Photo:Pixabay
Learnings from
smart
flexispace
network

By ‘flexispace’ we mean...
Arranging
the space
Leaving
the space
as it was
Next user
enters the
spaceBooking the
space through
an online
platform
Entering an
unstaffed
space with a
smart lock
Using
the space

The concept of space has been evolving
and moving towards demand-based
consumption
Rent / Lease
/ Own
Owned real estate
Lease
Co-working spaces
Used/acquired spaces when needed
Space as an experience
Collaborative
Consumption
Workspace
as a Service
Private / Long term Shared / Short term Public / On-demand

Services for
the User
• Secure
networks
• Catering
• Coffee
• Arrival and
parking
• Item libraries
• Parcel
deliveries
and pick-up
Core
Ecosystem
Partners
Booking
calendar Databases
Payment
systems
Smart
locks
Access
control
Furniture,
Cleaning,
Maintenance
Info
Helpdesk
Feedback
and rating
Access to
limited
spaces
Personalized
services
Community
Benefits

Company
Owned
Spaces
Spaces in
Residential
Buildings
City Owned Spaces
PUBLIC
PRIVATE
Booking via
Varaamo
Booking via
Kliffa
Booking via
Flextila

€€€

Typical spaces, typical users
Meeting rooms or
workstations in
libraries or
company offices
Shared rooms
in residential
buildings
Event
spaces

Smart building solutions (sensors)
Management and manual work
= time and cost-consuming
Service
providers
Users
Space
operator
€€€€€€€€€ + data
Space + service
Space
+
service
€€€€€€€€€
+
data
€€€€€€€€€
+
data
Space
+
service

User
User
User
Benefits from integration
Service
providers
Users
Space
operator
Platform
€€€€€€
Data
€€€€€€ / services
Data
€€€€€€ / services
Data

Economic
benefits
increased utilization
saved money
increased returns
Social
benefits
increased access
of spaces
public good
Value

Flexibility
and
speed
Openness
Regulation
Different strategy and role should be taken by the
City, depending on the value that is wanted.

“On the go”
booking
Planned booking
• Central location
• Basic amenities
• Low price
• Special location
• Customised services
• Higher price
Photos:HelsinkiMarketing

Signals in the market
Hotel chain
Selina offers
everything from
dorm rooms to
luxury hotel to
coworking
spaces.
Integrated
workplace
Coworking
& Coliving
PropTech
companies
like PingIn to
offer all-in-one
solutions.
Wegroup:
WeWork,
WeLive, WeGrow
– sharing
economy
principles.

How to build
a flexispace?

Kalasatama Urban Lab is a super flexi
space with services and features
supporting its independent use
• Smart lock and
access control
• Surveillance solutions
• Real time data
• User feedback
mechanisms
Wayfinding
Spaces as
a Service
experiment
(Martela)
Community
printing
experiment
(Canon)

Design the space keeping
independent use of space in mind

Arrival
• Navigating to space
• Access with smart lock

Welcome area
• Introduction
• Kitchen
• Catering

Workshop area
• Modifiable furniture
• Whiteboards

Windows to Kalasatama
• Location
• View

Event space
• Meetings
• Seminars
• Lectures

Showroom
• Showcase
and experience
projects

Meeting room
- Homebase
for staff
- Project meetings

Listen
Plan
Define
Test
Learn
Revise

How we did it
Kalasatama
Urban Lab
opens
Jul 2018
Lease
agreement
signed
Aug 2018
Concept
of space
finished
Sep 2018 Oct 2018
Alteration
work
Nov 2018
Agreement
with cleaning
services
Smart lock
installation, Martela
WaaS-experiment,
kitchen installation
Dec 2018
Collecting
user
feedback
3D model
of Helsinki
Jan 2019
Canon
experiment
starts
Feb 2019 Mar 2019 Apr 2019
Infographics and
wayfinding design
Co-creation
workshop

320
240
160
80
0
100 %
75 %
50%
25 %
0 %
2018/12 2019/1 2019/2 2019/3 2019/4
Utilisation rate and users
Utilization
Smart Kalasatama Forum Virium Helsinki Other
43 %
Smart
Kalasatama
19 %
Maintenance
15 %
Forum
Virium
Helsinki
7%
Other external users
6%
Kalasatama residents
6%
City divisions
4%
Innovator’s club

Investments needed for flexi space
Upkeep
Cleaning Insurance
Monthly fees
(smart lock & booking system)
Electricity
Furniture as a service
Marketing and communications
Human resources: coordination,
user support, arrangements,
developing the space
Buy once
Planning & design
Guidance Interiors
Smart lock
Screens
Audio equipment
Network
installation

User groups
Internal
users
Occasional
users
Independent
users

User groups
Internal
users
Occasional
users
Independent
users
Workshops
Innovation tourists
& visitor groups
Events
Meetings
Info sessions
Steering group
and board
meetings
Planning
meetings
Workshops
Meetings
Training sessions
Info sessions
Planning
meetings
Events
Workshops
Meetings
Visitor groups
Development and
strategy days
Planning meetings
Final
seminars of
projects

2 h 5–15 6 h 10–30 1 d 30–60
Meeting Workshop Event

User Journey
Before
Booking
Supporting
services
Instructions
During
Arrival
Activities
Atmosphere
After
Cleaning
Feedback
Reporting

The main challenges

Before:
Integrating additional
services with booking

During:
Space guiding the user

After:
Feedback to space
provider and other users

User
Current process
Order coffee, catering
Booking
platform
Information about
availability,
equipment and
features of the space
I
nformation about
supporting services
Booking the space
Service
providers User
Space
operator

Ideal process
Service
providers User
Space
operator
Order coffee, catering
Information about
availability, equipment and
features of the space
Information about
supporting services
Order catering, coffee, and
other services while booking
the space
Platform

Every piece counts!
Admin
Interface
User
Interface
Physical
Space

Location
Equipment
The look
of the
space
Availability
Price
Maximum
capacity
of people
Supporting
services
Suggestions
of use
purposes
Functio-
nality of
equipment
Dimen-
sions and
ow of the
space
Atmosphere
of the
space
Placement
of
equipment
Conditions
for
rearranging
New use
purposes
Virtual vs. physical space

What value does
Kalasatama Urban Lab add?
Location
Inspiring
environment
Networks

Future horizons
Long term:
• Buildings adapted for sharing economy
• Less new buildings needed
• International business opportunities for Finnish building technologies
Short term:
• International space sharing platforms in Helsinki
• New concepts and integrations for sharing
• Lower barriers for sharing your own resources