Oct 11, 2023

Evolving Office Spaces: The Importance of Flexibility in Desk Management

Blog post about the Importance of Flexibility in Desk Management

When it comes to exploring growth opportunities, businesses can choose from various directions. Attracting top talent is crucial, but how do you establish an office environment that cultivates productivity and innovation? Desk management is another valuable tool for space managers seeking to create a flexible office space where autonomy is emphasized. Learn more about desk management in the following article.

What can a flexible workplace do for your company?

Flexible and hybrid offices are currently in high demand. Ever since millennials entered the labor market, there has been a gradual shift in perspective for the modern workforce. This shift was accelerated by the pandemic, when social distancing became the new norm. As a result, a limited number of employees were allowed to be present in the workplace at the same time. Due to national quarantine laws, some companies prohibited employees from working in the office altogether. This chain of events gave rise to the flexible office.

You may wonder what all the fuss is about, but the fact remains that there are several advantages to the flexible office, such as:

  • Increased collaboration and innovation
  • Improved work life balance
  • Lower utility costs
  • Reduced carbon footprint
  • Enhanced ability to attract top talent

When hybrid and remote work became a reality, companies faced challenges in keeping up. Large office buildings saw reduced occupancy, leading to increased energy waste as lights and IT systems had to remain switched on. Additionally, there was a need to purchase office supplies that were no longer being used, such as paper towels and disposable coffee cups.

The advantages of workplace flexibility

The flexible office simply means that employees can choose where they want to work. It could be in a cozy home office or in a coworking space with a client. Alternatively, they can come into the office every day to work on a computer with dual screens when a deadline is approaching.

For many employees, work-life balance improved since they could plan their day according to their own needs. Early birds can start working before 7 AM, and night owls could focus on work when they feel more productive. They do deep work in the solitude of their own homes and eliminate the risk of making hasty errors.

The goal is to choose a workspace where you can be the most productive. Since everyone is different, some find themselves being more productive in a work pod or alongside their favorite colleagues in different collaborative spaces. A significant number of employees prefer to work in a quiet space where they can focus on the task. Others need access to a larger conference room to give an inspirational talk on their favorite topics.

Space management became a priority for busy CEOs and founders. The endgame was to invite remote workers back to a welcoming office environment while keeping expenses in check.

Different flexible office solutions

Workplace flexibility is on the to-do list for space managers, but what are the options when offering employees various flexible office solutions? Let's explore the topic further!

Office hotelling

Think of it as a hotel, but instead of booking a room, you book a desk. Thanks to desk booking, employees can find their 'home' for the day or even book the same desk for a whole week or month. Depending on your preferences, you can choose a suitable desk in a specific office space. It offers a combination of flexibility and predictability.

Hot desking

If you thought office hotelling wasn't spontaneous enough, hot desking is even more flexible. It simply means that you arrive at the office and decide where you want to work on the spot. Perhaps you can choose one of the collaborative spaces. Most companies have designated workspaces where hot desking is allowed. When implemented correctly, it can be a truly rewarding work strategy.


Coworking has become the go-to option for freelancers and remote workers who don't have the opportunity to swing by the office every day. It means that companies have a larger labor pool to choose from and can attract talent nationally or globally. Some even set up their own coworking spaces in different cities and towns across the country where their remote employees can work.

This solution can attract the best professionals in the industry. Larger companies are not limited by their location, which is typically in the largest city in the country. Coworking spaces are comfortable and designed to spark creativity and motivation.

Remote work

As mentioned earlier, remote work has gained popularity. Essentially, it means you can work outside the office as long as you have access to Wi-Fi. Typically, companies offer access to cloud-based software and online communication tools, enabling employees to stay on top of their tasks and connect with coworkers at all times.

While most employees prefer working in the office for increased motivation, this preference has led to the development of the hybrid work model. Some companies have fully embraced the hybrid work model, while some employees and managers were initially more hesitant. Company culture is dynamic but can also be rigid. Adopting the hybrid work model required more than just openness to new work processes; it also necessitated that team leaders improve their communication style and create new working arrangements. Building a certain level of trust was crucial to achieving higher productivity.

Desk management for a flexible work environment

If you are considering establishing a flexible workplace or seeking to enhance the current working environment, desk management is worth a try. Desk management allows employees to have a wide array of choices, as they can find a desk or workspace that suits their preferences. Few things are more frustrating and time-consuming than having to search for the right office space or IT equipment for half an hour.

Data collection in the flexible workplace

In addition to simplifying desk bookings for employees, desk management is a valuable strategy for space managers. Given the challenge of predicting occupancy rates in the hybrid office, it's crucial to base decisions on data.

With desk management, you can easily determine how office space is utilized and identify frequently occupied areas. Most employees have their preferred spots, and depending on their tasks for the day, they may switch between desks.

Thanks to workplace analytics, you can observe how occupancy rates fluctuate and make future predictions. This data may reveal that most employees prefer remote work on a particular day of the week or when conference rooms are in high demand.

Furthermore, it becomes easier to implement cleaning and maintenance in the building. When desks are used by different people throughout the week, it's important to establish hygienic protocols and regularly sanitize surfaces.

Keep top talent and be agile

By avoiding an overcrowded workplace, the workplace experience improves, and each employee is more likely to become a proud ambassador of the company. Since workplace loyalty is not as strong as it used to be, companies looking to attract motivated professionals must step up their game.

These valuable insights are especially beneficial when a company seeks to scale up, as they would know which actions to take next. With flexible bookings, you can optimize the use of every inch of the building and be more creative when arranging new spaces. There's no need to erect new walls when room dividers or furniture can be arranged to meet your employees' preferences.

Desk management made simple

At Flowscape, we aim to be a part of the digital transformation era. Our strength lies in providing support for employees in their day-to-day activities and enhancing space management.

Under our desk management offerings, you will find both software with desk booking features and workplace analytics.

Desk management is effective when employees can make flexible bookings to boost their productivity and collaborate with their favorite colleagues. Hybrid work has never been easier!"

Seeking guidance on how to set up your hybrid office for success?

Don't hesitate to schedule a meeting with one of our product experts. They can provide valuable insights into our solutions and how technology can help streamline your office processes without disrupting employees' daily work.

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