How Krämer IT Service GmbH combines workplace management and energy efficiency with Flexopus

The Krämer IT Service GmbH operates from three locations and employs over 180 people. The daily work routine is highly dynamic: many colleagues regularly switch between locations or use flex desks instead of assigned workstations.

However, this flexible way of working brought new challenges. Without clear transparency regarding workspace and room usage, organization became increasingly complex. This is exactly where Lukas Linnenbach focused his final project: Workplace Management was not meant to remain just a theoretical concept, but to solve a real-world problem in the company's daily operations.

The project became particularly exciting through its integration with the existing building management system, such as automatic heating control based on room occupancy. This resulted in a forward-looking and sustainable digitalization initiative.

Flexible office presence as a way of life

At Krämer IT Service, the use of remote work and office presence varies significantly depending on the area of activity. While technical field staff work primarily on-site, development and software teams make intensive use of remote work. Many employees decide spontaneously whether they prefer to work from home or in the office. A glance at the Flexopus live plan helps them make this decision.

A central approach was crucial: all work models had to be represented in one system so that the barrier to adopting new software remained as low as possible.

The starting point: Lack of structure amidst growing flexibility

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

“One of the biggest challenges was the lack of standardization for workstations. Without a unified system, it was difficult to plan flexibly, optimize room utilization, or create transparency regarding occupancy,” says Mr. Linnenbach.

Rigid organizational models no longer fit the increasing flexibility within the company. A digital solution became necessary.

Flexopus: Gradual introduction instead of radical change

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

“We had to standardize or more clearly define some processes, especially regarding workstation standards. Overall, however, it was more of a structured evolution than a complete break with the past,” says Mr. Linnenbach regarding the software rollout. 

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

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

How Flexopus is used in everyday life today

Today, Flexopus is firmly integrated into the daily work routine: employees book their flexible workstations via the system every day, administration centrally organizes recurring meeting rooms, and the Display App shows current occupancy directly on-site. This reduces inquiries and makes spontaneous coordination in the office significantly easier.

Measurable benefits: Comfort meets energy efficiency

Since its introduction, there have been clear improvements, both organizationally and in terms of sustainability.

A particular highlight is the technical integration: via API queries heating is automatically controlled 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 usage.

Employee feedback has also been consistently positive. Frequently mentioned highlights include:

• the elegant user interface
  
• the intuitive usability
  
• the low barrier to entry for users

A final project with real added value

For Lukas Linnenbach, the project was much more than just a training assignment. The introduction of Flexopus combined practical experience with real corporate benefits and was rated very highly accordingly.

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

Recommendation for companies and trainees

For companies considering workplace management, Krämer IT Service recommends a pragmatic approach: “Just get started, try out a trial version, and test your own setup. It often becomes clear within a few days how much added value such a system can create.”

A workplace management project can also be an ideal final thesis for apprentices: it is practice-oriented, technically challenging, and delivers measurable impact.