In the last few weeks and months, several apps have appeared on the market with which users can book a workplace quickly and easily. Many of these apps are certainly very well made, support the user with great features, and can quickly help in selecting the desired workplace or desk. However, what is often overlooked is that for implementing flexible offices in real life, a lot more is needed than just a pretty app. While the app is of couse an important component and has a lot of impact on the users’ acceptance, it is only one part.
At least as important for the functioning of flexible concepts is a powerful backend that integrates seamlessly into the IT landscape and supports the relevant organizational processes. For example, it is essential that the existing workplaces and floor plans, which can quickly run into hundreds or thousands, can be easily adopted and then updated again and again. No FM department can be expected to regularly create or update these for an app. It is also imperative that users and their individual booking authorizations or requests be automatically maintained and managed, otherwise, the administrative effort increases immeasurably.
While these technical requirements can be implemented via a corresponding interface to the existing systems, it is the organizational requirements that can weigh even heavier. A big issue with flexible working environments is the utilization and associated need for workplaces at a given location. In order to make statements about the actual capacity utilization, it is not enough to look at individual areas or to work with colorful heat maps. I have to be able to analyze my entire portfolio over a long period of time, yet divided into very small parts, and in the least taxing way. This small division is necessary because utilization of 50% per week can mean 5 days of 4 hours or 2 days of 10 hours; identical in terms of time, but with very different implications for the number of workplaces needed. Furthermore, the provision of additional resources such as heating, ventilation, and air conditioning must be based on the actual capacity utilization.
Another very important issue is, as always, the costs. Sooner or later the flexible workplaces will have to be allocated to the cost centers that utilize them. Along with booking and occupancy information, the corresponding cost center data, including the cost rates themselves and the conditions under which they apply, need to be managed and administered. We know from practice that, especially in large organizations, the subsequent allocation processes need to be mapped can be quite complex and demanding.
One issue that is currently still in the shadows, but will become very important in the medium-term, is that of security requirements. These concern details such as the necessary access authorizations that the user needs to get to the booked desk or zone. Some authorizations might only be valid for as long as the desk is booked and all documentation would need to be in an audit-proof manner. The issue of security also affects the booking process itself. It is often necessary to avoid, for example, that only one employee is on a floor or area. It must also be ensured that there are always sufficient first aiders or fire protection assistants in the building to guarantee the legal operation of the property. These checks must be carried out as part of the ongoing booking process to be able to react early if necessary.
These are certainly only a few of the questions that have to be considered in the context of flexible workplace concepts and desk sharing. Hence it is already clear today that flexible work is not an independent app, but rather a workflow that must be deeply integrated into the existing processes.
It goes without saying that we do not leave our customers and interested parties alone with these very topical issues. We have developed options with which we can support you, regardless of whether you are still at the very beginning or are already using an app.
On the one hand, we ourselves have a mobile application fully integrated into speedikon C with which your users can book workstations with ease. All booking details are available in speedikon C and can be evaluated and analyzed ad hoc with a variety of means covering the questions mentioned.
On the other, we are also able to connect third-party apps and tools via interfaces. In this case, the data is regularly taken from the third-party application and the C platform serves as a powerful backend for evaluating and processing the data. The users can continue to use the well-known application for reservations, but the departments involved can access the various evaluation options in speedikon C to analyze the booking situations and the entire portfolio in-depth.
