Work From Home: How to approach a change back to the office

Published 18 October 2024 | 2 min read

The COVID-19 pandemic forced many businesses to embrace remote working, and for many employees in New Zealand, it has since become a highly valued perk. The shift to working from home (WFH) not only helped maintain productivity during difficult times but also offered Kiwis a better work-life balance, leading to increased employee satisfaction.

Now, as some employers and government bodies begin pushing for a return to the office, a significant challenge looms for managers, owners, and HR departments across the country.

Reversing the remote work arrangement is no small feat. Many employees have come to expect the flexibility WFH provides and now actively seek roles that offer this benefit. For businesses considering a shift back to traditional office work, the task is not just about logistics; it’s about managing expectations, maintaining morale, and preventing disengagement or staff turnover.

Risks of abrupt changes

For employers, the stakes are high. Calling employees back to the office without careful consideration can lead to dissatisfaction, a drop in motivation, and ultimately, the loss of talented staff. New Zealand businesses are already facing a competitive job market, and employees, especially skilled ones, are more willing than ever to seek out opportunities that offer the flexibility they’ve grown accustomed to.

Toni Jacka, general manager of Positive People HR Management Consultants, cautioned that forcing such changes on an unwilling workforce is risky.

"If you go through a change like that that people aren’t happy about, obviously they’re going to be less motivated and less energised to do their best. And also, perhaps they’re looking for other opportunities where they do get that flexibility,” she told the NZ Herald.

Beyond the potential hit to employee morale, companies must navigate legal and contractual obligations. If WFH arrangements are formalised in employment contracts, changes must be negotiated.

However, if working from home was an informal or ad hoc setup, businesses have the right to bring employees back to the office, but this still requires thoughtful and transparent communication.

What do we need to consider before a change?

As the New Zealand government cracks down on public servants working remotely, private sector businesses are beginning to explore similar measures. But there’s more to consider than simply mandating a return to the office.

In a recent article, employment law expert Peter Kiely explained that any changes to working conditions must align with employment agreements. If working from home is outlined in an employee’s contract, it can only be altered by mutual consent. For informal arrangements, employers have greater flexibility, but they should be mindful of how abrupt changes can negatively impact team cohesion and performance.

Jacka added that organisations should carefully evaluate the reasons for requiring employees to return to the office. If productivity has remained high and employees are fulfilling their roles from home, businesses may struggle to justify the change.

“Each organisation needs to consider what the problem is they’re trying to fix because bringing people back into the office isn’t a silver bullet to increase productivity or improve communication,” Jacka explained.

Time for reevaluation

The conversation around returning to the office highlights a critical moment for New Zealand businesses to reassess their workplace policies. Employers need to think beyond a one-size-fits-all approach and evaluate what truly works best for their organisation and its people. Communication, negotiation, and flexibility are key to making this transition smoother.

Forcing a return to the office without a compelling reason could lead to negative outcomes, including a dissatisfied workforce and increased turnover. Instead, businesses should ensure that they have clear and legitimate reasons for requesting their employees to return, ideally backed by evidence that it will benefit overall business operations and employee collaboration.

Any change management process should involve genuine discussions with staff, taking into account their needs and the practicalities of each role.

Right balance for your team

Navigating the shift from WFH back to the office requires careful planning, legal understanding, and above all, clear and open communication. Employers need to recognise that flexibility has become a key priority for many workers in New Zealand. Rather than imposing a top-down directive, managers should engage with their teams, listen to their concerns, and offer compromises where possible.

While returning to the office might make sense for some businesses, it’s essential to ensure that such a change supports both the company’s operational needs and its employees’ well-being. Striking the right balance will help maintain morale, productivity, and employee retention in a competitive job market.