Understanding flex office and how to structure it

Encouraged by the health crisis, the teleworking has become in recent years a unavoidable standard On the labour market. More and more employers are giving their employees one or more days of remote work per week.

As a direct result, a large number of offices Are found videos of their employees. It then becomes very rare, even exceptional, for all employees to meet on the same day on the same day within the company's premises.

The Flex Office or “flexible office” is a good way to solve this problem. By no longer allocating one position per employee, it allows reduce the number of posts of work and the area of its offices.

According to a Deskeo survey, more than 55% of business leaders have questions about flex office. In particular, they are wondering about the possibility of implementing it within their company.

Office sharing promotes collaboration and facilitates remote exchanges. He rReorganize workspaces without just reducing the number of square meters. This new organization of work is now questioning many managers.

Should we then take the plunge within its offices? What do you need to know before implementing flex office?

What is flex office?

It is a new form of occupancy of spaces of work. It is opposed to traditional office. In this collective office, each employee has their own office. This can be in an open space or in an individual office.

From now on, employees choose, when they come to the office, a place or space available and settle there. This contributes to improving working conditions while modernising the space.

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To facilitate transport, Lockers are generally available for employees so that they can leave some of their equipment on site.

In addition, the implementation of the flex office offers the opportunity to reorganize your workspaces. With the rise of hybrid work, workspaces should be redesigned in order to respond to new needs.

The offices must now be optimized so that employees can work in optimal conditions With adapted equipment and materials. It is necessary to create shared workspaces in order to promote collaboration and vibrant. These spaces may include connected meeting rooms or customer reception areas.

The main purpose of this type of development must remain theupswing ofthe wellness And of the quality of life at work.

The main advantages of flex office

Flex office and the optimization of its office spaces

The flex office allows you to rTo reduce LFixed costs by decreasing lA desk surface and the amount of rent. This one is still the second item of expenditure for businesses, second only to salaries.

With remote work, you can reduce the number of workstations and office space. This is due to the fact that not all employees are present at the same time.

Flex office is a reflection of new ways of working

In addition, the flex office conveys a more dynamic and modern image of the company. It is generally associated in the collective unconscious with a more flexible and flexible organization of work. Employees are now more autonomous and free to choose the workspace that's right for them.

The flex office therefore encourages businesses to review their workspaces in order to promote collaborative spaces. These last facilitate exchanges and the meeting between the employees. This reorganization of spaces therefore comes toughen the social bond And the team cohesion.

Finally, the flex office improves The productivity And the creativity. Employees are now free to choose their space, whether they are partitioned or not.

The limits of flex office

Profiles and jobs that are not suitable for flex office

Initially designed for nomadic employees, the Flex Office concerns a majority of employees today. However, some jobs require ededicated workspaces and fixed, because they require specific equipment. For example, for a professional working with a lot of confidential data, stored in filing cabinets, and therefore using a lot of paper, flex office is not very suitable. This is particularly the case with lawyers and some others. liberal professions.

Change management necessary to switch to flex office

With the flex office, The workstations must stay neutrals (no personal effects, decoration...) so that any employee can work there peacefully. However, some employees find themselves lost in the face of this lack of personal references.

This new organization of spaces may also be Harmful For the overall business productivity. In fact, in the absence ofdedicated and support tool, it can create difficulties for employees.

Finally, in the case of newcomers, integration may be more difficult. It is not always easy to build relationships with colleagues in the absence of dedicated reference points and tools.

Flex Office FAQ

How to manage the reservation of workspaces in a flex office?

Online booking tools, like m-work, allow employees to book workspaces in advance. This guarantees access to a workstation adapted to their needs.

Can flex office affect employee productivity?

Flex office can increase productivity. It must be used properly, with the right tools and the right support. It allows employees to choose the best work environment for their current job.

How to introduce the concept of flex office to employees who are used to a fixed office?

Communication is key. It's important to discuss the benefits and logistics of flex office with employees, and to involve them in the transition process.

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Implement flex office with m-work

For good organize the Flex Office in your premises, you must use tools of reservation adapted. M-Work Is a management tool of flex office. The tool allows teams to Get better organized And of To know readily The reservations of its collaborators.

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