What does a flexible office look like?

Flexible working is any arrangement that moves beyond the traditional 9-to-5 office schedule. It allows employees to choose when, where, and how they work. This could mean working remotely, following a hybrid schedule or using hotdesking (1).

There are also Results-Oriented Work Environments (ROWE), where performance is measured by output rather than hours spent at a desk.
Instead of traditional cubicles, you will find open areas, private pods and casual zones. The idea is to give employees control over their environment to boost comfort and productivity.

As you design your office space to mimic the flexible work schedules, below are the key elements to pay attention to during the design phase:

Modular and adaptable furniture

Think of sit-stand desks to promote healthier work habits, foldable tables for easy rearrangement during meetings, and movable partitions that allow you to switch from an open-plan setup to private focus areas.

This flexibility empowers employees to shape their workspace for collaboration or privacy when needed. It is also a smart way to future-proof your office since you can easily reconfigure the space as your team grows.

Hotdesking and shared workstations

The goal here is to move away from assigned seating and encourage a collaborative environment. Instead of fixed desks, employees can choose where to work based on their tasks – whether that is a quiet corner for focus time or a shared table for impromptu brainstorming sessions.

This approach maximises space and encourages cross-team collaboration. It works particularly well in creative industries or fast-paced sectors where spontaneous interactions are encouraged.

Multi-functional meeting rooms & pods

With these spaces, you can have rooms that can take on any shape and form. Consider flexible meeting pods that can be soundproofed for privacy while remaining accessible for collaborative work.

Most businesses in London are embracing meditation corners, casual seating, and even game areas to promote relaxation and mental well-being. Research shows that mindfulness practices can result in a 27% reduction in employee stress and a 26% increase in task focus.

Areas for wellness or breakout zones

Every employee will appreciate some break time in a well-designed space. Chill-out corners and casual seating provide opportunities for staff to disengage from their desks and recharge.

Breakout zones also encourage casual collaboration. A quick conversation in a relaxed space can spark new ideas more effectively than in a formal meeting room.

When designing wellness spaces, you want to balance functionality with comfort. Well-thought-out breakout zones help improve focus and contribute to a more motivated workforce.

Smart tech integration

The reason for integrating smart technology into your office is to make everyday tasks more efficient. IoT-enabled workspaces allow employees to adjust lighting or desk settings using a smartphone or voice command.

Touchless controls, such as automatic doors or voice-activated devices, are also becoming standard in modern offices.

Beyond convenience, tech integration also improves collaboration. Platforms like Microsoft Teams Rooms offer hassle-free video conferencing, while smart scheduling systems optimise meeting room usage

As you work on redesigning your office space to embrace flexible working, here is a list of benefits you should keep in mind:

Work how you want, where you want

Not every great idea is born in a boardroom. These office setups may offer casual lounges, which allows your teams to brainstorm in relaxed spaces.

Additionally, these environments allow employees to switch between focused work and collaboration. This leads to better engagement and retention.

Say goodbye to half-empty offices

Most modern work arrangements, especially hybrid working schedules, often leave offices half empty. A flexible office setup fixes this issue by allowing you to scale the business space according to demand. All you need to do is align your office space with actual occupancy to achieve cost savings and create a more responsive work environment.

Cut costs without cutting corners

Flexible workspaces can help your business reduce overheads without compromising quality. You can move away from fixed desks and adopt hotdesking or shared workstations to optimise space utilisation and save on rent, furniture, and energy costs. Hot desking can reduce spending by up to 30%. That way, you avoid the financial strain of long-term leases.

How to create more flexible spaces in your office

Want to introduce flexible workspaces without a complete overhaul? Start small and adapt as you go. Try turning a section of your office into a hotdesking zone—giving employees freedom while making the most of your space.

Consider giving each space a dual purpose, for example, a meeting room that also serves as a quiet focus zone when not in use. Not everyone thrives in a hotdesking environment, so strike a balance – offer a mix of bookable desks, open workstations, and dedicated quiet areas to accommodate different working styles

(1) See more: What is hot desking & how can it boost workplace productivity?