Demand for flexible workspace solutions and policies has been increasing since the pandemic. Although today, more companies are attempting to implement return to office mandates, they still need to accommodate changing employee preferences and work styles.
Only a third of CEOs believe that they’ll be able to implement a full “return to work” policy in the next few years. Unfortunately, figuring out which solutions you’ll need to implement to preserve the productivity of your flexible teams can be complicated.
Here’s your guide to comparing and implementing the right technologies and systems for the future of flexible work.
Step 1: Consider Flexible Work Options
First, it’s worth noting there’s no single approach to designing a flexible workspace. In recent years, workplace policies have evolved from simple in-office, remote, or hybrid working structures. Countless organizations are taking a unique approach to enabling flexibility. In fact, over 24% of companies take an informal approach to enabling flexible work, according to the CIPD.
Before you start investing in hardware and software, ask yourself which type of flexible work will be best for your team members. Common options include:
- Hot desking: Hot desking offices allow employees to choose available desks and workspace based on their specific needs. It ensures staff can choose where to work, according to the resources they need, and the tasks they’re trying to complete.
- Hybrid workspaces: Hybrid workspaces allow employees to move in and out of the office depending on their requirements. Employees might split their time between attending a physical office, and working remotely, but will still need access to the same tools.
- Office neighborhoods: Office neighborhoods, a concept that became increasingly popular throughout 2024, allow companies to set up flexible spaces with open layouts, and segmented areas for specific types of work, such as focus rooms for strategic projects.
The best way to determine what type of flexible work strategy will appeal to your team members is to speak to them directly. Pay attention to their requirements and preferences, and monitor how your teams collaborate when making your choice.
Step 2: Consider Essential Flexible Workspace Solutions
While the flexible workspace solutions you implement will vary depending on your policies and your team’s requirements, there are certain “essentials” that will be critical for all workspaces. Some of the most important areas to focus on include:
- Meeting room technology: Today’s team members spend around 50% of their week in meetings. Ensuring your teams have access to meeting room solutions for all types of conferences is crucial. Consider options like plug-and-play meeting room bars and room kits. Explore webcams, speakerphones, microphones, and other critical accessories.
- Booking and management software: In a flexible workspace, ensuring you can manage and allocate resources effectively is crucial. Booking and management software for desks, meeting spaces, and focus rooms will ensure team members can access the amenities you need, and give you insights into resource utilization.
- Productivity software: All employees, regardless of where they’re working, will need access to critical tools, such as collaboration and communication apps, project management software, and software suites like Microsoft 365. Focus on creating an all-in-one toolkit that employees can access easily from any environment through the cloud.
Step 3: Embrace Customization Options
Flexible workspace solutions shouldn’t just enable flexible work, they should also give team members the freedom to customize their experiences in the office. The more your team members can adapt their workspace to their specific requirements, the more productive and engaged they’ll be.
Start by thinking about how you can provide your team members with valuable information they can use to organize their schedules. Apps like Microsoft Places, for instance, are excellent for helping staff decide when to attend the office, based on the presence of other team members. Microsoft Places even uses AI to suggest schedules to staff based on their needs.
