Global Bank

A leading global business required a hot desk and workspace management solution for approximately 6000 desks and an unlimited number of users. They wanted an expandable system that has the capacity to grow alongside the business.

Problem:

The client wanted a solution that has several applications, including:

  • a booking system for a series of hot desks and the ability to include hot desks into a fixed desk environment
  • visitor access to desk booking
  • clear managerial information reports on utilisation and space utilisation
  • with a kiosk entry system so users can continue to book desks on site
  • a tool for group administrators to control desks on given floors and operate divisional desk groupings
  • desk management through a graphical interface where people can book and reserve desks through graphical views of floor plans
  • the flexible ability to roll out to other sites
  • the ability to include room booking, hospitality and guest booking

The previous system was in-house, but unlike Condeco, it was not equipped with up-to-date technology. The company needed a rapidly implemented package that would be used by all staff on site and produce effective and efficient use of the workplace.

Solution:

We provided a single web based tool that runs on the company intranet, complete with all the facilities needed. As Condeco is an existing software solution, additional designs were made to deliver an exact match to the specific requirements of the client. The workplace booking system allows employees to book available workstations. It incorporates the facility to amend and cancel bookings. Repetitive workplace bookings can be made in a single transaction. As required, the system is integrated with the kiosk system so visitors can book desks via the on-floor kiosks. There is also a people search engine that can locate a person in the building. Essentially for the client, the system is flexible and can be accessed from any other company site that is connected to the corporate intranet.

With the workspace management solution, the company can manage resources with ease. The graphical interface is an interactive presentation of workplace layouts illustrating workplace types, workplace availability, workplace occupier business unit and team to which the workplace is allocated. System administrators can upload new floor plans and update the database at any time. Condeco has MIS reports that are customised to focus on the data needed. The company’s system manager has full access to all aspects of the workplace booking system. Team administrators and floor managers can book desks for themselves or on behalf of others.

Condeco in-house support team gave training and provide ongoing support. This maintains a close working relationship between companies.

Analysis:

As part of our remit we delivered a quick turnaround from set up to delivery, as well as ensuring a smooth transition between systems. Feedback has been positive and the company is pleased with the working transformation.

The company has found that the most beneficial aspect of the solution is that it is user friendly and administratively simple. Standard users of the system are competent after basic training and administrators are given required additional training. Reports on utilisation are also proving to be invaluable.

The company has calculated substantial cost savings as a direct result of optimum use of workspace. Intangible benefits of the Condeco system include an improvement in work efficiency, and happier workers who are satisfied with better organisation

 

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