Better together

Matt Bailey, workplace analytics specialist at Matrix Booking explains why flexible working means FM can’t go it alone. Collaboration across multiple departments is key to delivering a successful workplace

The rise of flexible working has reshaped the way businesses operate, with far-reaching implications for facilities management. As hybrid models take hold, the workplace must serve multiple purposes for a workforce that comes and goes. For FM professionals, this means navigating complex challenges that cannot be tackled alone.

Collaboration with HR, IT, and Finance is just the start. Flexible working, and the overhaul of the workplace it demands, involves partnerships across departments, from operations to procurement and beyond. FM professionals must remain adaptable to work with a wide range of stakeholders to navigate the complexities of managing both people and places.

Flexible working presents a daunting mix of challenges, from compressed hours and four-day work week proposals to return-to-office mandates and the ongoing struggle with underused office spaces or misaligned budgets. But FM professionals are uniquely positioned to lead the charge in solving these problems, using data and expertise to bring teams together and shape a workplace that works for everyone.

The goal is clear: to create workplaces that thrive amid change while enabling businesses and employees to do the same.

ALIGNING WORKSPACES WITH EMPLOYEE NEEDS

As the champions of employee satisfaction and wellbeing, HR is a natural partner for FM. Flexible working has shifted employees’ expectations of their workplace, from how they use spaces to when and why they come into the office. FM professionals can support HR by ensuring workplaces are fit for purpose, whether that means creating collaborative spaces or accommodating fluctuating occupancy levels.

Data plays a critical role here. Occupancy sensors and workspace management tools provide insights into how office spaces are used, helping FM and HR work together to design layouts that meet employee needs. In companies with return-to-office mandates, this data can also support HR in understanding attendance patterns. By tracking trends such as when employees are most likely to be in the office and for how long, FM can help HR check that policies are practical and align with real-world behaviour, creating a better experience for everyone.

This collaboration is also essential for recruitment. Flexible working is a priority, rather than just a perk, for many candidates when deciding where to apply. By working together, HR and FM can transform the workplace into a key selling point, creating dynamic, flexible spaces that not only reflect company policies but proactively attract top talent. In today’s competitive job market, a well-designed, flexible workplace can set a company apart as an employer of choice.

THE BACKBONE OF A SMART WORKPLACE

Technology is the backbone of any flexible working strategy, and FM’s partnership with IT helps integrate workplace solutions seamlessly into the company’s operations. While many organisations turn to external vendors for tools such as desk booking systems and virtual collaboration platforms, IT remains a key partner in ensuring these tools function effectively within the broader company ecosystem.

FM and IT work closely to make booking systems, check-in apps, and other workspace tools accessible, secure, and easy for employees to use. IT’s role often involves integrating these systems with existing infrastructure, resolving compatibility issues, and providing support to employees who may encounter technical challenges. This collaboration helps employees interact with workplace technology smoothly, driving higher adoption and more reliable data collection.

When it comes to the data, external vendors typically oversee its quality and usability, while IT ensures that it is transferred securely and handled in compliance with company policies. This partnership is invaluable, as it allows FM professionals to act on data with confidence, knowing that both technical and operational aspects are covered.

MAKING THE CASE FOR CHANGE

No workplace transformation happens without funding, and Finance is a key ally in ensuring FM’s plans make both practical and business sense. Working closely with Finance, FM can build a compelling case for investments in workplace technology or redesigns, showing how these changes support both employee satisfaction and cost savings.

Procurement often works in tandem with Finance, securing the tools and services FM needs to implement these solutions. Whether sourcing occupancy sensors, check-in kiosks, or workspace management software, Procurement ensures that investments align with business priorities. For FM professionals, engaging Finance and Procurement early in the process can help avoid delays and lead to a smoother implementation.

One practical example is how occupancy data can highlight underused spaces, enabling Finance and FM to assess whether the office footprint can be reduced. By providing insights that speak Finance’s language – efficiency, cost control, and return on investment – FM builds credibility and strengthens the case for change.

LEADING THE CHARGE WITH DATA

As flexible working continues to evolve, FM professionals are uniquely positioned to lead the charge in building workplaces that support both people and business goals. Collaboration with HR, IT, and Finance is essential. And at the heart of these partnerships is data.

By using tools like occupancy sensors and workspace management software, FM can provide the insights that drive smarter decision-making. This not only helps navigate the complexities of flexible working but also keeps workplaces adaptable and focused on employee needs.

The future of FM lies in its ability to collaborate effectively, using data to bridge gaps between departments and deliver workplaces that truly work.