Flex office

Definition of flex office

What is flex office?

Flex office, also called flex desk, is a work organisation in which employees of a company do not have an assigned workstation.

Many coworking spaces in France and around the world are working with this new flexible organisation. In 2019, 14% of companies used flex office. In 2021, this figure doubled to reach 30%, according to a report by Parella.

The advantages of flex desk

• The choice of workspace by employees: an employee who prefers to work in a quiet environment can choose a desk in a quieter part of the premises. Conversely, employees who need to work in a team and communicate with their colleagues will instead choose a collaborative space, such as a meeting room or an open space. Employees can easily adapt their work environment according to their needs.
• Space gained in the company: in flex office, there are generally fewer workstations than employees, thus freeing up space in the premises, which allows for different layouts and optimisation of areas (e.g. relaxation area).
• Better communication with colleagues: it is easier for managers and employees to discuss things when they are in the same space. This also strengthens the links between employees and fosters a sense of belonging within the company.

Reasons to switch to flex office

Often, companies that adopt a flexible office environment to meet the needs of their employees want more flexibility in their work organisation. This is particularly the case since the generalisation of remote work, practiced by 55% of French people according to JLL. Employees are therefore not all present at the same time in the workplace, leaving some offices unused. Companies therefore have an interest, especially an economic one, in switching to flex office.

The implementation of flex office

Companies that have successfully made the transition to flex office have generally followed these steps:

1. Diagnose the current organisation: this is the time to see where the company stands. It is important to monitor and regularly consult data on remote work practices and space occupancy, which can help determine how to optimise the transition to flex office.
2. Involve the different teams: asking employees for their opinions by asking them about their expectations and needs is an important step that will define the success of the project. By feeling involved, they will be more accepting of change. The transition to flex desk will thus be smooth and collaborative.
3. Rethinking the layout: in order to improve the comfort of life in the office, reviewing the layout of the different spaces is essential for a successful transition to flex office. This involves defining a churning rate (the number of employees assigned to a workstation) and zoning before starting any construction phase: creation of new meeting rooms, shared spaces, phone boxes, etc.
4. Ensure the continuity of exchanges: for flex office to be a long-term success, it is important to communicate with the right tools on the best practices for reserving your workstation within the different spaces.
5. Reassure employees: ask employees about their concerns about this change, which will modify the use of spaces and the organisation within the company. With the Deskare tool, managers and employees are trained in its use. An interactive chat is also available to them for any daily questions.
6. Evolving the model: flex office is not a fixed notion or trend, each company has its own vision of the nomadic office and evolves its model over time. Depending on employee feedback and their use of workspaces, the model evolves.

In summary

Flex office transforms the work environment by offering employees the flexibility to choose their workspace according to their needs. Flex desk promotes better collaboration, strengthens ties between employees and allows for optimal use of space, while adapting to new work practices and offering benefits to both employees and companies.