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WHAT IS A FLEXIBLE WORKPLACE?


Traditionally, offices are set up to provide a dedicated workplace for each individual employee. Given that not all employees are present at the same time, due to holiday, out of office assignments, sick leave or flexible working hours, different subsets of workplaces are unused throughout the week. This, in essence, constitutes inefficient use of office resources.

In a flexible workplace environment employees no longer have a dedicated workplace. Office workplaces are shared amongst employees. Employees occupy whatever workplace is free, and once they abandon that workplace it becomes available for use by another employee.

This means in practice that an organization can do with less workplaces, and as a consequence with less office space and computers.

Migrating to a flexible workplace environment can be lucrative. Depending on office location, an average workplace costs between two and ten thousand dollars annually. If an organization can do with, say, twenty percent less workplaces, the expenditure on office space and computers can easily be reduced by tens or even hundreds of thousands of dollars.

How our tooling can help you in a flexible workplace environment...

Let's say that you have equipped a thousand public computers for your students, and now you want to know if that number of computers is enough for the thirty thousand students who attend your university, or if you could do with less public computers.

With the right data, you could calculate how many workplaces you'd need to fulfill the needs of your students. The data you'd need would be: occupancy over time, and more precisely, the maximum occupancy during that period of time. This is exactly the data our tooling collects.

Let's expand on the former scenario of one thousand computers, and let's say you've gathered logon data over the last year. It is now possible to calculate, at any point in time in the entire year, the number of concurrently occupied computers.

This also provides information about the free computers at any point in time in the entire year. And also -- how many workplaces you could safely take out of production.

How our tooling can help you migrate to a flexible workplace environment...

Let's say that there is one employee, and that this employee has a workplace at the head office, where he comes once a month for, say, an afternoon. To ensure that this employee can always work, even though he hardly ever works at the head office, one workplace needs to be maintained.

Let's say that you have a hundred employees who all have their own workplace at your head office. They don't work there all the time, and they certainly don't all work at the same time. But since they all have their own workplace, in this scenario you'd still need a hundred workplaces for these hundred employees to make sure that they can always work when they need to.

With the right data, however, you could calculate how many workplaces you would need if you made your workplaces flexible, that is, how many workplaces you'd need if employees no longer had their own workplace, but could occupy any workplace that's free on arrival.

The data you'd need would be: workplace occupancy over time, and more precisely, the maximum workplace occupancy during that period of time. This is exactly the data our tooling collects.

Let's expand on the former scenario of one hundred employees, and let's say you've gathered logon data over the last year. It is now possible to calculate, at any point in time in the entire year, the number of concurrently occupied workplaces. This also provides information about the free computers at any point in time in the entire year. And finally, not only that.

The data also provide the highest occupancy during the whole year, i.e. the specific point in time when most of the hundred employees were working at the same time on their own computer.

This, in turn, provides the absolute number of workplaces you could take out of production without any of your employees ever being unable to work for lack of a free computer to work on.