Hybrid workplaces need hybrid dining

In the UK, 63% of employees now follow a hybrid schedule, and 48% of organisations have updated their catering expectations to include flexible service models.

That’s a fundamental change for contract catering. Guests are no longer on-site every day, attendance fluctuates by team and week, and long-term forecasting gets harder. For contract caterers, it’s time to rethink the traditional canteen mode, and invest in scalable, digital-first solutions built for flexibility.

1. Volatile footfall requires flexible formats

What’s changing

Office occupancy has become unpredictable. According to CBRE’s 2024 report, 61% of large companies across Europe let employees choose when to come in. Mondays are slow, Thursdays peak, and next week’s pattern might look entirely different.

To meet that variability, contract caterers are introducing modular formats:

• Grab-and-go stations for high-speed convenience

• Smart fridges and micro-markets for low-staff self-service

• Pop-up vendors or food trucks to create peaks around key days

These formats are designed to keep pace with hybrid rhythms, without overproducing or overwhelming staff.

This shift was also a recurring theme in our Tech Table conversation with Johanna Leonard, Head of IT at Meyers. As she put it:

“We’ve had to be flexible both in how much food we prepare and when. Because we don’t have the same predictable peaks we used to.”

In a hybrid workplace, guest volumes change daily. Technology needs to help teams stay agile, not create more complexity. From smarter menu planning to dynamic pre-ordering, Johanna highlighted how the right systems enable both operational efficiency and a better guest experience, even when footfall is in constant flux.

Why it matters

Producing for fixed headcounts no longer works. When 20 guests show up instead of 200, food waste skyrockets and margins evaporate. The right format ensures quality and convenience, even on quieter days.

What to consider when choosing technology

Choose platforms that support pre-ordering, real-time analytics, and site-level forecasting. Bonus if you can adjust production dynamically based on guest activity.

A real-world example

It’s Tuesday morning. Only 35 guests have booked in. Thanks to live pre-orders, the kitchen prepares precisely what’s needed. The team avoids overproduction, guests get fresh meals, and costs stay on track.

2. Guests expect mobile-first dining

What’s changing

Guests aren’t just comparing the canteen to other offices, they’re comparing it to their favourite food delivery app. According to ezCater, 75% of Gen Z and Millennial workers say digital convenience plays a key role in their overall workplace satisfaction

Self-service kiosks and mobile apps are now foundational to any contract catering experience.

Why it matters

Digital-first ordering removes friction, reduces queue times, and gives guests the freedom to plan their day. In a hybrid world, that flexibility builds trust, and increases repeat visits.

What to consider when choosing technology

Look for platforms that are mobile-first by design, with seamless UX, pre-order support, and built-in loyalty and subsidy tools. Integrating all of this into one app experience is key.

A real-world example

An employee books a desk for Wednesday. They open the canteen app, scroll through the daily menu, and pre-order a meal. At pickup, they tap their phone, apply their meal benefit, and head to a meeting,with loyalty points automatically updated.

3. Consistency across every site

What’s changing

Hybrid work often means multi-site work. Guests are visiting HQ one day, a satellite office the next. They expect their contract catering experience, with menu, app & benefits, to travel with them.

Why it matters

Inconsistent systems between locations break trust. If an employee gets a great experience at one site but has no subsidy access or outdated options at another, they’re less likely to engage again.

What to consider when choosing technology

Ensure your solution supports multi-site consistency: one guest profile, one digital wallet, across all your locations, brands, and operators.

A real-world example

A regional sales rep visits two different offices in a week. At both sites, they scan the same QR code, receive tailored menu suggestions, and use their company subsidy, all from one unified system. For them, it just works.

4. Data turns unpredictability into opportunity

What’s changing

With attendance fluctuating, caterers are leaning into to stay ahead. A recent industry study found 45% of contract catering firms are actively investing in analytics tools to forecast demand and reduce waste.

Why it matters

Data helps you spot trends before they impact service, like declining footfall on Fridays or the rising popularity of plant-based dishes. When you know what’s happening on the ground, you can adapt in real time.

What to consider when choosing technology

Look for platforms that consolidate guest behaviour, feedback, and transaction data into a single view, ideally with AI-powered insights for forecasting and menu planning.

A real-world example

It’s Thursday, and your dashboard shows unusually low pre-orders for the next day. The system suggests a targeted push notification: “Free barista coffee with every Friday lunch.” You send it instantly, and watch the numbers climb.

Contract catering in a hybrid world is flexible, digital, and guest-first

The canteen still matters. But in today’s hybrid workplace, contract catering must evolve into a connected, personalised experience, one that meets guests where they are, not where they used to be.

At Pej, we help contract caterers power this shift with mobile-first ordering, benefit management, smart self-service, and real-time analytics. Whether your guests are in three days a week or one, we help you serve them better, every time.