Return-to-office playbook: 5 ways to make RTO successful

The RTO train is picking up steam. If your company isn’t already on it, there’s a good chance it will be soon. In-office workers (at least four days a week) doubled to 68% from 34% in 2024, according to new research from McKinsey. Every day brings new RTO announcements.

It’s clear: In-person work is making a comeback. 

But let’s be real—moving from remote or hybrid (back) to in-person is complicated. It’s a massive logistical undertaking. It upends routines. And if companies botch the transition, it can tank morale and productivity.

As a workplace analytics company, Density has helped a lot of big companies successfully navigate RTO. Plus, we’ve been on an office return journey of our own—from hybrid to in the office four days since January 2025.

What’ve we learned? RTO isn’t just about policies—it’s about execution. And after seeing what works (and what doesn’t), we’ve identified five key strategies that can make RTO successful.

1. Set a clear policy—and stick to it

Want an RTO plan that doesn't make employees roll their eyes? Be direct. Spell out exactly what you expect. If you want people to be in office four days, say it. Otherwise, resentment builds when employees are left wondering whether working from home might cost them that promotion.  

A solid RTO policy should:

• Be explicit about the number of in-office days required. No room for guessing.
• Set a consistent schedule so teams show up on the same days—and ideally, times—to maximize collaboration.
• Be championed by leadership. If execs don’t bother coming to the office, employees won’t take the policy seriously.

At Density, we’ve landed on Wednesday as a deep focus day, when employees can work from home or the coffee shop. That way, we start and end the week strong with Monday, Tuesday, Thursday and Friday being in-office days. 

The goal isn’t to micromanage—it’s to foster collaboration. Those “casual collisions” in the microkitchen that spark big ideas? Now they’re happening much more often.

2. Treat humans like, well, humans

RTO doesn’t mean a return to rigid, pre-pandemic in-office polices. People have built new routines. They have families, pets, commutes.

An overly strict “butts in seats” approach might backfire. To get stronger buy-in from your workforce, offer what we call structured flexibility:

• At Density, we’re in office four days a week and from 10am to 3pm, which accommodates work commutes and life’s chaos. And of course, getting in early or staying late is always an option.
• If you’re rolling out RTO, aim to give your employees at least two months notice to let them plan. Anything shorter risks wreaking havoc on employees who need to rethink childcare and other arrangements. 
• Make a point of running regular surveys to check the pulse on engagement. At Density, we found that team alignment increased (48%  and speed of product development improved with RTO. We also found that not everyone loves our four-day in office policy—and that’s ok. 

The lesson? Listen, adapt, and communicate. Share both the wins and the feedback with employees—transparency builds trust.

3. Create workspaces people want to be in

If your office sucks, people won’t want to come back. It’s not rocket science. 

Offices designed for pre-pandemic work styles won’t work for today’s employees.

• One Density client had originally designed their space around individual desks and meeting rooms.
• Our data showed employees were spending more time in lounges and flex spaces.
• Their fix? Redesigning with more temporary pods and open collaboration areas.

The preferred ways of working and collaborating will be different depending on industry, team and role. Make sure you’re using data to make the right workspace decisions for your people: look at metrics like occupancy and  meeting room efficency. If you’ve got a lot of 8-person meeting rooms but there are never more than 3 people in them at a time, you could be getting more out of your space.

And it’s not just about layout—it’s the energy of your space, too. Employees don’t want to come back to work in offices that feel like ghost towns. No matter how nice your company’s digs are. 

73% of employees say the #1 motivator for returning to the office is being around other people (Harvard Business Review). If floors are sitting empty, consider hibernating them to create more critical mass and foster better vibes.

To read up on turning your workspace into an employee magnet, check out Three ways to create a vibrant workplace that increase your RTO success.

4. Use data to adapt your RTO strategy

RTO isn’t a “set it and forget it” policy. Your employees’ needs will evolve, and so should your office. Data can help you avoid costly miscalculations:

• One Density client faced complaints about a meeting room shortage as people returned—but data showed 25% of bookings were actually ghost meetings. Their solution? Live wayfinding to show people which rooms were actually free and how to get to one quickly. No more wondering, no more wandering. 

Tracking real-time office usage also helps with operations like cleaning. When cleaning crews prioritize heavily used areas, employees enjoy the space more. And cleaners don’t waste their time on spaces that don't need their attention. 

The bottom line? Measure, analyze, and adjust. Your RTO strategy should be based on real behavior that comes from looking at the data, not just making assumptions.

5. Make in-person collaboration part of your culture

Getting RTO right is also about fostering the right culture for in-person work. Your employees may feel out of touch after working remotely. After years of screen-to-screen conversations, the sudden switch to face-to-face can be awkward. 

For many of them, “Return to Office” is a misnomer entirely. 87% of Gen Z workers have never experienced a full-time office environment (Indeed). For them, RTO isn’t a return to office, it’s their first office experience.

That’s why you’ll want to invest in building a culture around in-person work:

• Leadership matters. Our data shows office occupancy increases when leaders are consistently present. Check out How manager presence boosts return to office success.
• Plan purposeful in-person moments. Yes, happy hours help. But you may get more mileage out of brainstorms, skills trainings, planning sessions and mentorship opportunties—activities that reinforce why in-person collaboration can lead to better outcomes.
• Honor different work styles. Some employees thrive in bustling environments. Others need quiet zones. 20% of employees are neurodivergent—some may need quiet, assigned desks, not open floor plans. 

A successful RTO isn’t about forcing people back into one workplace—it’s about building a workplace that works for everyone. The right approach to RTO will leave teams—and your company as a whole—stronger and more resilient.

Interested in learning how Density can help you make your return to office a success?