With the rise of flexible working, most companies are moving, or thinking of moving towards flex office in the long term. This way of working consists in reducing the number of assigned offices, in favor of office sharing (or “desk sharing”).
Flex office requires adapted spaces, clear communication and committed managers to keep teams united. It is necessary to anticipate it, to define objectives and to follow it.
This way of working also requires choosing the best flex office management software to support your transition. This software will make your organization fluid and agile. It will also allow you to keep an eye on the right data to manage your structure and offices.
Faced with the multitude of tools and platforms offering similar functionalities, we have put together this useful guide to the five best flex office software. The aim is for you to be able to make the right choice to promote your business.
Flex office software comparison: the 4 best tools
Choosing the right software to organize flex office can be complex. Nobody wants to set up a tool that will be complicated for their employees. The chosen application must integrate with the rest of the IS, and be adapted to your internal organization.
It is essential to compare the features, advantages and disadvantages in order to choose the right software for your project.
We've put together a list of the top 5 flex office software. This list includes their pros and cons. The aim is to avoid using complicated and useless tools. Our favorites are the following:
1. m-work
2. Envoy
3. Slack
4. Google Sheets
Let's take a closer look at each one to help you determine the best flex office software for. your need, use case, and maturity stage on this issue.
The best flex office software: m-work
M-work has all the functionalities necessary to set up the flex office. The platform allows your employees to adapt to it fluidly, thanks to a simple tool that is very popular with teams.
This flex office application records more than 90% adoption on average after 2 months of deployment.
The m-work flex office software facilitates this new way of working, while providing strategic data. From office occupancy to the degree of team interaction and the associated CO2, you have visibility on all the necessary indicators.
You can create your personalized environment, teams, groups, rituals, and rules. All while having access to relevant views and data in real time to gain efficiency.
M-work is an application that is easy to use. It also integrates with your calendars and chat tools to increase the adoption and engagement of your teams.
→ Learn more about the solution
Key features of this flex office app include, among other benefits:
- La planning statement in one click for each employee
- The possibility of book a seat (desk booking)
- La simple visualization, in real time and in advance, of the presence of colleagues
- La personalizing workspaces and meeting rooms, allowing you to manage your various sites, open spaces, hot desks, etc.
- The definition of several work statuses : remote work, training, external appointments...
- The possibility of create and edit departments, project teams, groups
- The ability to invite and manage external persons To the company
- Of dashboards and exportable data
- Of integrations with calendars, chat tools and HR systems that ensure that information is up to date
- A connection SSO Secured
- The possibility of providing Reminders weekly or monthly via our integrations to guarantee adoption
- The CO2 calculation linked to home and work trips to integrate it into your corporate carbon footprint
- The possibility for each user to create models for their recurring organization
- An easy to use web app, available on computer and mobile
Disadvantages:
The free version of m-work is limited to basic features.
Suitable for:
- Businesses looking for an integrated and easy-to-use tool to manage spaces and monitor remote work.
- Les leaders and Workplace managers who need to monitor and anticipate the occupancy rate of their offices.
- Les DRH who are looking to support their company's transition to new, more flexible ways of working.
Price:
- m-work offers a free version.
- Options to take advantage of premium features: on request (< 24h)
Envoy for the management of real estate and resources
Envoy is loved by big businesses, like Stripe or Mailchimp. This tool makes it possible to create plans and manage all resources, from supplies to workstations.
Advantages:
- Possibility of create your own custom desk plans
- Personalization office and meeting spaces
- Tool extremely comprehensive and suitable for large companies
Disadvantages:
- Complex tool to set up
- American solution hosting the data of its users outside Europe
- No or little link with HR or payroll systems
Price:
- Envoy offers a free version for up to 25 desktops and for limited functionalities
- For the “offices” offer, the price is then $3 per office (sold in packs of 25)
Slack for easy communication and organization for small teams
Slack is a must for asynchronous organization for small teams. The solution can allow, for small teams, to manage office presence by customizing its status.
Advantages:
- Messaging tool and presence status management
- No new tool to implement
- Free for most features
Disadvantages:
- Visualization of complex information beyond a dozen users
- No or little link with HR or payroll systems
Price:
- Around €8 per month per user
Google Sheets for an immediate and free solution
Google Sheets is undoubtedly the gateway for all teams setting up a hybrid organization. Very easy to learn, it allows you to organize a first schedule in a few seconds
Advantages:
- Very easy to learn, does not require new tools
- Customization of work statuses, and all the specificities of the team
Disadvantages:
- Not very user-friendly, generally less used after a few weeks
- No pre-designed integrations
Price:
- Gratuit
What are the criteria for choosing the best flex office tool?
There are a lot of flex office software out there. Some mainly allow the reservation of offices and rooms, and are suitable for very large companies. Others are much simpler, with limited functionalities, but are sufficient for small teams starting their projects.
Choosing the best appropriate tool depends on the needs of the company and its project. It's all about priorities.
Essential features: ease of use
In every flex office business and project, different functionalities are important. This is why it is essential to clarify expectations in order to choose the most appropriate solution.
It is important to clarify very quickly which scope is concerned, and which team will be in charge of project management (HR, general services, etc.).
For the implementation of flex office, the adoption of the tool by users is absolutely fundamental.
The user must be able to take control of the solution in a few clicks, making simplicity the number 1 choice criterion.
Security and accommodation
It is essential to be very rigorous when it comes to managing rights, authorizations and access when choosing a flex office solution.
Likewise, accommodation is an essential safety factor. SaaS solutions are becoming more and more frequent, being accessible from any terminal.
prix
In the case of a free tool, it is possible that the editors have abandoned some features. Be careful to identify when the solution becomes profitable. Tools that charge systematically generally offer different levels of subscription and commitment, in order to modulate the cost. The best solution will again depend on the company's situation and fiscal policy.
Choosing the right software is fundamental to the success of your flex-office project. However, to keep teams united and optimize your offices, it is also important to support change.
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