Flexible workspaces: basics, advantages, and implementation

Flexible workspaces: TL;DR

• Flexible workspaces replace personally assigned desks with shared spaces and areas that can be booked or used spontaneously, depending on the task at hand.
• The concept of flexible workspaces works reliably when rules, equipment, and data protection are regulated and understandable for everyone.
• Booking software makes it possible to organize usage, cleaning, and energy requirements more efficiently than before.
• The PULT booking and evaluation software supports organization, adaptation, and control.

What is a flexible workspace?

Flexible workplaces are office or work concepts in which employees are not assigned personal desks. Instead, they book and use an available space depending on their task or attendance. 

This model is part of contemporary hybrid and new work structures that combine on-site work, home office, and work at third locations.

The focus of this model is on adapting the available office space to the actual needs of the employees in the best possible way. Due to the sometimes high proportion of home office work, the workstations in the office are used less and are therefore reduced. This frees up space for teamwork areas, quiet zones for concentrated work, modern break areas, and facilities for relaxation and recreation.

Overall, offices with flexible workspaces meet the current and predicted future demands of modern office concepts.

How are flexible workspaces structured and equipped?

• Non-personalized workspaces: no permanent assignment to a specific person.
• Advance booking: management via booking software (PULT)
• Standardized equipment: identical technical and ergonomic configuration.
• Zone- or activity-based structure: rooms and zones for different activities (concentration, collaboration, exchange, retreat).
• Accompanying rules and policies: clean desk policy, booking guidelines, data protection requirements.
• Software & technology: desk booking systems, sensor technology, room occupancy tracking, SSO integration.
• Non-personalized workspaces: no permanent assignment to a specific person.

What are the advantages and disadvantages of flexible workspaces?

Flexible workspaces make the office more adaptable: space is used more purposefully and rooms can be used more versatilely. At the same time, the concept requires rules and good equipment so that the many advantages of the concept can be exploited.

Advantages of flexible workspaces

• Space utilization and operating costs: Booking systems make it possible to track exactly which workspaces and rooms are actually occupied and how often they are used. This allows cleaning, lighting, heating, and air conditioning to be tailored to actual usage. 
• Space gained for new forms of use: When there is no longer a fixed place for each person, space is created for areas that directly benefit employees, such as quiet zones, retreat areas, spaces for teamwork, creative rooms, or sports and break areas.
• Zones for different tasks: Employees can choose the location that best suits the task at hand, such as a quiet zone for concentrated work or open-plan areas for joint project work.
• Data basis for planning and optimization: The usage data obtained with the PULT booking system provides information about when and how spaces are used. This information helps you to identify the true needs of your employees and offer appropriate spaces.

What are the disadvantages of flexible workplace strategies?

Flexible workplaces come with a number of challenges: a lack of personal connection, increased background noise, additional organizational effort, and data protection issues.

However, these issues can be easily resolved by involving your employees in the idea process on the way to flexible workplaces, taking their wishes seriously, and finally ensuring resilient structures with selected office equipment, high-quality offerings, and the right software.

1. Loss of personal connection to the workplace

When employees no longer have their own desk, a feeling of alienation can arise. This can be counteracted by providing replacements: personal lockers, lockable rolling containers, or storage compartments where personal items can be kept safely.

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Partial personalization, such as setting up your own items for the day, also helps to make the workplace feel more personal again.

In addition, the space that has been freed up can be put to good use to create attractive communal areas: lounges, team areas, or quiet zones create new places of identification.

2. Distractions and concentration problems

Open-plan or frequently changing workplaces increase background noise. Clear spatial structuring and good acoustic planning can help to remedy this.

Quiet zones or soundproofed individual workstations should be separated from team and communication areas. Telephone booths and small meeting rooms offer retreats for longer conversations or video conferences.

Acoustics can be improved with sound-absorbing materials, carpets, room dividers, or large plants. A simple but effective addition is a code of conduct that prohibits loud conversations or meetings in the workplace.

3. Additional organizational effort

When flexible workplaces are introduced, employees sometimes worry that they won't be able to secure a free workspace. They shy away from conflicts over spaces and rooms.

A booking system provides a remedy here: With PULT, you can offer your teams software that allows them to book desks, rooms, and zones in advance and thus make binding reservations. This ensures that everyone has fair access to the office facilities.

The automation features in PULT, such as zero-click check-in via the company Wi-Fi or a no-show rule that you define, which releases unused spaces after a short period of time, further reduce the workload for your team.

4. Data protection and co-determination

Systems for seat booking or usage evaluation collect personal data. Make sure to limit this data to what is necessary.

Employees want and need to know what data is stored, what it is used for, and how long it is retained. Otherwise, a feeling of surveillance arises.

Despite extensive options for evaluating office usage, PULT does not allow conclusions to be drawn about the behavior of individuals.

5. Habits and acceptance

Change initially creates uncertainty. It is therefore important to involve your employees in the process through workshops and surveys. Work with them to determine what they need and want for their work, how they can find balance, and what makes the office an attractive place to be.

In this way, you can address any objections fairly. In addition, you can turn the office into a place that offers things that working from home cannot.

Guide: How do I introduce flexible workspaces?

When introducing flexible workspaces, the most important aspect is to gather the opinions and needs of your employees. Your goal should be to provide them with the workspaces and other resources such as meeting rooms, quiet areas, and wellness offerings that will help them do their jobs.

1. Set a goal: Think about what you want to achieve with flexible workspaces (more freedom of movement, new space, better utilization of rooms, etc.). Set the goal and the target start date.
2. Legal basis: Clarify the legal basis right from the start.
3. Assess the current situation: Count how many spaces are actually occupied over four working weeks. Observe when offices are crowded or empty. The easiest way to do this is with PULT Presence.‍
4. Involve employees and the works council: Talk openly about goals, rules, and data protection from the outset. Take reservations seriously and take note of requests for necessary structures. Provide information about what data will be collected and why.‍
5. Determine the workplace quota: Use the usage data to calculate how many desks you really need. Plan for a buffer for peak times. Guideline: approximately 70 to 80 workstations per 100 employees.‍
6. Create a concept for your flexible workspace design: Divide the office into different zones: quiet areas for concentration, open spaces for collaboration, project rooms and retreats, break areas, lounges, or small sports areas.‍
7. Standard equipment: Set up all workspaces equally, with identical monitors, docking stations, keyboards, and adjustable desks.‍
8. Set rules: Define how to book, how long a space remains reserved, and when it is released again (no-show rule). Create a clean desk policy with simple routines for the end of the day: tidy up briefly, save documents, clear your space.‍
9. Set up a booking system: Choose workplace booking software that works on all devices, including smartphones, offers automatic Wi-Fi check-in, and provides you with reports.
10. ‍Introduction and training: Hold short training sessions to show how the booking app works, what zones there are, and what rules apply to flexible workstations.‍
11. Continuous fine-tuning: Use office insights in PULT to monitor utilization. This shows you which resources are in high demand and allows you to use these values to further adapt the office offering to the benefit of your employees.

What technology do I need for flexible workspaces?

For flexible workspace offices to function in everyday working life, a reliable technical foundation is required. This consists of booking software and the technical equipment for the workspaces and the office as a whole.

Booking software and workplace management

The booking software shows which workstations, meeting rooms, or zones are available and allows reservations to be made in advance or directly on site. Important features and functions are:

• Cross-device compatibility: on computers, smartphones, or terminals in the office.
• Integration with calendar software such as Google Calendar or Microsoft Outlook so that reservations are synchronized with appointments.
• Booking rights: adjustable by person, department, or team for workstations, zones, and rooms.
• Data protection: GDPR compliance without recording movement or performance data.

Automatic check-in via the company Wi-Fi simplifies use. Unused spaces are released after a set period of time so that they are available to others.

Equipment for rooms and work areas

• Consistent Wi-Fi in all rooms and areas
• Docking stations with standard connections
• Monitors and power connections at every workstation
• Video technology (camera, speakers, screen) in meeting and project rooms
• Optional terminals that show the office layout and available and occupied workstations

Ideally, equip your employees with laptops. This makes it very easy to switch between work locations. With docking stations, monitor adapters, or USB-C monitors, every workstation can be used equally.

What legal requirements apply specifically to flexible workspaces?

For flexible workspaces, you must adapt the risk assessment to changing users and establish rules for data protection and booking systems. Order, storage of confidential documents, and fair allocation rules are also part of legally compliant implementation.

Risk assessment for changing use

• Add changing users, daily occupied spaces, and zones (quiet/team/telephone) to the risk assessment.
• Document how each space can be quickly adapted, for example, for height adjustment, screen, lighting.
• Determine who checks after a change of use and reports if something is not working (defective chair, loose sockets, etc.).

Booking software: Data protection including GDPR

• Only collect necessary data (name, period, seat ID); no performance/behavior data.
• Comply with and justify storage periods for specific purposes (e.g., operation/billing/cleaning).
• Comply with transparency requirements: purpose, data types, recipients, deadlines, rights.
• Ensure separation of booking and time recording (no “time recording substitution” through bookings).

Equal treatment, exceptions, and accessibility

• Define fair allocation rules, e.g., booking lead time, cancellation deadlines, team quotas.
• Document exceptions: Employees with medical/ergonomic needs can be given fixed or preferentially equipped seats.
• Accessibility: for workstations and routes, filterable features in the booking software, e.g., height-adjustable table, wheelchair-accessible.

Fire safety and escape routes for changing occupancy

• Update occupancy and escape route concepts for zones and temporarily rearranged areas (project areas, rollable furniture).
• Set maximum number of people per zone and include this in the booking logic.

Training & verification

• Provide brief training on how to use the booking software, zone rules, ergonomic settings, and clean desk policy.
• Document participation and content; annual refresher recommended.

Third-party use (guests, service providers)

• Rules for guests/external parties: What data is collected, which zones may be used, confidentiality (NDA), IT access, and supervision.

Manage flexible workspaces with PULT

The concept of flexible workspaces thrives on the targeted and conscious use of workspaces and rooms. For this to succeed, employees need to know which spaces and areas are available to them and when. A workspace booking system provides the binding basis for this.

Such a booking system shows which spaces, meeting rooms, or project zones are available. Your employees can plan their working day and see when colleagues are in the office and where they will be sitting.

PULT gives you a realistic picture of actual usage: When is the office at full capacity, which areas remain empty at times, and which rooms and zones are in high demand? This data provides you with a basis for adjusting the number of flexible workspaces and refining your space planning.

• PULT Workplace and Room Booking: Make binding reservations for desks, meeting rooms, project zones, and parking spaces directly via your desktop or app.
• PULT Presence: Automatically track attendance via the company Wi-Fi to compare actual usage and booking data.
• Weekly planner: See who is in the office and when, and easily coordinate joint team days.
• Office Insights: Evaluate utilization and attendance in real time to manage cleaning cycles, energy consumption, and room allocation.

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