As energy costs rise and the pressure on companies to operate sustainably grows, optimizing operating expenses in office buildings has become a critical challenge. By implementing targeted measures, companies can not only reduce costs but also achieve environmental goals. Studies show that a combination of simple behavioral changes, strategic investments in building technology, and optimized space usage can lead to savings of up to 30% on energy costs and about 20% on maintenance expenses. In this article, we explore both immediate, actionable tips for the workday and long-term strategies for sustainable savings.

1. Quick Tips for the Workday

Encouraging Behavioral Changes: One of the quickest and most effective ways to reduce operating costs is through changes in employee behavior. Companies can motivate employees to actively contribute to energy savings through targeted awareness campaigns and small incentives. This can be achieved through signage, regular training sessions, or the introduction of an internal competition to reduce energy consumption.

Everyday Energy Savings:

• Turn off lights: Ensure that lights are turned off in unused rooms. Even in meeting rooms or hallways, unnecessary energy consumption can add up significantly over the year.
• Unplug devices: Electronic devices should be completely unplugged after work hours. Many devices continue to consume power in standby mode, which can be avoided by using power strips with switches.
• Adjust room temperature: Adjusting the room temperature based on the time of day and usage can save energy. In the winter, rooms that are not used can be heated less, and in the summer, the air conditioning can be set to a more moderate level.
• Keep windows closed: Open windows while heating or air conditioning is running can lead to significant energy loss. Employees should ensure that windows remain closed when HVAC systems are operating.

2. Strategic Investments in Building Technology

Upgrading Lighting Systems: Switching to LED lighting is one of the most effective measures to reduce energy costs. LEDs consume up to 75% less energy than traditional light bulbs and have a much longer lifespan. Investing in smart lighting systems that automatically turn on and off or dim according to need can further enhance efficiency.

Smart HVAC Systems: Modern heating, ventilation, and air conditioning (HVAC) systems are often equipped with sensors and automatic control systems that adjust energy consumption based on the actual use of the building. Integrating such technologies can reduce energy consumption by up to 30% without compromising employee comfort.

Building Automation Systems (BAS): Building automation systems allow for the centralized control and monitoring of all technical building systems, including lighting, HVAC, and security. By networking these systems and automating operations, both energy and maintenance costs can be significantly reduced.

3. Optimizing Space Utilization and Workplace Design

Space Efficiency Through Flexible Work Models: Introducing remote work days and flexible work models like “hot-desking” reduces the need for physical office space. Less-used spaces can be shut down or utilized more efficiently, reducing both rent and operating costs. This not only leads to cost savings but also improves employees’ work-life balance.

Designing Spaces for Energy Savings: Open floor plans and the use of natural lighting can further reduce energy consumption. By strategically placing workstations in areas with ample daylight, the need for artificial lighting can be minimized. Additionally, the use of energy-efficient windows and insulation can reduce heating and cooling demands.

4. Long-Term Maintenance Strategies

Preventive Maintenance: Regular maintenance is crucial to ensuring the efficiency of technical systems and avoiding costly breakdowns. A preventive maintenance strategy extends the lifespan of building technology and ensures that systems always operate at optimal efficiency.

Using Facility Management Software: Implementing facility management software enables efficient planning and execution of maintenance tasks. These software solutions offer real-time monitoring and analysis, allowing issues to be identified and addressed early before they lead to more significant and costly failures.

5. Conclusion and Outlook

Summary of Key Points: By combining quick, actionable tips with strategic investments, companies can sustainably reduce their operating costs in office buildings. Every employee can contribute through simple actions, while broader investments and technologies can lead to significant long-term savings.

Outlook on Future Developments: Advancing digitalization and the development of new technologies offer even more opportunities to increase the energy efficiency of office buildings. Future trends such as the integration of AI in building management systems or the use of renewable energy on-site could unlock further savings potential.

For more information on these topics and how we can help your company optimize your office buildings, visit our website.

An optimal office climate is crucial for employee well-being and productivity. A comfortable environment promotes concentration and reduces the risk of health issues caused by poor air quality or inappropriate temperatures. This article delves into the key aspects of a healthy office climate and provides practical tips for staying comfortable during hot days.

Air Quality: The Invisible Factor for Health and Productivity

Good air quality is the foundation of a healthy office climate. Poor air can result from high concentrations of CO₂, fine dust, VOCs (volatile organic compounds), and mold spores. These pollutants not only affect well-being but can also significantly impact work performance.

• Regular Ventilation: Regularly airing out the space helps to exchange stale air, reducing the concentration of pollutants and lowering the risk of infection.
• Use of Air Purifiers: These devices filter fine dust, pollen, and VOCs from the air, significantly improving air quality.
• Indoor Plants: Certain plants, like snake plants or dragon trees, filter pollutants from the air and simultaneously increase humidity.

Temperature and Humidity: Finding the Balance

The ideal office temperature ranges between 20°C and 22°C. Temperatures above 26°C can significantly reduce concentration and performance. Equally important is maintaining a humidity level of 40% to 60%, as too dry or too humid air can have negative effects.

Tips for Hot Days in the Office

• Cold Foot Baths: Place a bowl of cold water under your desk and dip your feet in occasionally. This cools the entire body and provides instant refreshment.
• Cooling Towels and Ice Packs: A cold, damp towel on the neck or wrists can work wonders. Alternatively, wrap ice cubes in a cloth and cool pulse points like wrists and neck.
• Wet T-Shirt Trick: If possible, wear a light T-shirt or undershirt that you have previously dampened. The evaporation effect helps cool the body.
• Water Spray: A small spray bottle with water can provide refreshment throughout the day. Simply mist your face and arms lightly, and the evaporation will cool you down.
• Frozen Water Bottles: Place a frozen water bottle in front of a fan. The air passing by will cool down and create a pleasant breeze.
• Creative Ice Packs: Fill a bag with rice and place it in the freezer. It can be used as a cooling cushion that adapts well to your body.
• Eat Light, Water-Rich Meals: Foods like salads, watermelons, and cucumbers have high water content and don’t burden the body with digestion heat.

Common Mistakes in Office Climate Management

Despite good intentions, some common mistakes in managing the office climate can negatively impact well-being and productivity:

• Permanently Tilted Windows: A tilted window allows minimal air exchange and unnecessary heat loss. It’s better to ventilate regularly.
• Incorrect Use of Air Conditioners: Setting the air conditioner too low can lead to an unpleasant cold feeling and even colds.
• Neglecting Humidity: Air that is too dry can irritate the respiratory tract, while too humid air increases the risk of mold.
• Inadequate Maintenance of Ventilation Systems: Without regular maintenance, ventilation systems can spread pollutants instead of filtering them.

Technological Support for the Perfect Office Climate

Modern building technologies allow for precise control of the office climate. Automated systems regulate temperature, humidity, and air exchange, ensuring a consistently comfortable working environment. These technologies not only contribute to a better working environment but also to more efficient energy use.

Conclusion

A healthy office climate is essential for employee health and productivity. By combining fresh air, comfortable temperatures, and modern technologies, companies can create a work environment that promotes both well-being and performance. Implement these tips and measures in your office spaces to maximize the benefits for your employees.

The Technical University of Darmstadt has published an exciting study in collaboration with the International Facility Management Association (IFMA). This examines the central role of facility managers in the decarbonisation of the building sector and highlights the global differences in implementation. The study, written by Professor Andreas Pfnür, Martin Christian Höcker and Jonas Rau, provides valuable insights and practical recommendations.

Introduction and background

The building sector is responsible for around 40 % of global greenhouse gas emissions. The operation of buildings is responsible for up to 75 % of these emissions. Given these figures, the urgency of decarbonisation is clear. Facility managers play a crucial role as they can significantly influence the implementation of sustainability measures.

Global differences and regional challenges

The study shows that decarbonisation is recognised worldwide, but that there are regional differences in priorities and challenges. In Europe and Asia, the topic is more in the focus of top management than in North America. Facility managers in Europe and Asia report greater pressure from senior management to take action on decarbonisation, while less than 60% of respondents in North America share similar experiences.

Top results of the study

• Importance of decarbonisation: 69% of facility managers in Europe, 66% in Asia and 57% in North America state that decarbonisation measures are urgently needed.
• Lack of resources: 62% of European and 49% of North American companies lack the internal resources to achieve climate targets.
• Technological innovations: Between 93% and 97% of respondents recognise the importance of smart building technologies. However, data is often exchanged manually, which reduces efficiency.
• Financial challenges: Only 25% of respondents in Europe and 34% in Asia have sufficient financial resources to implement decarbonisation measures.
• Personnel shortage: In Germany in particular, the lack of skilled labour poses a significant challenge, with 81% of respondents considering this to be a serious problem.

Role and challenges of facility managers

Facility managers are often the driving force behind decarbonisation initiatives, as many companies do not have the necessary internal resources. The biggest challenges include:

• Lack of resources: Many companies lack qualified professionals, technical systems and financial resources.
• Financial barriers: Especially in Europe and North America, a lack of financial resources is a major obstacle.
• Technical innovations: The use of smart building technologies and digitalisation is crucial. Nevertheless, data is often exchanged manually, which reduces efficiency.

Technological innovations and future developments

The study highlights the importance of smart technologies and digitalisation. Smart buildings and modern data management systems can make a significant contribution to reducing emissions. Increased collaboration with external partners and service providers is seen as the key to overcoming existing challenges.

Conclusion

The decarbonisation of the building stock is a global necessity in which facility managers play a central role. The study by TU Darmstadt provides important insights and emphasises the need for political support and the implementation of innovative technologies. In order to achieve the climate targets, companies and facility managers worldwide must work together on sustainable solutions.

Further details and the full study can be found on the Website of TU Darmstadt | Link directly to the study

ReCoTech supports companies in implementing innovative solutions for sustainable building management. Our expertise and technologies help to increase efficiency and achieve decarbonisation targets. Find out more about our services at ReCoTech.de.

Significant Investment Backlog in Municipal Office Spaces: A Call to Action

According to the report, one in five municipalities expects growing office space needs in the coming years. This contradicts efforts to use space more efficiently and reduce costs and CO2 emissions. While the need for modern and functional office spaces is undeniable, the focus should be on better utilizing existing spaces rather than creating more. ReCoTech can help by intelligently planning and implementing modern solutions to save space and simultaneously meet the growing demand.

The recently published report by the Immobilien Zeitung (IZ) highlights a significant investment backlog in the office spaces of German municipalities. The analysis shows that many town halls and administrative buildings are in urgent need of renovation, severely affecting the efficient work of public administration.

Extent of the Investment Backlog

According to the IZ report, many German municipalities have a substantial backlog in modernizing and maintaining municipal office spaces. These buildings, often decades old, no longer meet today’s standards for energy efficiency, working conditions, and technical equipment. Smaller and medium-sized cities are particularly affected, lacking sufficient financial resources to make the necessary investments.

Consequences of the Investment Backlog

The consequences of this investment backlog are manifold. On the one hand, the working conditions of employees suffer, negatively impacting their productivity and satisfaction. On the other hand, the poor condition of the buildings significantly increases operating costs, as outdated heating, ventilation, and air conditioning systems operate inefficiently. Additionally, insufficient technical equipment hampers the implementation of modern administrative processes, affecting efficiency and citizen services.

Time to Act

It is time to actively address this investment backlog. Public administrations need modern, efficient, and sustainable office spaces to fulfill their tasks and provide the best possible service to citizens. Here, ReCoTech can support. Through our expertise in optimizing space concepts and introducing flexible work environments, we can help utilize existing spaces more efficiently. Our solutions aim to reduce space waste and improve working conditions, simultaneously lowering costs and CO2 emissions.

Growth vs. Space Savings

According to the report, one in five municipalities expects growing office space needs in the coming years. This contradicts efforts to use space more efficiently and reduce costs and CO2 emissions. While the need for modern and functional office spaces is undeniable, the focus should be on better utilizing existing spaces rather than creating more. ReCoTech can help by intelligently planning and implementing modern solutions to save space and simultaneously meet the growing demand.

However, we repeatedly see insufficient investment to implement these necessary changes. This leads to a vicious cycle of inefficient space usage and rising operating costs. A clear strategy and political will are needed to make the necessary investments in modernizing office spaces and benefit from the advantages in the long term.

Conclusion

The investment backlog in municipal office spaces is a problem that can no longer be ignored. It requires a coordinated effort from all stakeholders to provide the necessary funds and implement effective solutions. ReCoTech is ready to take this path together with municipalities, contributing through our expertise and commitment to ensuring that public administrations can continue their important work under optimal conditions.

Now is the time to act – for modern, efficient, and sustainable office spaces in our municipalities. Only in this way can we lay the foundation for a future-oriented and citizen-centric public administration.

We are delighted to announce that ReCoTech has gained another significant client: STADT UND LAND Wohnbauten-Gesellschaft mbH. Our innovative workspace booking solution will support STADT UND LAND in using their office spaces more efficiently and optimizing the work environment for their employees.

Customized Workspace Booking Solution

STADT UND LAND has chosen our workspace booking solution, which enables smarter and more flexible management of office spaces. Our solution includes the following core features:

• Automated Office Planning: With just one click, office space planning can be automated, saving time and increasing efficiency.
• Smart Booking Options: Employees can book workspaces and conference rooms easily and flexibly, whether in advance or on the spot.
• Home Office Coordination: The solution supports the seamless integration of home office days and presence times, promoting hybrid working methods.
• Comprehensive Utilization Analyses: Our solution provides detailed reports and analyses on office space utilization to avoid bottlenecks and optimize resource usage.

By implementing our solution, STADT UND LAND will be able to maximize office space utilization while simultaneously reducing CO2 emissions – an important step towards greater sustainability.

About STADT UND LAND

STADT UND LAND is one of the largest municipal housing companies in Berlin. With a portfolio of over 50,000 apartments and numerous commercial units, the company plays a central role in providing housing in the capital region. The goal of STADT UND LAND is to improve the quality of life for its tenants through innovative and sustainable solutions. Additionally, they are involved in various social projects and collaborations aimed at improving life in the neighborhoods and fostering a vibrant community culture. With a clear commitment to sustainability and social responsibility, STADT UND LAND ensures that their housing stocks are not only modern and comfortable but also environmentally friendly and socially just.

About ReCoTech

ReCoTech stands for innovative and sustainable solutions in office space optimization. Our goal is to maximize the use of office spaces through smart technologies while protecting the environment. Our intelligent algorithms enable quick planning, scenario simulations, and savings on space and rental costs. We offer customized premium services for the efficient and sustainable design of office spaces.

Our main services include:

• Space Planning & Optimization: Optimizing office spaces to reduce costs and CO2 emissions.
• Workspace Booking: Efficient booking systems for workspaces and conference rooms.
• Smart Extensions: Individual booking options for e-charging stations, parking spaces, and cafeteria spots, as well as intelligent sensor technology for smart space analysis.

Partnership and Future Prospects

The partnership with STADT UND LAND marks an important milestone for ReCoTech. Together, we will work on making STADT UND LAND’s office spaces more efficient and sustainable. We look forward to the collaboration and to implementing our innovative technology in such a renowned company.

For more information about our services and solutions, visit our website or contact us directly.

In the modern work environment, flexible workspace concepts dominate. Two prominent models are Hot Desking and Desk Sharing. While CEOs and employees often use these terms interchangeably, there are differences in their execution. However, both concepts share a common goal: when implemented smartly, they reduce costs and save office space.

Hot Desking: Flexibility and cost efficiency

Hot Desking originated in the United States in the 1980s and is increasingly popular today, especially in hybrid work environments. In line with Activity-Based Working, Hot Desking eliminates fixed desks: employees choose any available workstation each day. Combined with home office policies, this model is particularly effective in optimizing office space and reducing costs, as it eliminates the need to provide a dedicated desk for each employee.

However, Hot Desking can also be quite contentious. Without a fixed workstation, employees may find it difficult to develop a sense of belonging to their team or company. The daily search for a free spot and the need to store personal items can complicate work organization and lead to dissatisfaction.

Before implementing Hot Desking, leaders should carefully consider whether this model fits the company and the team, and support the transition with training and transparent communication.

Desk Sharing: Shared workstations for better collaboration

This concept also involves desks, but with a difference: in Desk Sharing, or Shared Desk, employees take turns using the same workstation. This model is particularly popular where remote work is common. For example, one employee uses the desk on fixed office days from Monday to Wednesday, while another uses it on Thursday and Friday. Like Hot Desking, Desk Sharing helps companies avoid unused office space and desks, thus reducing costs.

In addition to optimizing office resource usage, this concept can foster exchange and collaboration among employees sharing the same desk. To ensure all desk sharers feel comfortable, lockable office furniture can help store confidential or personal documents.

Hygiene is also crucial: according to occupational safety laws, employees should have ergonomic desks and chairs that can be adjusted individually, as well as their own headsets and cleaning wipes for the workspace.

Workplace booking: Crucial for New Work success

Employees wandering from office to office in search of a free desk is a big fail in terms of productivity and job satisfaction. Therefore, whether it’s Desk Sharing or Hot Desking, careful organization is essential. Many companies turn to technical support to reserve workplaces in advance for one or several days.

The solution is simple: ReCoTech’s software supports New Work models by enabling automated one-click workplace booking, including monitoring and optimization. It allows for easy coordination of in-office and home office times and efficient management of IT equipment. Smart office use tailored to employees’ needs—this is how modern work is done.

Tumult in Austria: A new state service center is being built on around 10,000 square meters in Salzburg’s Bahnhofsviertel district, which focuses primarily on open workspaces and shared desks – but not without resistance. The workforce is extremely critical of the new space concept and emphasizes the need for individual offices. How can an agreement be reached?

A timber hybrid building based on New Work attracts criticism

A whole 13 floors of wood and concrete for over 1,200 employees: Salzburg has big plans for the new State Service Center (Landesdienstleistungszentrum, LDZ). The current construction project is set to become Austria’s most modern administration building, setting an example for sustainability and new ways of working – the plan is to equip the façade with around 4,500 photovoltaic panels and replace half of the traditional individual office with open desk-sharing areas. Construction work is scheduled to be completed in 2026.

A forward-looking idea in principle – but according to Bernd Gollackner, Chairman of the Central Committee of Staff Representatives, the planned room layout of the State Service Center is not tailored to the needs of the workforce, as he explains in an interview with SALZBURG24: The daily tasks in the administrative apparatus require concentrated quiet work – and walls, doors and noise-protected workstations are a necessity. To this end, work at the LDZ is tied to fixed group structures that require separate rooms with fixed workstations, as Gollackner explains: “We are ten departments, each with several units. Colleagues from the same specialist area want to sit together so that they can talk to each other.”

The clear position of the staff representatives: An office must adapt to the way employees work – and not the other way around. A good assessment of the question of which room types support the employees’ tasks could be made by the direct superiors of the college. However, the decision-making power lies with a project team which, according to the staff representatives, does not take sufficient account of the space-related interests of the employees.

A radical change without clear communication

It was not only the new area organization that offended LDZ employees: Misunderstandings are also said to have arisen in the communication of relevant information. As an example, Gollackner cites the concerns expressed about the noise level in open workspaces: “We were told that the noise level would be limited because the offices would never be completely full due to vacations, sick leave and time off. Then, shortly before Christmas, we were told that vacancies in other buildings would be reduced.”

An attempt in March to discuss the problem with the leading project team and regional office director Sebastian Huber also failed: The relevant contact persons were not present at the office meeting, and a list of questions that was subsequently formulated and submitted remained largely unanswered.

Internal communication is also taking a back seat: As things stand, the desk sharing model in the Salzburg administration building is not combined with workplace booking – a loss of transparent organization. Staff representatives are concerned about whether the shared desks will be sufficient for everyone or, for example, whether there will be no workstations left if field service appointments are canceled at short notice.

Supporting restructuring with technical solutions

The concerns of Bernd Gollackner and his colleagues are justified: Spatial adjustments to working environments require a clear exchange between everyone involved. At the same time, data-supported findings are indispensable. This is the only way to create a communicative basis that makes the office change comprehensible. Data could also be used to show exactly which forms of work determine everyday life in the administration and which spaces are necessary for this.

Technical tools such as algorithm-based area planning and workplace booking from ReCoTech are a direct route to greater transparency. Both solutions can be used to generate data on space utilization and usage. This facilitates decision-making when planning new office concepts. In addition, booking via app makes it possible to keep track of occupied or free workstations. Additional functions such as the integration of smart office sensors, which regulate the noise level in open workspaces with the help of white noise, tailor the technology to the needs of a wide variety of offices.

The more modern the office, the better the technical equipment. Smart offices go one step further: By using tools and network structures, a room becomes an intelligent environment that promotes productivity, efficiency and comfort in everyday working life. One of the main components of smart offices are sensors that record a wide range of data. So which sensor types are suitable for a smart office – and what benefits do they bring? ReCoTech provides an overview.

The basics: What is a smart office?

Smart offices use various technologies to analyze rooms and employees’ working behavior. The levels that play a role in smart offices are complex: On the one hand, the term includes digital infrastructures that enable location-independent working from home or remotely.

On the other hand, the focus is on traditional office complexes. For example, smart offices anonymously record how many people are in a certain area – in combination with parameters such as room temperature, volume or air quality.

A smart office concept therefore focuses on four aspects:

• Improved workflows through to automated processes
• Optimal use of space
• Flexible and adaptable workspaces
• Health and well-being of employees

To cover these points, smart offices rely on a variety of technologies. These range from meeting tools, the Internet of Things (IoT) and machine learning to digital locking systems that allow access to the office via an app. This is also where sensor technology comes into play: Depending on the type, sensors record various data values and thus form the basis for an efficient, flexible and comfortable working environment. ReCoTech presents the most important sensor types for a smart office.

In practice: Areas of application for sensors in the smart office

There are different ways of grouping the various sensor types. In the smart office, the consideration is: Which dimensions of the office provide the necessary data to make work processes more efficient and create environments that promote productivity? This results in the following categories:

• Room sensors
• Motion sensors
• Desk sensors
• Contact sensors
• Floor sensors

1. Room sensors

One of the largest groups of sensors that are part of the equipment of a smart office: Room sensors register parameters that you can’t see – such as the humidity or air quality in the office. Temperature sensors in particular are crucial for improving the energy efficiency of a building.

Another type of room sensor that is particularly useful for open-plan offices and conference rooms are audio sensors. They measure the volume of the work surface and emit so-called white noise above a certain decibel level: The barely audible sound dampens the background noise and can therefore improve the ability to concentrate.

2. Motion sensors

A big plus for space optimization: Motion sensors, such as infrared or ceiling sensors, register the routes taken by employees in the office. The data can be used to create heat maps that reveal which areas are well utilized and whether there are any free spaces. One advantage is that movement sensors can also record and evaluate spaces that are not integrated into a workplace booking system – such as break rooms.

The energy balance of a building also benefits from motion sensors if they are connected to the lighting system: If a sensor detects a person entering the room, it automatically switches the lighting on – or off as soon as no more movement is registered. This avoids unnecessary power consumption.

3. Table sensors

Desk sensors are a useful addition for smart offices that use a workstation model such as desk sharing or hot desking. As soon as a person selects or releases a desk, the sensor can forward the information to a workplace booking tool. In this way, the technology supports workplace management and enhances bookings via software with real-time data.

Desk sensors can also help with the employee health factor: Anyone who sits for too long receives a reminder from the sensor via a color signal or an app notification – a technical solution to encourage employees to be more active in the office.

4. Contact sensor

Contact sensors help to increase safety in the office. Window frames are a common area of application: Here, sensors can check whether a window is still open at the end of working hours. If the sensor is connected to an appropriate mechanism, the window closes itself if necessary and reduces the risk of a break-in. At the same time, this ensures that the temperature in the interior does not drop too low at night – a clear advantage regarding energy management.

5. Floor sensors

Parking spaces with floor sensors can also be part of a smart office. The functional principle is comparable to a desk sensor at the workplace: If a vehicle drives into a parking bay, the sensor sends the information to the booking software and marks the parking space as “occupied”. Charging times for electric cars can also be mapped digitally and in real time using floor sensors.

The bottom line: Using the full smart office potential with sensors

The benefits are obvious: Sensors provide the technical support to turn traditional offices into modern smart offices. The numerous functions enable automated processes, increase employee satisfaction and have a positive effect on the energy balance of office buildings.

The potential of sensor data becomes particularly clear in combination with the ReCoTech tools for area planning and workplace booking: Real-time analyses provide information on space utilization and thus represent a profitable extension to booking software. In this way, sensors provide transparent arguments that promote space optimization.

Would you like to take the next step towards the future? ReCoTech can help you transform your office into a smart office.

The software group SAP is introducing a mandatory attendance requirement of three days a week in the office by the end of April this year. One of the company’s aims is to promote creativity and the exchange of ideas among employees. However, as expected, not all employees are happy with this decision: Internal criticism from the European Works Council is high.

Controversy over new office requirement

During the pandemic, SAP employees were largely free to choose where they worked from. But now it’s back to square one: The company, based in Walldorf, Baden-Württemberg, is obliging its approximately 110,000 employees worldwide to work three office days a week. After all, business trips and working days at customers and partners outside the SAP locations are included in the calculation. The plans are based on the current “enhanced hybrid working guidelines”, which are available to the German publication WirtschaftsWoche.

However, the reaction of some employees was not long in coming: SAP’s decision was met with dissatisfaction and much criticism from the European Works Council. In an internal letter, the committee made drastic comments and described the new requirement as the end of a more flexible working culture at SAP. Employees feel surprised by the abrupt change of course after previously being encouraged to work from home. “Colleagues’ priorities are currently not on the goals of the first quarter, but on finding a stable job in which they feel valued and respected,” said the employee representatives.

Head of SAP defends turning away from home office

SAP CEO Christian Klein justifies the new regulation and emphasizes the importance of personal collaboration for the generation of new ideas and the company’s competitive advantage. Despite internal dissatisfaction, SAP plans to implement the new attendance requirement. Incidentally, “Return to the office” is not just for SAP employees: The software giant’s decision is part of a broader debate about the future of the traditional working model.

After all, the facts speak volumes: While many companies at home and abroad are now ordering their employees back to the workplace, studies show that a mandatory return to the office can cause dissatisfaction among employees. A study conducted by the Technical University of Darmstadt in 2023 found that 24 % of employees consider mobile and flexible working to be a decisive factor for their job satisfaction – and their ability to stay with their employer. The discussion about office presence highlights the importance of a balanced workplace design that takes employees’ needs into account and promotes innovation.

Where is the journey headed for CEOs and employees?

The situation at SAP highlights the tension between traditional office structures and more flexible working models. Companies are faced with the challenge of creating a working environment that takes into account both the needs of employees and the company’s goals. A successful solution requires open communication and a sensitive approach to the expectations of the workforce, as well as the continuous adaptation of workplace design to changing requirements.

Another strategy: technology-supported applications for workplace design. The implementation of ReCoTech’s flexible workplace booking improves workspace flexibility for employees, reduces costs and increases the efficiency of companies. In this way, they not only meet current challenges, but also create a future-proof working environment that meets the needs of employees and corporate goals in equal measure.

Automated processes exist everywhere to simplify everyday tasks. Under the term workplace automation, this concept is gaining more and more importance – after all, the requirements for efficient workflows are increasing in order to create future-oriented and attractive office environments. Tools such as digital workplace booking, which can be further optimized with the help of workplace automation strategies, are an essential part of this change.

Workplace automation and workplace management: The status quo

It started with the first machine: If we look at the beginning of workplace automation, the industrial revolution with the exchange of human and machine work is the starting point. In the meantime, automation in the workplace has become much more differentiated and far removed from the fear that the increased use of technology will jeopardize jobs.

On the contrary: Machine automation – from an out-of-office notification by email to AI – is being integrated into existing processes in order to provide support and save time.

Systems and tools that promote workplace automation are therefore the key to a modern working environment – as confirmed by a recently published study by gefma and Lünendonk & Hossenfelder. The best example therefor are software programs that support flexible desk-sharing concepts and digitize desk booking.

It is self-explanatory: By making complex arrangements visible in digital form, workplace booking tools have become an integral part of transparent workplace management which includes hybrid structures with home office and office days.

Automated workplace booking: The next step

At company level, workplace booking software is therefore part of productive workplace automation. At a deeper level, these tools themselves offer the potential to perform better through smart automation and thus make everyday work processes more efficient. Important examples of this are

• Simplifying recurring structures: From serial bookings to regular home office times – automation reduces repetitive booking actions to a single click.
• Give personalized recommendations: Machine learning in action. Do you always need the same technology in the conference room? The tool recognizes your preferences and suggests appropriate bookings directly.
• Link other office areas: Parking spaces or charging stations for electric vehicles can also be integrated into the workplace booking software – turning the tool into an all-in-one solution in the spirit of workplace automation.
• Monitor resource usage: If the booking app automatically generates utilization analyses and statistics, the software contributes to the sustainable and more efficient use of the workplace.
• Integrate smart extensions: Automation also means using technology to simplify communication channels. For example, if digital workplace booking enables direct communication via chat, it is easy to make short-term arrangements regarding room allocations.

The clear result: Automation at software level reduces the burden on employees and frees up time resources. At the same time, standardized processes significantly improve the user experience. The more diverse the workplace booking system is, the greater its positive contribution to optimizing the entire corporate culture through workplace automation.

Automate individuality profitably: The goal

When implementing workplace automation in workplace management, one factor is crucial: No two companies are the same. This is why a standard workplace booking tool can contain as many AI-supported features or integration options as you like: If the program setup is not aligned with the company’s internal structure, the range of functions is inadequate or even redundant.

Agile workplace booking tools that reflect the individual needs of a company in their technological features are therefore the way to achieve this goal – a strategy that ReCoTech attaches great importance to. Would you like to take the step towards workplace automation and have specific requirements for your workplace booking software? We are happy to provide council and find a customized solution that best supports your corporate culture.