Flex office: why effective workspace management matters

With the global pandemic we all experienced, many companies were forced to rethink their work organization. This shift led to a restructuring of business models and, naturally, a reorganization of office spaces.

Between the rise of hybrid work and the need to cut costs in response to the crisis, companies started moving away from traditional office layouts (like open spaces or assigned desks) and turning to the flex office model.

But this shift raises several key questions:

Is flex office truly beneficial for companies and their employees?

What are the economic implications?

How does it impact employee well-being?

And most importantly, how can it be implemented effectively?

What Is Flex Office, Exactly?

The flex office: késaco?

You’ve probably heard the term—but do you really know what it means?

While the concept has existed for several years, it became much more popular following the COVID-19 crisis that began in early 2020.

In theory, the idea is quite simple: desks are no longer assigned to a specific person. The goal is to give employees the freedom to choose their work environment based on their activities—allowing for more flexibility and autonomy.

Why Are Companies Embracing Flex Office?

Cost savings, improved work experience, better collaboration... Are companies jumping on the flex office trend just to seem modern and attract new talent?

According to a survey* conducted by Deskeo among 3,978 professionals across France, the main reason companies are leaning toward flex office since the health crisis is to reduce costs a motivation cited by 77% of respondents.

That said, the human experience is also a major driver: 60% of companies say they aim to offer employees a better work-life balance and overall work experience.

Finally, 43% of respondents mentioned the desire to use space differently by creating more meeting rooms, collaborative areas, and informal social spaces.

A Trend That Works… or Doesn’t

Let’s Talk Benefits

Once properly implemented, flex office offers a range of benefits for both companies and employees:

Reduced costs: With optimized use of desk space, companies can reduce the number of workstations and overall surface area, leading to lower rent and operational expenses.

A more sustainable workspace: Smaller office footprints mean reduced energy consumption a win for companies looking to be more eco-friendly.

Fewer constraints, more collaboration: More shared and collaborative spaces boost interaction across teams. It’s ideal for project-based work and agility.

Tips for a Smooth Transition to Flex Office

Transitioning to a flex office model can’t happen overnight.

There are several rules to follow to ensure a sustainable and effective shift. According to the same Deskeo survey*, 62% of companies said the human factor is the most important consideration in the transition. Over 80% believe that the adaptation period is typically under 3 months.

Here are a few key tips to ensure a smooth transition:

Start by understanding your employees’ habits. Adapting to flex office means knowing how your teams work, so you can adjust spaces accordingly and avoid a brutal shift.

Promote collaborative spaces. This means creating areas where employees can work comfortably together such as lounges, meeting rooms, or internal coworking zones. The more varied and accessible the spaces, the more likely your teams will enjoy and embrace them.

Begin with a test phase. Piloting the change will help you track both benefits and areas for improvement. Keep in mind: a successful transition takes time.

Involve company leadership. Flex office is also a new way of managing teams. Managers should leverage its advantages and establish clear presence guidelines to ensure employee engagement and adoption.

Conclusion: It’s All About the Right Tools

As you’ve seen, transitioning to flex office has real advantages but it can’t be done haphazardly. It requires thoughtful planning and the right tools to make it work.

That’s exactly why BeeMyFlex was created.

Our platform specializes in managing hybrid work and flex office environments, and it allows you to:

Easily design and structure your workspaces and desks

Ensure your employees always find a desk based on real-time availability

Give your teams visibility so they can organize their week and book a space based on who’s in the office

Analyze occupancy rates by space to anticipate team needs

BeeMyFlex ensures a smooth and sustainable transition to a hybrid work model.

So what are you waiting for?

Go flexible today.

For more information, contact us at contact@beemyflex.com

*Source: https://www.deskeo.com/blog/sondage-flex-office/