What are we talking about?
- Assigned desks: everyone has their own desk.
- Desk sharing: fewer desks than people, according to a ratio.
- Flex office: no permanent desk assignment, under rules specific to the project.
- Desk booking (“hotelling”): a desk or space is booked in advance.
- Activity-based working: you choose the space according to the task.
- Team neighbourhoods: each team has its own area, with no assigned desks within it.
A ratio is calculated, not copied
“0.7 desks per person is the market ratio” is not an argument. The number of desks is calculated from peak-day attendance by team, the attendance policy, absences, growth, non-shareable desks and a safety margin. Try the simulator: the gap between a calculation based on the average and one based on the peak is often striking.
The conditions for success
- Enough spaces for focused work and confidential conversations.
- Lockers and personal storage.
- Simple rules: booking, length of use, clear desk at the end of the day.
- Hybrid meeting rooms that work.
- Coordinated team days, so that everyone does not come in on the same day.
- A pilot before roll-out, and measurement afterwards.
Booking and occupancy-counting tools must not become a means of monitoring individuals. Any system that collects personal information about an employee must have been brought to their attention beforehand; in companies with at least 50 employees, the works council (CSE) is consulted on the means used to monitor employees' activity (French Labour Code, art. L1222-4 and L2312-38). The CNIL (France's data protection authority) points out that a system controlling access to the premises must not be used to monitor movements within them.
Frequently asked questions
Does moving to flex office require works council (CSE) consultation?
In companies with at least 50 employees, the works council (CSE) is consulted on any major change (aménagement important) affecting health and safety or working conditions. Moving to flex office generally changes the way work is organised: the project timeline must allow for this consultation.