Navigating The New Norm: Facilities Managers' Role In Shaping Successful Flexible Workspaces
With the arrival of the Flexible Working Bill into UK law, hybrid work policies will continue to be rolled out within businesses across the UK. In fact, 28% of Britain’s adult workforce reported that they were working on a hybrid basis over the winter of 2022-23. In recent months, as the professional habits of the pandemic endure, organisations have been looking at ways in which to entice people back into the office more days of the week; and now, with the new Flexible Working Bill giving employees all the more freedom in their choice of workspace, this mission to get staff back to this office has gained a new note of important. As businesses seek to bring employees back together, facilities managers now face the challenge, and the opportunity, of providing companies with a workplace that does just that.
While many companies want to see a return to the office, flexible work is about finding a good balance between both in-person and home working. It is critical, therefore, that businesses and their employees can effectively implement this ‘flex’ policy without too much of a burden on their working week. Facilities managers, the key to well-run workplaces across the UK, have an important role to play as the UK cements its commitment to flexible working. So, what must facilities managers consider as more businesses look to adjust their working policies?
Who’s In And Who’s Out?
The Flexible Working Bill gives employees permission to make two ‘flexible working’ requests within a 12-month period. Although under the new law, employers can still deny this flexibility, the onus is now on the company to prove why flexible working would legitimately hinder an employee’s ability to do their job, before they can dismiss a request. Moreover, increased social pressures surrounding flexible work are forcing businesses to reconsider existing ways of working and how they might adjust to the demand for flexibility from their employees.
As policies update and requests for flexible work land on desks, those managing and running office spaces will have to ensure they are prepared for this change. With more people coming and going throughout the week, facilities managers should consider what impact this will have on the day-to-day running of their space.
Security And Safety
It’s easy to keep track of a business that has all its employees around five days a week; however, as schedules and working hours become more flexible, facilities managers will need to consider any new security measures that should be implemented, such as CCTV, access-controlled doors, or security hire to ensure the building can accommodate those who may choose to work outside of the usual ‘nine to five’.
Supporting Businesses With Amenities
To encourage a hybrid and balanced approach to working, facilities managers of serviced or flexible offices can support employers by maintaining and introducing a range of in-office perks and amenities that make the ‘office days’ more exciting, comfortable, and collaborative for teams. Things like meeting rooms, private booths, break-out spaces, and kitchens should be reviewed and updated to make sure there are both collaborative and private spaces to conduct work. Moreover, amenities such as social spaces, gyms, and end of trip facilities provide an incentive to draw workers back to the office by promoting both comfort and accessibility.
Operational Efficiency
Facilities managers should ensure flexible work arrangements can be provided with minimal disruption to the day-to-day operations of employers. Using technology to better understand how and when certain spaces are being used can support operational efficiency, e.g., for monitoring energy use, cleaning schedules and desk or room bookings. With potentially less people in the office, it is smaller maintenance problems that are more likely to go unnoticed. Facilities management processes should be reviewed and updated regularly to ensure that the building is running as efficiently as possible, and that client expectations are continuously met.
Communication
Effectively communicating to building residents that flexible work options are available - whether it’s upsizing or downsizing office space - will enable facilities managers to accommodate requests more easily and plan ahead. With a good facilities management team on hand, changes to office layouts and ad hoc requests from businesses looking to adapt can be responded to quickly, and will aid in transforming buildings and office spaces to be in line with modern working requirements.
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