The Volksbank Forum: A showcase desk sharing project

Banks and offices in banks are dusty and inflexible? Then we would like to take this opportunity to convince you otherwise!

With around 760 employees and total assets of 6 billion euros, Volksbank Mittlerer Neckar eG is one of the largest employers and one of the largest public and Raiffeisen banks in the region. Modern spaces with well-thought-out work zones and flexible working are paramount for the company: This concept is organized with Flexopus. All 760 employees have the opportunity to book one of the almost 300 workplaces and around 150 parking spaces at the Volksbank Forum: That means full flexibility.

Volksbank Mittlerer Neckar eG tells us how they are doing after just over a year of hybrid work, desk sharing and using our workplace management software.

Eight locations melt into one forum: A well-thought-out concept meets intuitive booking software

With the opening of the Volksbank Forum in Wendlingen am Neckar in spring 2025, all internal areas, previously spread over around eight locations, were centralized in a new office building. “The Volksbank Forum” stands for a new, sustainable, flexible way of working. “Our office spaces follow a modern workplace concept with various types of rooms: There is a suitable location for every job — functionally equipped and thoughtfully designed,” reports Gabriel Wagner, our contact person at Volksbank Mittlerer Neckar eG.

The Covid-19 pandemic accelerated the change: Mobile working was quickly integrated into everyday life at Volksbank Mittlerer Neckar eG, while at the same time the office remains central to cooperation. In order to combine flexibility and efficient use of space, Volksbank Mittlerer Neckar eG uses a sophisticated desk sharing concept — managed with Flexopus.

Even before moving to the new Volksbank Forum, the software was tested as a pilot at the former locations. The decision was made quickly. “Thanks to the user-friendly interface, we already had very positive experiences with Flexopus in the pilot phase,” says Gabriel Wagner.

Today, all workplaces, various types of rooms and parking spaces are booked centrally via Flexopus.

Efficient use of space: spontaneity meets efficiency in everyday life

“Around 40 percent of employees regularly work remotely,” describes Gabriel Wagner from Volksbank Mittlerer Neckar eG. The combination of mobile and on-site work ensures a very balanced utilization of office space. Workplaces and parking spaces are neither permanently blocked nor overloaded.

According to Gabriel Wagner, spontaneous bookings in particular are decisive for everyday hybrid working life: “When spontaneous bookings have to be carried out, this is possible at any time via Flexopus and creates real added value.”

The clear structure of bookings thus prevents the typical problems of uncontrolled desk sharing, such as occupied but unused workplaces or uncertainty about where colleagues are sitting.

Zones adapted to requirements: This is how New Work works

Volksbank Mittlerer Neckar eG's new office building follows a clearly structured workplace concept: Different activities require different work environments.

Instead of traditional, uniform office space, the bank uses various work zones that are specifically tailored to different needs. Depending on the task, employees can choose the appropriate workplace and book it easily via Flexopus.

The Volksbank's concept for the Forum is as follows:

• Focus workstations for concentrated work
• Collaboration areas for teamwork and exchange
• Well-equipped meeting rooms
• Well-thought-out spaces for relaxation and breaks

This clear structure creates a work environment that is both productive and pleasant. Employees decide flexibly where they want to work, for a specific purpose or in addition to their favorite colleague, using Flexopus' practical favorites function.

Measurable results through data analyses: more transparency, better predictability, less idle time

Following the introduction of Flexopus, Volksbank Mittlerer Neckar eG was able to observe several positive developments and clearly measure and evaluate them using Flexopus' integrated analysis tool.

Since the introduction of Flexopus, transparency about the use of work and parking spaces has increased particularly noticeably. Instead of gut feeling, there is now reliable data on how much the space is actually being used — and which areas are in demand when and how.

This offers several advantages in everyday life:

• Significantly better predictability in day-to-day business
• Well-founded decisions relating to workplace concepts and space requirements
• Targeted optimization of individual zones and resource types
• A happier, more efficient team
  

“The evaluations in Flexopus enable us to precisely understand the utilization of our premises and make well-founded decisions on this basis,” says Gabriel Wagner.

Another result: workplaces and parking spaces can be optimally coordinated. Employees can book spontaneously without unnecessarily blocking resources.

In short: Flexopus analyses not only ensure a good user experience, but also make space use controllable and much more efficient.

Employee feedback: “Full flexibility at last.”

A new way of working only works successfully in the long term if it is accepted and lived by the team. The feedback from the teams was therefore particularly important for Volksbank Mittlerer Neckar eG.

“The feedback has been consistently positive,” — Gabriel Wagner, Corporate Communications.

Many employees particularly highlight the ease of use of Flexopus. Whether on a laptop in the office or on the go, booking a workplace or a meeting room is intuitive and effortless.

Transparency is also particularly appreciated:

• Suitable workplace types can be selected in a targeted manner
• available rooms are visible at all times

This creates planning security in everyday working life.

One sentence is particularly common in feedback — and aptly describes the effect of the new way of working: “We benefit from full flexibility.”

For Volksbank Mittlerer Neckar eG, this feedback shows that Flexopus enables exactly what modern work concepts require: flexible use of office space without losing structure or overview.

Recommendations for action and tips for introducing desk sharing

Based on its own experience, Volksbank has clear recommendations for companies that would also like to introduce a flexible workplace concept:

1. Create transparency
   Employees must be able to identify which workplaces and rooms are available at any time. Tools such as Flexopus form the basis for this.
   
   
2. Offering a variety of workplace types
   It is not the quantity but the fit that counts. For focus work, collaboration, exchange or relaxation, appropriate room concepts are required.
   
   
3. Focus on simplicity
   Good solutions work when they can be used without the need for explanation. An intuitive booking tool is a decisive success factor here.
   

One year of Flexopus: A resounding success

One year after the introduction, it is clear that Volksbank Mittlerer Neckar eG's modern workplace concept works wonderfully.

The combination of hybrid work, clearly structured work zones and support from Flexopus has made it possible to use office space efficiently while creating an attractive working environment.

Employees benefit from greater flexibility and transparency in their day-to-day work. The company, in turn, gains valuable insights into the use of office space and can further develop it based on data.

Or how our contact Gabriel Wagner summarizes the success in one sentence:

“Flexopus enables us to use our workplace in a modern, flexible and at the same time reliable way — and has thus made our hybrid working routine significantly easier and more efficient. ”