Whether your business is a startup or a well-established enterprise, you need to operate efficiently if you expect to survive and grow long-term. You can invest in the latest technology and top talent, but it may not be enough to ensure success if your workspace is rigid, uncomfortable, or incapable of scaling when you need it. Here is why your organization should consider flexible workspaces and some tips for creating a flexible workspace that will adapt to your needs.
What is a Flexible Workspace?
A flexible workspace is a type of environment where employees can work in different locations throughout their shifts. Workers can choose where they work based on their preferences and the particular demands of their positions.
The concept of flexible workspaces makes it easier for organizations to adapt to shifting needs. Unlike traditional spaces, these types of setups give workers more options and can help organizations make the most use of the space they have.
Essential Aspects of a Flexible Workspace
There are several important aspects of flexible workspaces to consider:
1. Location
Most businesses require a variety of workspaces to operate efficiently. These include things like offices, conference rooms, break areas, and storage spaces. Some are fixed spaces, and others are more suitable for flexible workspace options.
2. Hours
Many flexible workspaces also offer flexible hours so the spaces can be shared. If everyone is working the same shift, this strategy wouldn’t be viable.
3. Accessibility
Accessibility refers to how easy it is for someone to enter and exit an area safely. If an area also requires being accessible to vendors or visitors, it must be safe for them to access.
4. Design
When choosing flexible working spaces, companies should choose the solutions that will work best for their needs. For example, there are open-concept offices, mobile workstations, quiet zones, huddle rooms, and other possible solutions.
5. Cost
Depending on the size of your business, you’ll want to consider the cost of implementing flexible workspaces. However, you should also consider the efficiencies you’ll achieve, including savings due to increased productivity.
How a Flexible Workspace Can Benefit Your Business
Flexible workspaces are becoming increasingly popular among businesses and workers for a variety of reasons. Here are some of the ways these solutions can benefit your business:
- Improves Productivity — Flexible design spaces allow employees to have their work materials in the areas that fit their tasks, making it easier to stay engaged and productive.
- Drives Collaboration — Instead of having employees in closed-off offices or corners, many flexible workspaces are more open, which invites more teamwork and collaboration.
- Improves Safety — Some workplaces require that employees travel back and forth to centralized locations to deliver or receive information. The technology incorporated in flexible workspaces can reduce or eliminate these unnecessary trips, which can improve employee safety.
- Saves Costs — Flexible workspaces allow for co-working and shared spaces, meaning businesses need less space to accomplish the same work. This can significantly save on costs.
- Helps With Employee Retention — When employees are more comfortable where they work, they are happier and less likely to leave. This leads to reduced turnover and the ability to attract top talent.
- Better Adaptability and Scalability — Another benefit of flexible workspaces is that they allow business owners the freedom to adjust the space as business conditions change and evolve.
- Delivers a Better Customer Experience — The improved efficiency and productivity you experience from using flexible workspace can also elevate the customer experience. For example, customers might receive orders faster or have to deal with fewer human errors.
10 Tips for Creating a Flexible Workspace That Adapts to Your Needs
If you’ve decided to implement a flexible workspace, you don’t want to simply choose the easiest or cheapest option. Those might not provide the utility and benefits your organization needs. Here are ten tips for creating a flexible workspace that adapts to your needs:
1. Assess Your Business Needs
Start by considering what your business wants to achieve by using flexible workspaces. Do you need more productivity, greater collaboration, or fewer errors? Keep these goals, as well as your daily workflows during this process in mind.
2. Evaluate Your Current Workspace
Next, thoroughly review your current workspace. What areas tend to fall short? Identify key areas where you could use some improvement. These might be areas where frequent errors occur, you experience employee injuries, or there tend to be bottlenecks in your workflows.
3. Consult With Your Employees
One way to ensure your flexible workspace will fulfill the needs of your organization is to have employees be active participants in the design and planning stages. Ask them about their biggest challenges and allow them to collaborate on ways to solve them.
4. Consider Your Technology Requirements
Most businesses today are either already using or plan to implement advanced technology into their workflows. Consider how you will incorporate technology into your flexible workspaces. For example, if you are using mobile workstations, will you include laptops or tablets? Will your workers need scanners or other technology solutions?
5. Plan Your Flexible Workspace
With the feedback you’ve received and your requirements in mind, you can create a plan for your flexible workspace. This would include things like mobile workstations, quiet zones or private spaces, amenities, and more.
6. Emphasize Ergonomics
Ergonomics directly impact the well-being and productivity of your employees. As you design flexible workspaces, consider ways to make them more comfortable for employees of every height and for those with various limitations. For example, mobile workstations have adjustable heights and moveable screens, which reduce strain.
7. Ensure Easy Flow and Navigation
Flexible workspaces should be easy to navigate and move around. Avoid clutter, as it can impede movement and productivity. Keep pathways between various work areas clear so employees can get work done without disruption or safety issues.
8. Create a Transition Plan
Next, create a transition plan for your flexible workspace. When will you purchase and configure the equipment? How will you phase in its use?
9. Train Your Employees
Don’t forget to allocate some time and resources to training your employees on the best use of flexible workspaces. Employees understand how to make them ergonomically sound and productive.
10. Gather Feedback and Make Adjustments
Your work isn’t over once you implement your ideas. It’s always a good idea to continue gathering feedback as conditions change. This will allow you to make adjustments so your flexible workspace will be as effective as possible.
Flexible workspaces have become essential as companies adapt to increased competition, changing market conditions, and evolving work styles. These tips for creating a flexible workspace will help your business attract and retain top talent, deliver a better customer experience, and be ready to embrace business growth.
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