4 common hybrid workplace challenges and solutions

Hybrid workspaces offer many benefits, from increased business resilience and scalability to a better work-life balance for employees. As with any way of working, though, hybrid work environments do come with some challenges, particularly as businesses refine and optimise their hybrid models. However, with the right strategy and digital workplace solutions in place, organisations can overcome these and build a stronger, more mature hybrid workplace. According to Cisco's 2025 Global Hybrid Work Study, whilst 63% of hybrid workers now report higher productivity under their arrangements, only 32% of employers are investing in high-grade collaboration technology that supports flexible work models. In this blog, we'll discuss four of the most common hybrid workplace challenges and how to address them in a way that expands your business capabilities.

1. Managing devices

In a traditional office environment, the IT team may have direct contact with the infrastructure—computers, printers and other devices—that they manage. In a hybrid work environment, many devices are located in remote locations. Each remote worker is likely to have a laptop and printer for their home office, whilst any centralised workspaces will still need to be equipped with shared hardware, such as printers.

Fortunately, there's an easy solution. Ensuring that all devices are web-enabled will allow your IT team to manage hardware using the cloud. A cloud-enabled printer, for example, can be set up remotely, monitored for security threats, updated as required, and new consumables ordered, all without the need for IT to be physically present. By investing only in cloud-ready devices, you'll make your IT team's job much easier while also future-proofing your hardware for years to come.

Modern digital workplace platforms further streamline device management. With centralised dashboards and automated monitoring, IT teams can oversee distributed fleets of printers, scanners and multifunction devices from a single interface, ensuring consistent performance and security across all locations.

2. Data security

Data security is one of the most significant challenges in the hybrid workplace. According to the latest research, 52% of companies are planning to increase their cybersecurity budgets in 2025 as organisations recognise the expanded attack surface created by distributed workforces. More devices mean more endpoints that must be secured. Data stored in the cloud or document management systems must be protected. And employees remain the largest risk of all, with phishing attacks continuing to be a primary vector for cybercriminals attempting to gain access to credentials.

The first step to improving your data protection is to conduct a security audit to identify vulnerabilities. Once you know where improvements are needed, there are a number of steps you can take to secure your data, including:

• Buying hardware with business-level security features, such as specialised printers with data encryption and network authentication
• Implementing content services security features, such as access controls, user authentication and secure backup
• Establishing a mobile security or bring-your-own-device (BYOD) policy
• Ensuring you understand your responsibilities for securing your cloud environment and implementing best practices, such as strong passwords, two-factor authentication and regular network security updates
• Conducting cybersecurity awareness training workshops with staff and informing them of current threats

3. Inefficient workflows

In an office, employees can collaborate physically. In a hybrid work environment, these opportunities for interaction move online, and workflows can quickly become a challenge if the right tools are not in place.

With the right tools in place, businesses can streamline processes whilst also improving productivity and accuracy. One of the key solutions to invest in is Enterprise Content Management, a central repository for documents that leverages automation and artificial intelligence to streamline processes.

An ECM can set reminders for employees to complete actions throughout a workflow. Version control enables multiple team members to work on the same document simultaneously, regardless of location. AI can automatically identify and classify documents while reducing processing errors, leaving staff free for other tasks. An approvals workflow can prompt managers to review requests without the employee having to spend valuable time chasing them down remotely.

Kyocera's digital workplace solutions provide a comprehensive approach to optimising hybrid workflows. By combining enterprise content management with process automation services, organisations can create seamless workflows that connect employees across multiple locations. The Kyocera Intelligent Automation Platform integrates with existing business systems—including CRM, HR, ERP and accounting platforms—to automate the flow of information whilst maintaining accuracy and compliance.

Combining an ECM with other content services tools, such as e-signatures, instant messages, video conferencing and mobile printing, can quickly streamline your organisation's processes and future-proof your business operations.

4. Remote employees

The final hybrid workplace challenge to watch out for is the isolation of team members, particularly those who work remotely. According to McKinsey research, 49% of employees feel at least somewhat burned out in the hybrid workplace, highlighting the importance of thoughtful management and communication strategies. Managers must be deliberate in how they relate to their hybrid workforce, including all employees in collaborative meetings, social events and celebrations, regardless of their location. Additionally, they must consider the organisation as a whole, as adopting a hybrid work environment could exacerbate existing business silos between teams, reducing agility and resilience.

Fortunately, by implementing a hybrid workplace strategy, you can establish new best practices and ways of working. Start by investing in a business collaboration tool, such as Microsoft Teams, to create a central digital environment where all staff can interact and to provide space for subgroups to manage the day-to-day functions of their departments independently. Then provide guidelines for how employees should communicate with one another, such as when to use a video call or encouraging everyone to sign in to meeting links individually, even when co-located. You'll be surprised by how effective small changes like these can be in creating a sense of cohesion across your hybrid workforce.

Research shows that 90% of employees rank collaboration and community as very important aspects of office culture. By creating intentional opportunities for connection and ensuring that digital tools enhance rather than hinder these interactions, organisations can build a thriving hybrid culture where all employees feel valued and engaged.

Building a resilient and productive hybrid work environment requires the right hardware, software and processes. Discover how Kyocera's digital workplace solutions can help you implement an effective hybrid work model that equips your employees to work anywhere, any time.

Kyocera Document Solutions provides innovative products, software and ICT services for hybrid work environments, enabling businesses to implement smart workplace solutions that drive business transformation and resilience.