Flex office: 4 steps to set it up
The flex office adapts to the new working methods of the moment. In response to the need for flexibility and agility, it nevertheless requires meticulous management of the premises. And that implies looking ahead, with forecasts, provision of various spaces, booking tools and so on.
MonBuilding unveils 4 key steps for an efficient implementation of the flex office.
1. Preparation of the time-scale and assignment of days of attendance
The aim of the flex office is to offer more flexibility and collaboration with less private space. For this to be possible, the company or the employees themselves must anticipate and organise their attendance on site.
Not to mention that, if everyone chooses their favourite days, it is highly likely that the majority of employees will make the same selection, that is, the end or the start of the week in order to take advantage of long weekends away from the main living place for hybrid workers, more cosy places at the end of the week for those who are 100% on site…
It is therefore essential for employees to agree on a schedule that is ready for use!
2. Office and workstation turnover
The Flex office translates into the provision of various offices and working environments. By anticipating the management of these spaces, companies ultimately seek to facilitate interchanges and professional meetings and to instil more dynamism and collaboration on a daily basis.
Depending on the pace set up within the company, or even each team, the needs for workstations and shared spaces will not be the same. It is therefore essential to properly assess the maximum attendance on site to offer the number of private or common areas which would be adequate. This also applies to ancillary services such as company catering or concierge services.
Managers must therefore now anticipate:
- “spatial” flexibility, for open or semi-open spaces, with a multitude of functions and services;
- “occupancy” flexibility, for places that can be booked for predetermined periods.
Yes, as a real vector of social links, a successful flex office is a place where space flexibility and optimal management go hand in hand!
3. Indication of reserved areas
Some companies see the flex office as a space which is fully accessible to all employees, by allowing pitches to be 100% available. However, this view has its limitations. In fact, studies show that an employee needs a minimum number of spots in his workplace.
In order to maintain team cohesion, some companies therefore opt for a placement around which the teams meet in the same demarcated area, or floor or office block. Everyone is still free to settle in the office that suits them according to their mood of the day. After all, it’s the flexible mind that prevails!
Anticipating the flex office proposal therefore also means thinking about the added value that comes out of it. If the idea is to break the routine while keeping within a certain framework for employees, then it proves to be effective to prepare defined areas according to the choice of managers and teams, to think about the availability of positions within them, and possibly to make them modular. This management is time-consuming: it is better to set it up before the arrival of the employees!
4. Use of a digital management solution
In order to optimise spaces and create a qualitative offer, it is essential to equip yourself with management software, instant messaging, a space reservation platform, etc. This list can quickly grow. What if going through an all-in-one application was the solution to efficiently and easily managing flexible spaces?
MonBuilding, instigator of flexible and agile working methods, offers its “all-in-one” application where occupants can enjoy an experience of excellence within their workspace. It is also an essential tool for new managers, who will manage their spaces through easy navigation.
By using an app such as MonBuilding, managing your flex office space and the unforeseen events associated with it are all possible, in particular because of the following features:
- Booking of offices or rooms right up to the last moment,
- Contactless access to buildings and meeting rooms,
- Incident management in private and shared spaces,
- Real-time monitoring of space occupancy rates,
- Easy access to practical information and site contacts,
- Real-time monitoring of employee satisfaction.
The flex office is the answer to the flexibility needs of teams and companies. To benefit from its full potential, a measured and well thought out implementation plan is needed: a timescale, monitoring of on-site traffic, day-to-day workforce management, space reservations, etc. It is simply to manage these different facets that “tenant experience” applications bring together all the key flex office elements, for managers and employees alike, in an all-in-one platform.