Flexopus as a support for the sustainability strategy at Kai Otto Architekten

The efficient design of workspaces and rooms also significantly influences the carbon footprint of offices and companies. Through transparent desk and room booking, optimal space utilization, and the reduction of unnecessary equipment, Flexopus helps achieve both ecological and economic goals. Hybrid work models are not only better organized but also implemented in a resource-efficient manner. This makes Flexopus an important component of any modern sustainability strategy – including at Kai Otto Architects.

About the company

Kai Otto Architects is an architectural firm headquartered in the center of Munich. The firm focuses on sustainable and energy-efficient construction as well as the renovation and refurbishment of existing buildings.

The architectural firm not only implements sustainable strategies for its clients but also places the highest value on sustainability, its ecological footprint, employee satisfaction, and efficient space utilization in its own office management. Since May 2022, they have been using the desk sharing app Flexopus for desk and room booking.

Our contact person, Ina Bundschuh, answered all our questions about efficient workplace management in an interview.

What triggered the need to address workplace management?

Ina Bundschuh: With the rapid growth of our team, our previous work organization reached its limits. Previously, booking desks and meeting rooms was done exclusively via the internal calendar, which became increasingly confusing. The goal of introducing a workplace management system was to create transparency, distribute resources more efficiently, significantly increase space efficiency, and optimally support hybrid working.

Why did you choose Flexopus?

Ina Bundschuh: We were looking for a solution that is intuitive to use and easy to integrate into our existing processes. Flexopus impressed us with its clear user interface, simple booking logic, and the ability to flexibly map different desk types. It was particularly important to us that employees can see at any time who is in the office and which desks are available.

How does using Flexopus specifically contribute to your sustainability strategy?

Ina Bundschuh: Flexopus allows us to use our office space much more efficiently. Desks for part-time or remote employees can be shared, which reduces the overall space requirement. Furthermore, we do not need to provide individual desks with technical equipment like monitors, keyboards, or docking stations for every employee. This saves resources and supports our commitment to sustainability.

What measurable results have you achieved since introducing Flexopus?

Ina Bundschuh: We will have concrete, measurable figures next year. However, it is already clear that desk utilization has been significantly optimized. Initially, setting up mobile workstations led to a short-term increase in our carbon footprint because new devices, screens, and other equipment had to be purchased. We do, however, expect measurable improvements regarding space, energy consumption, and equipment.

What do you like most about Flexopus and what is missing?

Ina Bundschuh: We particularly appreciate the ease of use and the clear overview of our office space occupancy. Flexopus makes it possible to organize hybrid work efficiently. In the future, an even tighter integration with our communication tools would be desirable to make bookings even more seamless in our daily work routine.

What tips would you give to other companies pursuing similar (sustainability) goals?

Ina Bundschuh: We recommend defining clear targets for space and resource usage early on and actively involving employees in the process. Transparent communication about the benefits of a system like Flexopus promotes acceptance. It is also worthwhile to systematically measure sustainability effects to make long-term improvements visible.

If you had to summarize your success in one sentence: What has changed the most for you since using Flexopus?

Ina Bundschuh: Thanks to Flexopus, we are using our office space much more efficiently and have created a future-proof model that combines flexibility with sustainability.

Fazit

The architecture firm uses Flexopus to achieve long-term, sustainable goals. They skillfully combine resource conservation for environmental targets, employee satisfaction, and cost savings, using Flexopus as their workplace management software.

Kai Otto Architekten are demonstrating a pioneering spirit, showing that they operate from the inside out as a company. The workplace management software Flexopus supports their existing processes and simplifies administration and office management for their Munich office.