and professional devices.

One of the most impactful tactics to reinforce an organization’s cyber resilience is systematic and quality security awareness training. Consider these three proven practices:

#5 – Tailor Training to Hybrid Work Scenarios

Generic cybersecurity training falls short of addressing the specific risks faced by hybrid workforces. To better protect your organization, here are a few hybrid-specific threats and scenarios to focus on:

• Personal devices used for work without proper security measures
• Shoulder surfing in public spaces like cafes
• Improper printing and handling of physical documents in home offices
• Increased phishing and social engineering attacks targeting remote workers
• Public Wi-Fi without VPN protection
• Use of unauthorized apps or services for work tasks
• Screen sharing or recording of sensitive information

#6 – Instill a Strong Employee Reporting Culture

Your entire workforce must be encouraged and empowered to report unusual or concerning cyber activity on the spot. Just one vigilant employee can mean the difference between stopping an attack early or dealing with the devastating aftermath later.

We believe that instilling a workplace where everyone feels safe reporting threats without fear of punishment, along with ongoing training to spot phishing scams, social engineering, and other risks can significantly strengthen any cybersecurity strategy.

#7 – Conduct Regular Phishing Simulations

Phishing remains one of the most prevalent and effective forms of cyberattack. If you run an SMB, this risk is even higher. Small businesses are 350% more suspetctible to phishing attacks than their larger counterparts. To combat this threat, hybrid organizations should implement regular phishing simulations that reflect the common types of attacks criminals employ.

Here are some examples.

Spear phishing: Simulations that mimic highly personalized attacks aimed at specific individuals or departments.

Whaling: Targets C-suite executives and other high-level employees, as these individuals often have access to sensitive information and systems.

Vishing (voice phishing): Voice-based phishing simulations to help employees recognize phone-based social engineering attempts.

Third Key Challenge – Hybrid Office Continuity

Fully embracing the hybrid office approach means rethinking your business continuity strategy. While the core principles remain largely unchanged, your strategy must evolve to account for a workforce that is untethered by its physical location and device.

In the next section, we’ll explore three best practices that address this challenge.

#8 – Virtual Business Continuity

In essence, the concept of “virtual business continuity” is about building a digitally resilient organization that can operate securely and efficiently, no matter where employees or resources are located.

Traditional business continuity often centers on continuity within physical offices and ensuring alternate workspaces are available during disruptions. Virtual business continuity focuses on maintaining the integrity of cloud apps, remote servers, and VPNs so employees always have access to the systems they need.

#9 – Remote Crisis Management

During emergencies at hybrid offices, full-team, in-person responses aren’t always possible. Hybrid business continuity shifts this model, requiring your leadership, IT support personnel, and other stakeholders to manage crises remotely, coordinate responses across dispersed teams, and provide support to employees working from various time zones.

#10 – Stress Test Your Plan

Stress testing your hybrid office continuity plan is not just a precautionary measure – it’s a strategic obligation. By putting your plan through its paces before an actual emergency, you not only validate its effectiveness but also cultivate a culture of preparedness that spans both physical and virtual workspaces.

Moreover, regular drills help familiarize your staff with emergency procedures, reducing panic and confusion during actual incidents.

Conclusion

The shift to hybrid work presents both opportunities and challenges. The best practices discussed above form a basic framework for navigating this new landscape with confidence and efficiency.

From implementing Zero Trust principles to fostering a culture of continuous learning, these are the key takeaways:

• Hybrid security must be pervasive, user-centric, and unbound by physical location or device
• Employee education and engagement underpin a strong security posture
• Regular assessment and adaptation of IT practices are necessary to keep pace with evolving threats and patterns
• A balance between security and usability is the key ingredient for productive hybrid work environments

Embrace Hybrid Offices with Complete Network

The Complete Network team has been providing businesses with network expertise and consulting services for over 20 years. Do you want to embrace remote work with greater confidence?

We’re happy to answer your questions! Reach us any time at (844) 426-7844.