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

Krämer IT Service GmbH is represented at three locations and employs over 180 people. Everyday work is very dynamic: Many colleagues move regularly between locations or use so-called flex desks instead of fixed desks.

However, this flexible way of working brought new challenges. Without clear transparency about workplace and space use, the organization became increasingly complex. This is exactly where Lukas Linnenbach came in as part of his final project: Workplace Management should not just remain a theoretical concept, but should also solve a real problem from everyday business life.

The project was particularly exciting due to the connection with the existing building and house control system, such as automatic heating control, based on room occupancy. The result was a future-oriented and sustainable digitization project.

Flexible office presence as part of everyday life

At Krämer IT Service, the use of home office and office presence varies greatly depending on the area of activity. While technical sales representatives mostly work locally, development and software teams use home offices intensively. Many employees decide spontaneously whether they would prefer to work from home or in the office. A look at the Flexopus Live Plan will help them make that decision.

A central approach was decisive: It should be possible to map all working models in one system so that the hurdle against new software remains as low as possible.

The starting point: Lack of structure combined with increasing flexibility

The concrete impetus for the project came from my own day-to-day work. Together with Oliver Zeitz, Lukas Linnenbach developed the workplace management concept from scratch.

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

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

Flexopus: Step-by-step introduction instead of radical change

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

“We needed to standardize or define some processes more clearly, particularly in the area of workplace standards. Overall, however, it was more a structured development than a complete break,” says Mr. Linnenbach about the introduction of the software.

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

• Workplace standards have been harmonised
  
• Clearly defined booking processes
  
• Use scenarios coordinated together
  

This is how Flexopus is used in everyday life

Today, Flexopus is firmly integrated into everyday working life: employees book their Flex workstations daily via the system, the administration organizes recurring meeting rooms centrally, and the display app shows current occupancy directly on site. Queries are thus reduced and spontaneous coordination in the office is significantly facilitated.

Measurable benefits: comfort meets energy efficiency

Since the introduction, there have been clear improvements, both organizationally and sustainably.

A particular highlight is the technical integration: Using API queries, heaters are automatically controlled based on Flexopus bookings. Rooms are only heated when they are actually being used. The result: higher energy efficiency, reduced operating costs and more sustainable use of buildings.

The feedback from employees is also 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 much more than just a training task. The introduction of Flexopus combined practical relevance with real business benefits and was therefore rated very well.

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

Recommendation to companies and trainees

Krämer IT Service recommends a pragmatic approach to companies thinking about workplace management: “Just start, try out a trial version and play through your own setup. It is often apparent within a few days how much added value such a system can create.”

A workplace management project can also be an ideal thesis for trainees: practice-oriented, technically demanding and with measurable impact.