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  • Antoine Fonfreyde

How can you set up a flex office in your company?

Find out how flex office, a concept that promotes flexibility and collaboration, can be integrated into your business. This article guides you through the key stages in the successful implementation of flex office, from the initial project to the adaptation of workspaces.

In today's modern working environment, flexibility is a key to success. Teleworking and digitalization have prompted companies to rethink their workspaces, with the aim of improving productivity, collaboration, and employee well-being. The flex office is a viable solution. Let's take a look at how to implement this new model in your company.

What is the flex office and why adopt it?

According to a survey conducted by Parella, a major player in corporate real estate consultancy, more than 38% of companies have implemented flex office in 2020. This represents an increase of 15% over one year. The study also reveals that more than half of French companies (55%) are planning to switch to flex office working in the near future.

Although it only concerns 14% of the working population, the flex office is a way of organising work that is gaining ground. The principle is simple: no office is permanently allocated to an employee, but is available as and when required. This organisation makes better use of space, provides greater flexibility for employees and can stimulate collaboration.

How can you prepare your company for the introduction of a flex office?

Draw up a clear plan

Setting up a flex office in a company starts with the creation of a clear project. This involves defining objectives, expectations, roles and responsibilities. This plan needs to be communicated to all levels of the company for successful adoption. Next, it is advisable to consult the CSE (Social and Economic Committee). Its support and suggestions can help ensure that the project meets employees' needs and rights.

Assessing office space requirements

Another key stage in setting up a flex office is to assess office space requirements. This assessment may involve an in-depth analysis of how space is currently used and how it can be rearranged to accommodate flex office. It is also essential to consider the specific needs of each team or department. Some teams may require more space for collaboration, while others may need more individual or quiet work spaces. Understanding the needs of each team makes the transition to flex office easier.

How do you implement flex office in your company?

Raising awareness and training employees

Once the project has been established and the needs assessed, it is of course necessary to raise awareness and train employees in the flex office. This may involve setting up workshops or training sessions to explain the concept, its benefits, expectations and rules. Employees need to understand how the flex office is beneficial for them and for the company. It is also crucial that they feel comfortable and prepared for this transition.

Adapting premises and providing the necessary tools

Adapting premises for the flex office may involve reorganising existing workspaces, adding new flexible workspaces, or even completely renovating offices. You will also need to provide employees with the tools they need to work flexibly. This could include mobile workstations, efficient wireless technology and personal storage solutions.

Monitoring and adjusting the project

Monitoring the project

Once the flex office has been set up, a monitoring phase is essential. This enables us to gather feedback from employees, evaluate the use of office space and check that the project objectives have been achieved. This follow-up will give you a better understanding of the effectiveness of the flex office and the impact of this change on employees.

In addition, it is important to use clear performance indicators to measure the success of the initiative. This could include measures such as office occupancy rates, employee satisfaction levels or the impact on productivity. This quantitative data, combined with qualitative feedback from employees, provides a complete picture of how the flex office is working.

Project adjustment

Adaptability is at the heart of the flex office concept. It is therefore crucial to be ready to adjust the project according to feedback from employees and the results of monitoring. This may mean modifying certain aspects of the flex office, such as rearranging workspaces, updating available tools, or adjusting policies or rules. Effective adjustment requires clear and transparent communication with employees. It is essential to explain why adjustments are necessary, how they will be implemented, and what impact they will have. This helps to maintain employee commitment to the flex office concept and ensure its long-term success.

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