A fire, four makeshift locations, growing staff and suddenly barely any permanent jobs — what would be an organizational nightmare for many administrations was caused by Administration Communale de Junglinster It was a turning point in Luxembourg with around 60 employees in the town hall and a further 35 in technical service operations. The solution: A radical rethink in work organization and an introduction to modern Workplace Management with Flexopus.
State of emergency as a starting point
“While working on the roof truss, a fire broke out during the night, making large parts of our administration building unusable,” reports the administration. Within a very short period of time, replacement rooms had to be organized, IT provisionally set up and all employees had to be distributed across several locations.
What followed was improvisation under high pressure: old buildings were makeshift wired, additional rooms were rented, VPN access was set up and new notebooks were procured. “The biggest challenge was to remain able to work at all,” it says looking back.
From traditional presence model to flexible working
Before the fire, the working model was clearly regulated: fixed workplaces, classic presence culture, home office only in exceptional cases. But due to spatial fragmentation and the growing number of employees, flexible office presence suddenly became a necessity.
“We have now introduced two fixed home office days and are deliberately working with changing workplaces — also in preparation for the renovated administration building, which is to be operated almost entirely in flex mode,” explains the administration.
The moment when workplace management became essential
One year after the disaster, it was clear that more staff, less space — permanent jobs for everyone are no longer realistic in the long term. This was also the first time that a digital solution came into focus.
“At that moment, we came up with the concept of flexible workplaces, and Flexopus also came into play for the first time as a possible solution,” reports the responsible project manager Majdi Hamzeh. “After analyzing several tools, the decision was made quickly, especially as Flexopus offered the software free of charge for the first year.”
Quick implementation thanks to simple operation
The implementation was surprisingly smooth. Technical integration in particular played a major role:
“The intuitive usability and seamless connection to Exchange have made implementation much easier. Employees were able to get started right away, without any major training. ”
Yet one point remained sensitive: the departure from a permanent job.
“Long-standing employees in particular initially had respect for the change. New colleagues were significantly less afraid of contact,” it says openly. Through transparent communication, instructions and regular updates, the teams were involved step by step.
Structure, transparency and overview in everyday life
Today, Flexopus ensures clear processes in everyday working life, despite continued distribution of locations. The visual presentation of office space is particularly appreciated.
“The live plan view with building sketches is extremely helpful. Everyone can immediately see where seats are still available,” says the feedback.
In particular, the following are currently actively used:
All bookings are made centrally — via Exchange, Microsoft Teams, browser or app.
Noticeable added value for employees and organizations
The effects are clearly measurable: “All reservations are now bundled centrally and much more clearly arranged than before,” reports the administration. Employees find self-employment particularly positive:
“Many people really appreciate being able to plan their workplace, vehicle or meeting room independently via various channels. The ease of use is repeatedly praised. ”
A look into the future: The new building as a smart building
With the planned new administration building, Flexopus will play an even bigger role. Workplace, room and vehicle management should be completely digitally controlled. The current phase is already serving as practical preparation for the future flex concept.
“Once the new building is up and running, we can only really assess the full effect — but we are already consciously preparing for it,” it says.
Clear recommendation from practice
For organizations that unexpectedly lose their work environment or need to fundamentally restructure themselves, the administration has a clear message:
“Act, communicate clearly and choose a solution that can be used immediately. Flexopus immediately gave us structure, reduced uncertainty and brought all important connections directly on board. ”
Support is also particularly emphasized: “The support is very good and helps enormously with implementation and implementation. ”
conclusion
What began as a crisis situation became an opportunity for fundamental change. The municipal administration has not only reacted to the fire from an organizational point of view, but has also taken the step into a modern, flexible working environment. Flexopus became the central tool for creating transparency, structure and planning security in a phase of change and today forms the basis for the administration of the future.
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