Flex office application: a typical day, with and without

Maintenance

Flexible office organization, how does it work?

 

You may fear that this solution, in which the workstations are not assigned, will be a big mess.
You certainly have a hard time imagining a professional day away from your personal office.

Let’s follow Paul step by step in his daily business, with and without a flex office application.

You will see: this simple tool considerably changes the lives of employees… Let’s go!

Plan your working day in a flexible office

My Workspace

With a Flex office application

Tomorrow is Monday. Sitting comfortably on his sofa, Paul smiled. He has already reserved his workstation for the next day, his parking space and even his meal at the company restaurant.
The application on his phone is very well done: he had no trouble finding a nice place. In the morning, he chose an office on the 3rd floor, to change. In the afternoon, his department head organized a team meeting in the orange room. His favourite!
Paul goes to bed serene and will start the week well rested.

Without a Flex office application

Tomorrow is Monday. Sitting comfortably on his sofa, Paul is already anxious. Since the management chose to switch to flex office, it’s been the same every day: an unspeakable hassle! Paul is already apprehensive about his arrival there: will he find a parking space? Will an office be free? But not the one near the bathroom door, especially! He was already had last week…
Cautious, our collaborator advances his alarm clock by 20 minutes: by arriving before everyone else, the battle to find the best office will be less tough…

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Arrive at the company’s premises in flex office

My Workspace

With a Flex office application

Paul pushes the door of the company. He takes the time to greet his colleagues before badgering. Stepping out of the elevator, he glances at the interactive display board. How well done! It displays, in real time, available spaces and occupied offices.
For the moment, he does not need it since his workstation is already reserved. Moreover, it is clearly indicated on the screen. Definitely, this software is flawless!

Without a Flex office application

Paul pushes the door of the company, quickly greets Véronique at the reception and badge to enter… All while running halfway! “I hope I will have a place left,” he repeats to himself mentally.
He finally arrives on the second floor… And there, it is the drama. Two colleagues are already arguing. “I’m used to using this office, I feel good there” chants one. “Don’t you understand the term ‘flexible’, ‘flexible office?’ responds the other. Paul sighs. He explores the open space of the gaze: no place. Another week off to a good start…

Work without a designated office

My Workspace

With a Flex office application

Paul needs to make a customer call. He gets up to look at the space occupancy screen again. Ah, telephone room D3 is free. Perfect ! At least he won’t be disturbed.
Upon arriving, Paul notices an anomaly signal on the air quality sensor. CO2 level too high, apparently. He opens the window. Fortunately, this measuring tool has been installed: it seems that a high concentration of carbon dioxide impacts health and cognitive performance.
At least here it won’t. Air quality sensors measure temperature, humidity and CO2 levels in real time. Corrective actions can thus be taken quickly. It’s reassuring!

Without a Flex office application

Paul needs to make a customer call. He worries: will he find an isolated room to call quietly?
He crosses the floor, in search of a quiet space. After 4 attempts, he finally finds a closed and empty room.

He looks at his watch: great, 10 minutes wasted!

Organize a team meeting calmly… or not

My Workspace

With a Flex office application

Paul receives a notification on his application. Ah, the information for the meeting this afternoon. His department head invites the team to the second floor at 3 p.m. The room is already reserved. Perfect, we’re going to have a great time!

Without a Flex office application

Paul goes, as agreed, in front of the stairs to the second floor. He must meet the rest of the team there for a meeting. Nobody. Strange… Well, it’s true, he’s 5 minutes late. Where did they go? Paul telephones his colleague for more information: Meet on the 3rd floor. Here we go again, “and without hanging around, because we are waiting for you to start,” Lucie told him. She’s tense, you can hear it…

Report an incident in the building

My Workspace

With a Flex office application

4 p.m. is break time. Paul heads for the coffee machine… Oh no, it’s broken! Neither one nor two, our assiduous collaborator takes out his phone.
On the application, he remembers that you can report an incident. Broken bulb, water leak, faulty ventilation… He remembers without regret when this kind of inconvenience lasted for weeks. Now, we notify the management directly with the ticketing tool. We can even follow the receipt and processing of our request in real time… To continue our working day serenely.
Hey, by the way, someone has already reported the faulty coffee machine. A good thing done !

Without a Flex office application

4 p.m. is break time! Paul heads for the break room (leaving his computer prominently on the desk, so as not to lose his place.). Disaster: the coffee machine is broken.
We should notify the maintenance department… But he already knows how complicated it is: he was fooled last week with the broken bulb in the toilet. He had to go to the other end of the building, find the right person, wait for an answer… He won’t make the same mistake twice! Someone else will eventually take care of it.

The benefits of the flex office application for the building manager

You now understand the importance of having software dedicated to the implementation of flex office! The benefits, for both employees and managers, are numerous.

● Serene and cheerful employees.
● Increased productivity through the quality of life at work.
● Incident management simplified and accelerated by the ticketing tool.
● For team leaders and managers, a practical and reliable internal communication tool.
● For managers, real-time access to occupancy statistics. This is a valuable aid in adapting workspaces to use and optimizing the building’s real estate footprint.
● For the company restaurant team, better visibility on the number of dishes to be served, reducing waste.

In short: optimization of building costs and quality of life for all employees.

 

To conclude…

 

You now know how a typical day goes in flex office, with or without the MyWorkSpace application. On the one hand, a simplified and serene working day. On the other, a succession of stressful and time-consuming galleys.
So, what daily life do you want to offer your employee? Discover Ubigreen’s WorkSpace solutions to improve the quality of life at work while optimizing the spaces in your buildings.

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