Maximizing Efficiency with Flexible Workplace Solutions

Flexible office spaces are designed with ergonomic furniture and modern designs allowing companies to adapt according to their goals. The resulting work environment helps ease off the pressure and focus more on interaction and collaboration.

In fact, DeskMag’s Global Coworking Survey reported that 71% of employees and entrepreneurs working in coworking spaces have felt more creative and 61% were able to see an increase in focus. 

In this blog, we are going to explore the benefits of flexible workspaces and their contribution towards business’ success. 

What Makes a Workspace Flexible?

A Flexible workspace is primarily appealing to companies for the “flexibility” offered. 

While a traditional office has a specified lease term and a rigid infrastructure, a flexible office space structure includes more agile workspaces for businesses and flexible office lease terms. 

The workspaces are scalable office spaces that can be moved or adjusted based on the suitability of a business. The lease commitments can be segregated into a day, a week, a month, or even a year, in the form of passes. 

1. Adjustable office layouts

Sitting for hours together in one spot can cause irreparable damage to the eyes, spine and overall well-being. While many changes have been introduced in basic furniture to take the pressure off from the body, it cannot completely eradicate the chances of workplace injuries. 

Today’s flexible office spaces are thinking of sustainable office solutions that can accommodate growing organization strength and improve workers’ wellbeing. 

Wide pathways between desks, adjustable office desks, huge windows allowing ample sunlight, inclusion of plants and earthy materials, etc. These are all some of the initiatives actively utilized for employee productivity and workspace optimization.

2. Hot desks, private offices, and meeting rooms

• Hot Desking removes the concept of a permanent assigned space for workers. Instead it allows anyone working in an office to choose any available seat for the day. It strays away from a conventional office setup and encourages professionally enriching meetings and discussions with different people. It was recently reported that in a skillfully designed office, 85% employees showed signs of productivity using hot desking. 

  
  

• Private offices are also known as “quiet areas” or “focus zones”. They’re conducive for brain-storming and private conversations or even team huddles. These areas are preferred for their ability to contain sound inside a booth without disrupting the people working around them. 

  
  

• Besides open and private offices, collaborative workspace solutions also include meeting rooms. This shared facility can be useful during professional calls, an internal discussion or an interview. The size of a meeting room can range from a 2 person to a 10 person room or even more depending on a company’s requirements. 

How Flexible Workspace Solutions Improve Employee Collaboration

Companies are looking for dynamic solutions that boost morale and also get things done in a time and pace that matches their objectives. 

Office space providers are increasingly adopting corporate real estate strategies that supplement collaboration between professionals and maintain a positive work environment through flexible office spaces.  That’s the reason, operators continuously strive towards providing opportunities for networking between occupiers.  

• Organised events - Coworking offices have large open spaces in the lobby or recreational zones. These spaces are often used to organise events allowing people from different companies to establish connections. 

  
  

• Common spaces - Cafeteria, lobby, breakout zones, lounges, etc. are structured to create an inviting atmosphere that allows workers to speak freely and exchange ideas. 

Technology and Tools for Managing Flexible Workspaces

Technology-driven office solutions have revolutionized the concept of hybrid work models driving innovation and efficiency. 

Online tools are a means to keep flexible office spaces functioning smoothly. These tools can be seen in the form of apps, websites or managed on an independent software platform. 

It can be used to secure a physical office space, manage the space usage online, keep track of occupier strength and much more.  The points mentioned here include some of the most common technological features for flexible workspace solutions:

1. Desk booking systems

Earlier, a worker was assigned a desk and that was their desk until the end of their employment. But, the introduction of desk booking systems has changed that.  Desk booking is an effective way to keep track of desk and office space usage. It also helps monitor those individuals part of hybrid work models. 

The data insights gathered from tracking can help explore ideas for efficient usage and reduce wastage. 

2. Collaboration tools for remote and in-office teams

An official communication platform is a must for companies. It helps keep integral information in a common space. 

Video-conferencing, cloud-based file sharing, project management and other tools are essential to keep an organization running. These tools combined with AI automation have improved efficiency in workplace communication. 

Tasks can be uploaded and status updates can easily be examined in real time, leaving no gaps even when individuals are placed in various locations. 

3. Cost-Effectiveness of Flexible Workspace Solutions

Conventional workspaces are known to be fixed and unyielding in terms of scalability. Deposits, rental rates, and the period of occupancy are committed with little room for changes. 

Not to mention, the amount is almost always on the higher side.

Whereas, flexible workspace solutions are simpler to handle. Operators allow customisations to agreements, thus companies can make more room in their budget for activities that enhance their capability.  For example, a five-person startup needs to only pay for the five desks they occupy and some additional charges that will be added if they require extra services. The remaining company budget can be used for lead generation, transportation, asset management, etc. 

4. Reducing overhead and operational costs

An independent and traditional office setup requires large expenses in terms of furniture, technical equipment, workstation installation, etc. It also involves dealing with vendors, selecting equipment, etc. which can be a tedious process. 

A shared office space with readily available facilities can reduce costs and save time. 

The charges for using a shared space is inclusive of costs for using in-built devices and equipment such as wifi, smart tv, projectors, etc. 

These offices are tailor-made flexible workspaces for startups, SMEs, and small businesses considering budget and location.  

5. Pay-as-you-go models

A conventional workspace setup can be accessed after completing certain steps. An agreement that clearly states rules that allow little room for flexibility. A company is locked in for that time period within the agreed upon space. 

Pay-as-you-go models are widely available as part of flexible workspace solutions. 

It gives an option to occupiers, they only need to pay for the working desk, office space, or meeting room used. This payment model is also extended towards other services inside the premises, such as the use of office equipment like wifi, printer, etc. 

Once the timeline for using the facility has ended, the payment can be renewed whether it's for an hour, week, day or a longer period of time.   

Conclusion: Why Flexibility Equals Efficiency in the Modern Workplace

It’s true that a sleek office design and state of the art devices are a part of what makes a workspace flexible. But, the definition cannot be neatly packed this way. 

The flexibility of a workspace can also be attested to the comfort, convenience, and freedom professionals experience while working in such a space. 

Citadel Propcon is one such consultancy that actively interacts with coworking space solutions providers. The interactions bring forth the best possible solutions that combine flexible office space design keeping in mind the comfort of the occupiers.