Tech startups happen to be not only some of the most innovative businesses out there in terms of products and services, but they also tend to be at the forefront of innovations in how we work.

It's not uncommon to see a slide, nap room, game room, private cubicles, and open office spaces within tech commercial spaces and that's because all in all, they use flexible workspaces to prioritize employee well-being.

Not only that but tech companies were probably at the forefront of hybrid work, allowing employees to combine remote working and in-office hours throughout their work week, even before the pandemic.

The tech industry continues to redefine workspaces by adopting an employee-first approach to designing offices that are flexible, collaborative, and personal.

In this article, we'll take a look at what flexible work is and offer some key strategies, tech companies use themselves, for designing flexible spaces.

What is Flexible Office Space?

Flexible office space is a type of workspace that provides employees with various places and ways to complete tasks in a way that suits their specific needs. Unlike traditional offices it accommodates a range of work styles that benefit every type of employee, allowing teams to work where, when, and how they want.

Why are Flexible Workspaces Important?

Have you ever sat staring at a blank, grey cubicle wall, because you felt bored and isolated?

How about lowering your voice to a whisper when you were on a sales call trying to negotiate in a less than private open office because you didn't want others to hear?

Oftentimes an office layout only includes spaces that cater to one type of employee. The one who can focus at their desk on end with limited interaction, or the extroverted one who doesn't mind doing everything in front of everyone.

But there are so many different styles of work between these two and flexible spaces are important because they create environments that take this into account.

If flexible spaces are truly beneficial for all, why are they so prominent in tech companies and startups?

The Pros & Cons of Flexible Work

• Why Flexible Work?

  1. Firstly flexible work and workspaces, benefit employees in numerous ways. If it's hybrid work then it helps to promote a work-life balance and reduce commute times. If it's multi-use office space then it gives employees freedom of work, accommodates their work styles, relieves pressure that may come from having to conform to a particular work style, and more.

  2. Secondly, it poses numerous benefits for companies as well. These types of jobs are in demand which means companies can attract top talent, increase their productivity, and even save money in the long run.

• The Challenges of Flexible Work

  1. One main challenge is in maintaining team cohesion. It may be more difficult to collaborate with other team members or hold meetings, when some are in-person, and others are on Zoom, though this can easily be overcome with advanced scheduling and expectations of meeting location.

  2. Also, ensuring equitable opportunities are available to each employee is a challenge because everyone is not working on the same thing, at the same time, in the same place. Providing for diverse work styles also means that opportunities must be more diverse.

  3. A final challenge flexible spaces may present is how to manage remote work effectively. How can you know people are working when they are at home, how can you track milestones and consider promotions?

Creating a Flexible Workspace: Key Strategies

There are numerous ways tech companies, startups, and every company in between create flexible workspaces. Below are the most common areas that offices create to be utilized by employees as well as technology that also helps achieve this and internal systems.

Hot Desking and Flexible Seating:

• WeWork describes hot desking as a system that allows stationary desks to be used by different people at different times.

  • This means your company will always have a range of desk styles available for a variety of employee preferences. Employees will also never have to use the same desk day after day and can instead choose where they want to work. Another added benefit is that employees who work some days from the office also always have a desk to work from.

  • Your company could have an open area of desks and tables, an area of simple cubicles, or a comfortable more work-hybrid lounge area. People can choose where they want to be and at which time of the day and week. It's also important to prioritize a range of seating options. Office desk chairs, sofas, and modular seating offer just as much in terms of diversity.

Collaboration Zones:

• Collaboration zones are areas where small and large teams can meet together to discuss, finish projects, and ultimately work together without distracting others.

  • Creating dedicated spaces around the office for team meetings and brainstorming sessions should remain a priority. It's important to allocate specific rooms for this task.

  • Other, more innovative collaborative spaces include coworking spaces, multi-media meeting rooms, patio, and green areas, as well as open lounges with comfortable seating.

  But maybe it isn't all about work. Many tech companies as well as startups have added game rooms, free cafeterias, mock cafes, nap areas, and much more which improve employee well-being, and morale and ensure they take necessary breaks through the day. After all, CoAdvantage states that for 8 hours in a day employees on average spend less than three actually working.

Quiet Zones:

• Quiet zones can best be described as areas of total and complete focus. And while for some total focus may be achievable in an open office or collaborative space, quiet zones can exclude phone calls and online meetings.

  • By providing private spaces for focused work, employees who find they need distraction-free desks and cubicles have the option to work in their desired setting.

  • You can also employ a number of soundproofing techniques and noise-reduction strategies that include acoustic ceiling tiles, mobile partition walls, and general room dividers.

Leveraging Technology:

• Technology plays a significant role in flexible office spaces as it allows teams to remain connected and virtually collaborative and communicative despite their location.

  • Communication and Collaboration Tools:

    • Use real-time communication tools like Microsoft Teams and Slack as quick messaging tools that can also be used as markers for when people are available or absent.

    • Asynchronous communication tools including email and project management tools can be used to create, track and set goals and deadlines. Used with flexible spaces they can help to reduce the amount of meeting times.

Fostering a Strong Company Culture:

• Why many companies still haven't gotten on board with the flexible workspace and hybrid models of work may have something to do with management. How do you create a strong team that can work together, towards the same companywide goal all while making sure everyone is doing their part? Here's how:

  • Regular Check-ins and Virtual Social Events:

    • Whether they be meetings, team-building events, or just a quick email, building relationships, and fostering a sense of community can be done with regularly scheduled check-ins.

  • Employee Recognition and Rewards:

    • It's not so hard to celebrate achievements when everyone is in the office, no matter which space they are working from but acknowledging and appreciating contributions, both in-person and remote can help build a strong sense of company unity.

  • Mental Health Support:

    • While flexible spaces in themselves promote well-being, providing resources and programs to support employees' mental well-being should be a top priority.

Conclusion

Tech companies and innovative startups are at the forefront of flexible office space because they are the companies already on the cutting edge of what's possible and they can value the benefits of flexible working and having hybrid employees even while navigating their challenges.

They've especially learned to design a variety of unique spaces that accommodate a range of work (and break) styles from individuals who need hyper-focused spaces to collaborative teams.

Because of how people choose to work nowadays and the improvements to their well-being with reduced costs for companies, hybrid work styles, and flexible offices will likely continue to be a major factor in which companies workers apply.

These trends in work influences on how offices are designed are long overdue but a welcome change for those who truly value creating companies that are at the forefront of innovation.

Already working from home and want to create a more flexible work-from-home space? Read this article!