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5 Tips for improving your Flex Office

From confinement to telecommuting to hybrid operation, our ways of working have evolved and reinvented themselves since the arrival of the Covid 19.

In fact, according to a study by INSEE in 2022, "almost one employee in five has teleworked at least one day a week. More than three-quarters of teleworkers are satisfied with the number of days they telework each week".

But today, the new trend is towards the Flex Office. That's why, in this article, we're going to give you 5 tips to improve your Flex Office management.

If you're hesitating to take the plunge, read our 07/07/2023 article on the benefits of this new trend in workplace organization.  

Tip 1: Communicate transparently

The first step to making sure your Flex Office runs smoothly is to have good communication with the various members of your company.

The Flex Office, also known as the flexible office, is a new way of working that offers employees the possibility of choosing their workspace according to their needs and daily activities. Unlike traditional offices allocated to each employee, the Flex Office offers a more flexible working environment that can be adapted according to their desires.

Today, most CSP+ people in the Paris region believe they are more productive when they telecommute, but there are still many questions to be answered, mainly in terms of organization between the different members of the team. That's why, today, the Flex Office is becoming the intermediate solution. Working with this new method, you can reserve offices close to those of your colleagues, facilitating communication and problem-solving while developing group work.

That's why it's crucial to talk to your employees about how to improve the way you manage your schedules. The aim is to optimize and manage your Flex Office, while promoting team collaboration and productivity.

Tip 2: Create collaborative spaces

A collaborative workspace is a space designed to facilitate collaboration between individuals. This coworking space helps to improve productivity and creativity, by encouraging the sharing of ideas in close collaboration with different members on the resolution of a project.

If you opt for a Flex Office, you're well advised to encourage team cohesion. With dedicated areas, you can offer your employees collaborative spaces by creating relaxation areas (foosball, coffee, breaks...) or by planning moments of entertainment. This will contribute to optimizing a more convivial and collaborative work environment, while enhancing their well-being.

Tip 3: Involve your employees in the implementation process

Switching to Flex Office not only changes working methods, but also habits. That's why we recommend that you explain to your employees the various advantages of using this new solution, and how it works.

We also encourage you to involve your employees in the implementation of the new rules, but it is important to show them that their opinion is taken into account.
This will enable :

  • Better adherence to the Flex Office
  • Better respect for the rules of living together
  • Better operation
  • Simplified management of work in hybrid mode.

Soliciting the opinions of your employees helps to improve the layout of your workspaces and team cohesion. It's always easier to occupy a space that matches your decorating and layout desires, than one that's simply imposed on you. Your teams will find it easier to make Flex Office their own. This will have a positive impact on office occupancy rates. The detailed reports provided by a Flex Office booking tool will help you monitor this rate and any other indicators with a view to improving your organization.  

Inviting your teams to benefit from an office close to that of their project colleagues will not only facilitate the organization of your tasks and missions, but also create a friendly working atmosphere - a necessary foundation for everyone's well-being.

Tip 4: The role of the IT department

A company's CIO or IT department must take account of the move to Flex Office, and reorganize its structure accordingly.

Indeed, as IT managers, they need to adapt their approach to Flex Office software to best meet the needs of their staff, with the aim of optimizing their work.

To achieve this, the IT Department has a number of operating modes at its disposal. They can set up wireless networks, secure data access systems, laptops and many other tools to support management in improving the work efficiency of their employees so that they are more productive, such as simple Flex Office booking software.

Tip 5: Choose the right Flex Office software  

The last tip we suggest is to use Flex Office software. It will enable you to improve the management of your organization and optimize the management and booking of your offices.

A good Flex Office program will allow you to :

  • Make it easy to book your Flex Office space.
  • Book your offices online in real time, wherever you are.
  • Manage your office space and optimize your square footage.
  • Analyze statistics and reports on office occupancy. Plan resources and equipment related to headcount.
  • Quickly see which teams are in the office and which are teleworking.
  • Receive notifications to validate, modify or delete your tickets.

Above all, Flex Office management software must be easy to use for both employees and management. Once chosen, don't forget to train your employees on how to use this Flex Office management software, so that it is fully supported by all company employees.

By applying these 5 tips for Flex Office management, you'll considerably optimize organization, team efficiency and your office management. Hamilton Deskbooking, the Flex Office reservation software, meets all these requirements of the Flex Office environment. It's a simple, flexible tool that meets the needs of different company sizes. This Flex Office software lets you manage and book your workspaces, efficiently and digitally, thanks to its intuitive platform. This powerful solution also lets you reserve offices close to your colleagues with whom you wish to collaborate on a common project, thus fostering a friendly environment that encourages teamwork.

So, never launch a Flex Office project blindly, without a tool to support you, because you risk not finding the benefits of such an organization. Hamilton Apps is a software company that has been an expert in workspace management technologies for 30 years. Would you like free advice on how to optimize your Flex Office organization? Our experts are at your disposal to discuss your issues and support you in your thinking.