The future of hybrid work in Malaysia: Jianhan Qiu of Unispace

Malaysia is emerging as a key player in embracing flexible work. With 84% of employees in the country expressing satisfaction with their hybrid work arrangements, it stands as a compelling case study in balancing flexibility and productivity.

To explore the trends, challenges, and opportunities of this growing movement, People Matters spoke to Jianhan Qiu, Principal for Strategy, Asia at Unispace Singapore, as he shed light on how Malaysian organisations are adapting to hybrid work and what it takes to design spaces and policies that foster satisfaction and performance.

In this conversation, Qiu delves into Unispace’s recent survey findings, revealing a growing appetite among Malaysian employees for flexible scheduling, focused workspaces, and even shorter workweeks. From addressing challenges like noise and limited recharge spaces to leveraging AI-enabled solutions for dynamic office layouts, he highlights the innovations shaping the future of work in Malaysia.

Your findings show a high percentage of Malaysian employees (84%) are satisfied with their hybrid work arrangement. What do you think are the key factors that contributed to this positive response? And how might employers further strengthen this satisfaction?

The high satisfaction rate among Malaysian employees with their hybrid work arrangements can be attributed to a few key factors. First, the flexibility offered by hybrid models allows employees to better balance work and personal responsibilities.

This flexibility is particularly appealing in Malaysia, where there’s a growing demand for compressed workweeks and flexible start times amidst long travel times and traffic woes. The survey highlighted that 59% of Malaysian employees are interested in flexible scheduling options, which reflects the increasing importance of autonomy and control over one’s work environment.

Additionally, employees appreciate the opportunity to choose where they perform their best work, and in Malaysia, we’re seeing a clear desire for focused workspaces at the office. Many employees, across ages, spend over 60% of their time at their desks engaged in focused tasks, yet face challenges with noise and limited space options. Employers who prioritise creating quiet, well-designed spaces that support focused work can significantly enhance the hybrid experience.

Another area of interest that shows how the workplace is evolving is the 4-day workweek, with 94% of Malaysian employees open to trialling a shorter workweek, providing them with more time to recharge, which can ultimately lead to higher productivity and greater retention of talent.

Also Read: Are Malaysia bosses missing the point of RTO mandates?

Flexible scheduling is the top feature Malaysian employees desire over the next five years. Could you elaborate on how flexible scheduling might evolve in Malaysia’s work culture and what it takes for companies to effectively implement compressed workweeks and flexitime?

Flexible scheduling is increasingly essential in Malaysia’s work culture, driven by employees’ desire for greater autonomy and work-life balance. Implementing it effectively requires companies to go beyond policy changes, fostering work environments that genuinely support this model.

Adopting a hybridised approach is key, allowing employees to work across diverse settings – whether remote, in-office, or in community spaces – to align their environment with their tasks. In-office spaces also need to be optimised through “rightsizing,” creating multifunctional areas for both focused and collaborative work to make the office a place employees want to return to.

Additionally, designing workspaces with hospitality-inspired elements like cosy lounges and wellness zones can make the office experience more inviting, encouraging a balanced blend of remote and in-office work.

AI-enabled technology also plays a role, adapting spaces in real-time to meet varying needs, ensuring flexibility in both scheduling and environment. By analysing data on workspace usage, AI can automatically reconfigure office layouts to support focused or collaborative work as demand shifts throughout the day. This responsiveness provides employees with the right setting for their tasks, enhancing productivity and making the office an adaptable, dynamic part of the flexible work experience.

Ultimately, a culture of trust is crucial.

Managers should lead by focusing on goals and outcomes rather than time spent at desks, empowering employees to manage their schedules responsibly. By embedding these strategies, employers in Malaysia can not only attract and retain talent but also foster a resilient, high-performing workforce ready to thrive in a flexible work environment.

You mentioned the challenge of limited quiet spaces for focused work, which employees value. How do you see organisations evolving their office designs to balance collaboration and concentration, especially for employees who increasingly seek quiet, dedicated areas?

The need for both collaborative and quiet spaces is a critical factor in modern office design, and we believe organisations will increasingly adopt a more flexible, purpose-driven approach to their layouts.

To support employees who need focused work areas, companies are moving away from traditional, one-size-fits-all office setups and are instead embracing "rightsized" spaces. This approach involves analysing how spaces are used and creating multifunctional areas that can shift between collaborative and quiet zones based on demand.

In practice, this means designing spaces that can be easily adapted to various work styles. For instance, incorporating modular furniture and movable partitions allows teams to reconfigure rooms for either individual work or group collaboration.

Companies are also integrating soundproof booths, designated quiet areas, and specialised lighting to ensure employees have distraction-free environments when they need to focus.

By balancing collaborative open spaces with quieter, dedicated zones, organisations can create workplaces that meet the diverse needs of today’s workforce, fostering a sense of collaboration and efficiency.

Most Malaysians feel a lack of rest and recharge spaces at work. What are some design solutions or amenities you think could effectively address this gap and support mental well-being in the workplace?

The need for rest and recharge spaces is increasingly important, especially as mental well-being becomes a top priority for employees.

To address this gap, companies can incorporate dedicated wellness areas into their office designs—quiet, comfortable spaces where employees can step away from work to relax and recharge.

Simple yet effective solutions include designated rest pods or lounges equipped with calming lighting, comfortable seating, and privacy features to create a peaceful environment.

Another valuable addition is incorporating biophilic design elements, such as indoor greenery, natural light, and even water features, which are known to reduce stress and promote relaxation.

Some companies are also introducing wellness amenities like meditation rooms, nap pods, and sensory rooms, where employees can decompress during the workday. Offering these thoughtfully designed spaces allows organisations to create a more supportive workplace that enhances mental well-being, ultimately helping employees stay refreshed and engaged despite busy periods in the office.

Also Read: How a lack of work flexibility harms wellbeing

Malaysian employees appear to be more inclined to spend time in the office if it better reflected the organisation’s brand, culture, and values. What strategies or design elements do you believe are most effective in fostering this sense of belonging and alignment with company values?

To foster a sense of belonging and alignment with company values, it’s essential for office design to reflect the organisation’s brand, culture, and mission.

One effective strategy is to incorporate visual elements that communicate the company’s identity – such as branded colours, logos, and artwork that resonates with the organisation’s purpose and history.

These design elements can be subtly integrated into shared spaces, meeting rooms, and even individual workstations, creating a cohesive atmosphere that constantly reinforces the organisation’s values.

Additionally, creating dedicated spaces that reflect cultural priorities, such as collaborative zones for a teamwork-driven culture or quiet areas for focus-driven environments, helps align the physical space with the company’s work ethos.

Furthermore, including elements that emphasise sustainability, innovation, or community – depending on the company’s values – can make a strong statement. For instance, eco-friendly materials, green spaces, and flexible layouts that support various work styles demonstrate a commitment to inclusivity and well-being.

Another effective approach is to design social spaces that encourage informal interactions and community building, such as lounges, communal kitchens, or break rooms that foster a sense of unity.

Also Read: Demystifying flexible work arrangements

With hybrid work evolving and the Malaysian government encouraging flexible work requests, where do you see the hybrid work model heading in Malaysia over the next few years? What should companies prioritise to stay resilient and adaptive in this changing landscape?

Hybrid work in Malaysia is set to become even more integrated and sophisticated over the next few years, as employers, employees and the government recognise its benefits.

As flexible work requests gain traction, we expect more organisations to embrace hybrid models that blend autonomy with structured office collaboration. This evolution will require a shift towards workplaces that are adaptable, technology-enabled, and designed to support a variety of work styles, from focused individual tasks to collaborative team projects.

To stay resilient and adaptive, companies need to prioritise flexibility in both policy and space.

This means not only allowing flexible schedules and remote work options but also creating dynamic workspaces that can be easily reconfigured to meet changing needs. AI-enabled technology can play a crucial role here, helping organisations optimise space usage in real-time based on demand and employee preferences.

Investing in wellness and community-building elements is also key. Hybrid work can sometimes create a sense of isolation, so providing inviting social spaces where employees can connect and recharge when they’re in the office helps foster a sense of belonging.

Additionally, focusing on clear communication and setting transparent goals will be essential to maintain alignment and accountability across in-office and remote teams. By balancing flexibility with supportive infrastructure and a strong organisational culture, Malaysian companies can build hybrid models that are resilient, engaging, and well-suited to the future of work.