Managing the work environment is a major challenge for companies. Increasingly, they are embracing hybrid working and switching to flex offices. In this article, we take a look at the strategy behind the shared offices of Keolisone of the world's leading public transport companies and a subsidiary of SNCF. Read what Fanny Lamarque, Work Environment Director (ex SFR, LVMH and Saint-Gobain) has to say.
So how did Keolis manage to implement an aggressive workspace management strategy and ease the transition to flex office for its 600+ employees?
Keolis undertook an ambitious project to relocate and redevelop its workspaces in just one year, moving from a 10,000 m² Haussmann building in the heart of Paris's ninth arrondissement to a new, modern 5,000 m² building in La Défense. The aim was tooptimize the use of space while reducing costs per square meter:
"Our move was a decision based on economic considerations, but we did everything we could to ease this transition and improve the well-being of our employees."
The new building at La Défense offered a more efficient layout opportunity, moving from a traditional partitioned office layout to an open, flexible space with 338 workstations for over 600 employees.
With the support of office design consultancies JLL and Tetris, Keolis has succeeded, backed by a flexible, trust-based remote work policy.
Today, with the practice of hybrid working, many head offices are based on an open-plan flex office system. Keolis has decided to play the flex office game to the full. The move brought a new dynamic, thanks to the adoption of a modern office organization:
"With new work organizations, flex office is another word for open space, and it's a no-brainer for Keolis today."
It's interesting to note the importance of the influence of new trends in work environments. Open spaces are often enhanced by flex offices (layout, zoning, services), which offer spaces in tune with the different uses of employees on a daily basis, encouraging collaboration and exchange within teams.
To ensure a successful transition to the flex office, Keolis set up a group of ambassadors responsible for relaying information in both directions between management and employees. Fanny Lamarque emphasizes the importance of this approach, in which some people were chosen to become referents in each department, while others volunteered to become fully involved in the project. These ambassadors played an essential role in communication and acceptance of the change:
"It was crucial to listen to and understand employees' requests and needs, while being transparent about budgetary and technical constraints. This approach contributed to the rapid success of the project and the move in just one year."
Feedback from Keolis proves that it is essential to be transparent and to show employees that their requests are being heard, so that they can respond more effectively or explain why not everything is feasible. Dialogue has been a key success factor at Keolis.
Prior to the transition to the flex office, some misgivings may have arisen among employees. Fanny Lamarque emphasizes that these fears were well managed and understood. She attributes this success to the benevolence and adaptability of the company's population, as well as to the motivation of the right people in each department.
As well as offering open-plan spaces, Keolis has also provided services to make employees' daily lives easier. In the old offices, services mainly consisted of maintenance, mail and cleaning:
"When you consider that the working environment is 27 professions, there's a bit of fun to be had when you're offering services!"
With the improvements to the new head office, any fears quickly evaporated, and employees' attention was mainly focused on the new services: concierge service, gym and on-site catering in particular.
A number of initiatives have been put in place to help people feel at home in the new head office and create a pleasant, personalized working environment:
"Even in the flex office, personalization is possible. In some departments, everyone has attached a small Lego with his or her image to his or her locker. Some have also added decorations to low cabinets to make the working environment more personalized and pleasant."
The Keolis experience highlights the importance of taking into account employees' needs and preferences when designing spaces. The appropriation of the work environment is therefore an essential aspect to consider when setting up a flex office.
Fanny Lamarque's aim is to get employees back into the office. But it's essential to offer an enriching work experience. Fanny believes that working can also be about exchanging with colleagues, meeting new people, taking part in workshops and company events, while maintaining a balanced lifestyle:
"I fundamentally believe in privacy and caring schedules. Corporate work still has a future, but it's set to change."
Fanny also stresses the importance of maintaining a controlled remote work to provide the best possible support for employees and avoid any social distress. She is convinced that on-site working will continue to exist. The transition to hybrid working and flex office offers companies new opportunities and challenges. The testimony of Fanny Lamarque, Work Environment Director at Keolis, highlights the importance of a strategic and collaborative approach to make this transformation a success.
To sum up, the transition to the flex office brings many advantages if it is well managed and involves all company players. For Fanny Lamarque, it's clear that on-site working won't disappear, but it will evolve. Companies need to listen to their employees' needs, while remaining transparent about the constraints they face. Flexibility, collaboration and employee well-being remain at the heart of this transformation.
With a thoughtful approach and a willingness to innovate, companies can take advantage of these new forms of working to boost productivity, creativity and employee satisfaction. Flex office and hybrid working offer a real opportunity to rethink the working environment and adopt more agile, modern methods.
Did you like this testimonial? Discover Thales' methodology for the transition to shared offices by Jean-Marc Couillault, Head of Workplace Strategy Group!
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