Office management: flex office and seat reservation are here to stay
- Affluences
- Jul 16
- 3 min read
The rise of remote working is profoundly changing the way we organise ourselves. In this context, companies are increasingly adopting flex office arrangements, where workspaces are no longer assigned on a permanent basis.
To ensure the well-being of their employees and optimise office space, companies would be well advised to combine their flex office policy with an online room or workspace booking system. Here's why!
Booking workspaces in the workplace: a key factor in implementing flex office
Today, despite a return to the office, most companies are bringing their employees back to their premises by setting a quota of teleworking days per week. But how can you ensure that they don't all come in on the same day? How can you spread the flow of employees over the week? This is where workstation booking software comes in handy!
Online booking allows individuals to reserve a resource (a seat on a train, a table in a restaurant, a room in a hotel, etc.) via the internet, which will be allocated to them for a given period of time. Applied to the workplace, employees can reserve a workstation, a meeting room, a call box, etc. It is an essential tool for many companies that want to ensure an optimal return to the office for their employees.
Implementing an online booking solution for your workspaces remains your best ally for:
Defining the maximum capacity of your offices and notifying employees in advance if there are no more places available.
Viewing the history of bookings made to gain a better overview of space usage.
Reserving seats in a flex office environment promotes long-term productivity
With the democratisation of remote working, flex offices are becoming more popular with companies. Ultimately, they have unconsciously implemented a hybrid way of working! After all, what is the point of maintaining a fixed space for each employee if they do not come in every day? But how do you know who will come when and occupy which space? Once again, this is where online workspace booking comes in!
Adopting a booking solution in your company will greatly simplify the implementation and efficiency of flex office. Employee well-being and comfort will be automatically guaranteed! Who hasn't been late for a meeting because they didn't know the room was available? With such a tool, they gain flexibility and can plan their time at the office in advance, which will have a direct impact on their productivity.
For the company and its office managers, the online booking system guarantees ease of management on a daily basis. Office management is flexible and requires no effort on their part. What's more, a booking solution is very quick and easy to set up. This is the case with Affluences' online booking software, which has a user-friendly, intuitive, reliable and secure interface. Another advantage is that a single platform is all you need to manage visitor numbers and bookings!
Managers will also have access to statistics at any time via a back office, enabling them to review their office layout strategy. Thanks to reports on the number of people present in each of your spaces, they will be able to optimise their premises and possibly reduce the number of workstations if they are not needed. With the rising cost of real estate, this is a significant factor in reducing annual expenses.
However, reserving workspaces is not the only solution for effective flex office management in the event of a health risk. Opting for a people counting system to measure office occupancy in real time is also a very good alternative! By communicating the occupancy rate to employees via the intranet or HR applications, for example, management will benefit from two advantages:
Employees will prefer to come to the office during off-peak periods rather than busy times, thereby enjoying maximum comfort.
It will smooth out the flow of people throughout the week, avoiding periods of office saturation or, conversely, periods of ‘empty offices’.
Would you like to implement or optimise flex office in your company? Contact us !
