Reduce office costs by
implementing hybrid working


Reduce office costs by implementing hybrid working

Since 2020, when the pandemic began, many companies have joined the home office, allowing the entire team to work from home in comfort and health. However, with the progressive immunization of the population, office work has returned to normal.

However, because more people were hired than the office could initially support, this return to previous standards became a major concern for many of these businesses. In some cases, the size of the office was reduced to save money on rent, condominium fees, taxes, energy, internet, and telephony. Faced with this new scenario, the facilities and HR teams are looking for viable solutions to reintroduce face-to-face contact with coworkers in the event that all employees are immunized.

How should the impact of this measure be assessed? With a hypothetical scenario in which the company needs to increase the number of work positions in its current office, we can establish some criteria to aid in this evaluation.

Assume Skynet Co. has an office for 100 employees in a building in the heart of a large city, with all the amenities of a good working environment. Even during the pandemic, demand increased, and the company hired 50 more people. There was no space issue with the 150 employees in the home office; however, once all workers are immunized, the return to partially face-to-face work will occur. This is due to the fact that the home office has proven to be a very acceptable mode of work, avoiding the costs and wear and tear of the daily commute to the office. It's bringing what works best at home and at work and getting better results from your workforce.

Skynet Co.'s Facilities Manager is tasked with calculating the impact of the increased employee count on the company. The headquarters currently occupy two floors of the building, with 50 people working on each floor. A monthly expense of $25,000.00 for rent and condominium fees will be required for the lease of a new floor, totaling $300,000.00 in one year, the minimum contract period. Furthermore, costs for each employee's furniture (desk, chair, cabinet, etc.), office supplies ranging from a telephone set to a wastebasket, as well as consumables such as disposables, paper, outsourcing, and so on. We will not consider expenses for energy and telephony (internet and calls) in this scenario because these are already included in the allowance provided to the employee working from home.

As a result, we created the following scenario for one year in office.


As a result, we conclude that the cost of keeping an employee in the office in this situation is $700.00 per month per employee. Obviously, these figures vary depending on location, type of furniture, and annual expenses, but the office expenses per employee can be calculated to arrive at the true figure.

But what if you knew that by using a desk management system, you could reduce the cost per employee to as little as 1% of the original value?

Yes, that is what you read, and it is correct. For example, a Neptune System Connect plan allows you to manage a work desk for 1% to 2% of the cost of a physical position.

Neptune is an intelligent workspace management system that is the best tool for a company to implement a hybrid work system, allowing the worker to choose when to go to the office and when to stay at home office in order to better organize his schedule.

As a result, you do not need to provide space for all of the company's employees to work in loco at the same time, taking turns to ensure the best in working from home without losing the exchange, meeting, and synergy that only the office can provide for your team.

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