How Krämer IT Service GmbH combines Flexopus Workplace Management and energy efficiency

Krämer IT Service GmbH has three locations and employs over 180 people. The daily work routine is characterized by high dynamism: Many colleagues regularly switch between locations or use so-called flex desks instead of fixed desks.

However, this flexible way of working brought new challenges. Without clear transparency regarding workplace and space usage, the organization became increasingly complex. This is exactly where Lukas Linnenbach began his final project: workplace management should not remain merely a theoretical concept, but should solve a real-world problem encountered in everyday business operations.

The project became particularly exciting through its integration with existing building and home control systems, such as automatic heating control based on room occupancy. This resulted in a future-oriented and sustainable digitization project.

Flexible office presence as a lived reality

At Krämer IT Service, the use of home office and office presence varies greatly depending on the area of activity. While technical field service employees predominantly work on-site, development and software teams make intensive use of home office. Many employees decide spontaneously whether they prefer to work from home or in the office. A look at the Flexopus Live plan will help them make this decision.

A key aspect was the ability to map all work models within a single system, thus keeping the barrier to new software as low as possible.

The starting point: Lack of structure amidst increasing flexibility

The specific impetus for the project arose from one's own daily work routine. Lukas Linnenbach developed the workplace management concept from the ground up, together with Oliver Zeitz.

“One of the biggest challenges was the lack of standardization of workplaces. “Without a unified system, it was difficult to plan flexibly, to optimally utilize spaces, or to create transparency regarding occupancy,” says Mr. Linnenbach.

Rigid organizational models no longer fit the increasing flexibility within the company. A digital solution was needed.

Flexopus: Gradual introduction instead of radical change

The implementation of Flexopus began with a detailed analysis of the requirements and needs of the employees. A special focus was placed on onboarding in order to achieve high acceptance among employees.

“We had to standardize or define some processes more clearly, especially in the area of workplace standards.” “Overall, however, it was more of a structured evolution than a complete break,” said Mr. Linnenbach regarding the software’s launch. 

Some of the processes that Krämer IT Service had to define:

• Workplace standards have been standardized.
  
• Booking processes clearly defined
  
• Usage scenarios jointly agreed upon
  

This is how Flexopus is used in everyday life today.

Today, Flexopus is firmly integrated into everyday work life: Employees book their flex workspaces daily via the system, the administration centrally organizes recurring meeting rooms, and the Display App shows current occupancy directly on site. This reduces the number of follow-up questions and significantly facilitates spontaneous coordination in the office.

Measurable benefits: Comfort meets energy efficiency

Since its introduction, clear improvements have been evident, both organizationally and sustainably.

A particular highlight is the technical integration: Heating systems are automatically controlled via API queries based on Flexopus bookings. Rooms are only heated when they are actually in use. The result: higher energy efficiency, reduced operating costs and more sustainable building use.

The feedback from employees has also been consistently positive. The following are mentioned particularly frequently:

• the elegant user interface
  
• the intuitive usability
  
• the low barrier to entry when using

A final project with real added value

For Lukas Linnenbach, the project was far more than a training assignment. The introduction of Flexopus combined practical relevance with real business benefits and was accordingly rated very well.

His conclusion: “The project was practical, relevant and created real added value. I would do it exactly the same way again anytime.

Recommendation to companies and trainees

Krämer IT Service recommends a pragmatic approach to companies considering workplace management: “Simply start, try out a trial version and test your own setup.” Often, within a few days, it becomes clear how much added value such a system can create.”

For trainees, a workplace management project can also be an ideal final project: practice-oriented, technically demanding and with measurable impact.