7 essential KPIs to monitor to effectively manage your flex office
Adopting flex office is much more than just a simple office redesign. It's a strategic transformation that requires rigorous management and ongoing performance analysis.
To ensure this new organization meets the needs of your employees while optimizing your space, it's essential to monitor the right indicators.
What are these essential KPIs, and how can you use them to adjust your strategy? Discover them below, along with concrete examples and practical advice.
1. Occupancy rate:
Why is it important?
The occupancy rate is one of the key indicators for assessing whether your offices and meeting rooms are being optimally utilized. An imbalance (too many empty or saturated spaces) can lead to unnecessary costs or team frustration. Combine this KPI with qualitative surveys to better understand the specific needs of your teams.
Real-life example:
In a space with 100 desks, only 50 are occupied on average each day. With a 50% occupancy rate, you are not reaching the optimal potential of 70%, which guarantees profitability and flexibility.
What to do?
If the rate is low: Reduce fixed workstations and redesign to include more collaborative areas or shared spaces.
If the rate is high: Add flexible offices or alternative spaces, such as cafeterias or lounges, to avoid saturation.
Continuously monitor: Use real-time measurement tools to track occupancy and quickly adjust spaces.
2. Booking tool capture rate:
Why is it important?
A low input rate indicates that employees are not using the reservation tools provided, which can lead to conflicts over space usage. Add features like automatic reminders or alerts to maximize tool usage.
Real-life example:
In a company with 200 employees, only 50 regularly use the reservation system. The others occupy workspaces "randomly", which causes frustration.
How to take action:
Simplify the interface: Make sure the tools are intuitive and easy to use.
Communicate the benefits: Show how these tools make daily work easier and help avoid conflicts.
Offer training: Provide onboarding sessions or tutorials to ensure quick adoption.
3. Average time to find an available workspace:
Why is it important?
Looking for an available workspace shouldn’t be time-consuming. If it takes more than 5 minutes, it impacts productivity and creates a negative user experience. Encourage your teams to book in advance to avoid last-minute searches.
Real-life example:
An employee arrives at the office at 9 a.m. and spends 10 minutes finding a workstation. Over five days, that’s nearly one hour of lost work time per week per employee.
How to take action:
Interactive floor plans: Integrate real-time maps showing workspace availability.
Workspace organization: Ensure a logical layout to limit hard-to-access areas.
Analyze traffic flows: Identify "dead zones" and reconfigure them.
4. Employee satisfaction:
Why is it important?
Flex office should be seen as an improvement, not a constraint. If employees don’t feel comfortable, it can affect their well-being and engagement. Create a satisfaction dashboard and cross-analyze this KPI with data like turnover or attrition rate.
Real-life example:
In an internal survey, 40% of employees said the spaces were too noisy or lacked private areas for confidential calls.
How to take action:
Diversify spaces: Provide quiet zones, collaborative areas, and relaxation zones.
Monitor regularly: Conduct quarterly surveys to adjust setups to actual needs.
Be responsive: Act quickly on negative feedback to maintain a climate of trust.
5. Resource booking rate:
Why is it important?
A good booking rate indicates efficient management of shared resources, such as meeting rooms or flexible desks. Integrate an auto-release system for unused bookings to maximize turnover.
Real-life example:
One meeting room is used three times per day, while another remains unused for several days. This points to a problem in how resources are allocated.
How to take action:
Redistribution: Reassign underused rooms for other purposes.
Limit misuse: Set maximum durations for booking highly demanded spaces.
Analyze data: Identify peak usage times and adjust availability accordingly.
6. Talent retention rate:
Why is it important?
A modern and flexible work environment helps attract and retain talent. It’s a competitive advantage for your company. Use feedback from exit interviews to identify further areas for improvement.
Real-life example:
After implementing flex office, the turnover rate dropped from 20% to 12%, showing that employees find the new environment better suited to their needs.
How to take action:
Invest in quality: Provide ergonomic and well-designed workspaces.
Communicate: Highlight flex office as a key asset in your recruitment campaigns.
7. Cross-team collaboration rate:
Why is it important?
Flex office encourages spontaneous collaboration, which boosts innovation and strengthens team cohesion. Organize cross-functional activities to support inter-team interactions.
Real-life example:
Previously, only 10% of projects involved multiple teams. After introducing flex office, this number rose to 25%.
How to take action:
Dedicated zones: Create collaborative spaces and encourage their use.
Track interactions: Use collaborative tools to monitor the frequency of exchanges.
Conclusion
Managing a flex office requires a global vision and regular performance analysis. These 7 KPIs are powerful levers to improve your workspaces and ensure your employees' well-being.
Want to go further? Contact us to find out how BeeMyFlex can help you monitor and optimize these indicators with intuitive, high-performance tools.