Manage and Optimize the Workplace

Making the best use of your office space is the key to keeping the workforce productive while reducing the expense of occupancy. Just walking around the office will reveal that up to 50% of your space is vacant due to worker mobility, arbitrary allocation of space, and churn. That means nearly 50% of your office space expenses are wasted and could be used instead to improve attracting and retaining top talent and increasing margins.

Optimizing your current space and managing its utilization can be challenging unless you implement proven workplace change methods and the supporting technology to drive user adoption:

  • Enterprise-class reservation software for flexible desks, hoteling and meeting rooms
  • Automatic phone switching to follow workers to where they are working today
  • Numerous modern interfaces to provide choice and personalization for users
  • Systematic presence detection for both permanent desks and hoteling
  • Strong support and proactive monitoring for existing IT infrastructure and security

AgilQuest's OnBoard technology provides the capabilities and interfaces that organizations need to optimize their utilization of office space, the choices and interfaces to keep the workforce happy and productive, and the tools and integrations to fit within the current IT infrastructure and minimize user effort.

Imagine you’re onboarding new employees and need to find an empty workspace to assign them, or you’re doing a reorganization and want to place people near each other. You’ve spent millions on a CAFM system but, your information about seat assignments is consistently inaccurate. New people joining the organization, reorganizations, departures, guerrilla or “midnight moves” (unknown or unauthorized seating changes) all conspire to prevent you from maintaining Accurate Seat Assignment.

Hoteling is the orderly sharing of a desk or workspace by workers who are not "in" the office every day of the week. When you hotel, you reserve a desk for only the days when you'll be in the office, just like booking a hotel room when you're on travel. Instead of 100 employees needing 100 desks, one for each person, you might have only 50 desks to support the 50 people (out of 100 total) who will be there to work on any given day.

Making sure staff and clients have a place to collaborate is one of the most important necessities in any organization. Facilitating collaboration is the key to success and managing conference rooms effectively is crucial. There is far more to supporting collaboration and conference room use.

It's always hard to strike the right balance between quickly accommodating growth and keeping as few spare desks on hand as possible to hold down costs. The CFO wants cost management and every department wants to hold on to the office space you've already given them. But you know you've got extra unused desks on every floor. You can eliminate this "Swiss cheese" of desks and get the power of accurate seat assignments with Commander BI business intelligence.

Effective organizations know how important meetings are to accomplishing goals and the mission. Managing meeting rooms so everyone has a place to collaborate and the proper support services is fundamental to collaboration. It's not enough to just have meeting rooms; you have to provide far more for effective room scheduling.

Making the office efficient and effective as a workplace requires a careful balance. The workplace must be a supportive location for meeting colleagues and performing work, but it must do so at a reasonable cost and with as little carbon footprint as possible.

Moving, adding and changing workspaces for employees, contractors, suppliers, partners and customers is typical in the modern workplace. This "churn" can be quite difficult to manage as organizations grow, the complexity of project teams increases, and as workers are frequently moved from one workspace to another. When performed manually, managing churn is error prone and expensive in terms of dollars and productivity.

For organizations using PBXs or unified call managers, controlling phone switching via a reservation system improves reliability, productivity and reduces the cost of churn.

Organizations and workers are finding Workplace Flexibility delivers substantial benefits for both, so businesses and government agencies are making changes to where and when workers are working to increase productivity, lower costs, and improve work-life balance.

Collaboration is the key to success and innovation so the humble meeting room is the hub for so many productive projects, deals and organizations. As simple as "a place for people to meet" sounds, there are four significant challenges facing every facility manager, space planner and workplace strategist.