Adapting facility management strategies for India's evolving flexible workspace market

India's workspace landscape has changed. The traditional office setup has slowly made way for flexible workspaces. From bustling metros to emerging tier-2 cities, these spaces are reshaping our work landscape.

There are several factors fuelling the growth of flexible workspaces. These include: 

• Changing demographic – The younger, tech savvy workforce prioritises work-life balance, efficiency and flexibility

• Technology revolution – Innovation and advancement in technology like remote work tools and collaborative platforms have made working from anywhere seamless

• Cost optimisation – A growing organisation is always looking for means to reduce real estate costs and operational expenses

According to a report by JLL, almost one third of companies are already using flex spaces, while 42% are planning to accelerate future investment, seeking to right size footprints and reduce operating costs.

That's a lot of space to manage! So, what does it mean for facility managers?

In a nutshell, this transition presents both opportunities and challenges for facility managers, who must adapt their strategies to cater to the unique demands of this dynamic market.

The challenges

Variable occupancy – With flexible spaces, occupancy levels fluctuate, making it difficult to predict resource requirements and optimise space utilisation. Through all of this, it is important to foster a sense of community and collaboration among diverse users.

Diverse needs – Flexible spaces need to cater to a diverse range of users, who have varying needs, including hotel-like services that facility teams are expected to meet.

Rapid scaling - As the market grows, facility managers need to scale operations quickly while maintaining quality.

Safety and security – While flex spaces are expected to integrate technology seamlessly for efficient operations and enhanced user experience, ensuring data security and privacy is paramount.

Cost management - Providing high-quality services while keeping costs competitive is a constant challenge.

How facility management is adapting to these trends

Agile operations - Unlike traditional offices, coworking spaces see high turnover and constantly changing needs. Facility managers need to be more flexible and responsive to the evolving needs. They also need to continuously evaluate and improve service delivery based on data and user input.

Technology integration - From app-based room bookings to IoT-enabled energy management, technology is at the heart of managing flexible workspaces efficiently. Facility managers can consider implementing smart building management systems, access control systems, and collaborative platforms to enhance operational efficiency and user experience.

Community management – Facility management is not just about maintaining the space, but also fostering a sense of community. Many coworking spaces have dedicated community managers who create opportunities for collaboration and interaction among users by organising networking events, workshops, and social gatherings, among others.

Multi-tenant servicing - Facility managers need to cater to diverse needs, from startups to large corporations, often within the same space. As a result, many offer customisable service packages that could include flexible cleaning schedules, on-demand IT support, and personalised workspace configurations.

Sustainability - Many coworking spaces in India are going green. They are implementing sustainable practices to reduce environmental impact and operational costs. This includes energy-efficient lighting, water conservation, and waste management programs.

The future looks bright

As more companies adopt hybrid work models, the demand for flexible workspaces is set to grow. For facility managers, this means exciting opportunities to innovate and shape the future of work in India.

Facility management has started to and will continue to be driven by technology, data and user experience. So, whether you're managing a traditional office or a cutting-edge coworking space, one thing is clear: adaptability is key. The ones who balance flexibility with efficiency, technology with a human touch, and innovation with sustainability will be the ones to thrive in this dynamic market.