Embracing hybrid working with a downsized workspace

Headquartered in the US, this medical lab and diagnostic solution company is a leader in healthcare information technology. When Covid hit, like many other organizations, the company was forced to close its headquarters office and remained unutilized most of the days for an entire year.

  • Industry Healthcare
  • Employees 700
  • Location United States
  • Features Desk Booking
    People Coordination
    Space Analytics

When someone is coming in from out of town, or when executives come in, it was incredibly easy to utilize Kadence to reserve a desk while travelling!

Challenges

Coming out of the pandemic in March 2021, the company made a decision to reopen a section of the office and downsized the space by 68%. The plan was to save costs on real estate by adopting desk hoteling. 200 employees were set to return to the headquarters with 150 desks, they needed a solution to enable a proper desk hoteling process so that employees could book a desk on any given day when they wanted to come into the office. 

Results

  1. Reduced office size by 68% by implementing desk hoteling 
  2. Improved desk availability by utilizing the auto-release feature
  3. 25% month-on-month growth in recurring desk bookings, indicating people are feeling more confident returning to the office regularly

Problems we solved

Embracing hybrid working with team coordination

As part of the return-to-office strategy, the company has made the decision to transition to a hybrid work model but also knowing it’d require a re-examination of its workspace, process and tools, including: 

  • How their office could be reworked as a hybrid workplace
  • How to maximize space utilization with a downsized office
  • Making it easy for visitors to book a space to work
  • What new tools were needed to support the new working model and desk hoteling process

The current goal is to have employees come into the office 2 days a week, not mandatory but to do what is best for their work. Particularly with the Services Department, the team has been pushing to get their team members back in the office a few times a week and is using Kadence to schedule team days (effectively on Tuesdays and Thursdays). Also, when someone is coming to the headquarters from out of town, or when executives visit, it was incredibly easy for them to utilize Kadence to reserve a desk while travelling.

desk booking for visitors

Reduced office size by 68% with a desk hoteling model

The company made a decision to reopen a section of the office and downsized the space by 68%. The plan was to save costs on real estate by adopting desk hoteling. Prior to the pandemic and even when the office first reopened, the team had no proper process to manage hot desking. Employees can simply grab a desk and ‘camp out’ for the whole day, and that’s when the team knew this is not going to be sustainable in the long run. 

They needed a new solution to enforce a proper desk hoteling process for people returning so that they could: 

  1. Book a desk on any given day when they wanted to come into the office
  2. Get visibility on who has booked to come into the office
  3. Find teammates on-the-go and book desks nearby

With the rollout of Kadence, they were able to facilitate the whole process successfully. The results? They have seen a 25% month-on-month growth in recurring desk bookings over the last six months. This not only indicating people are feeling more confident to return to the office, but also getting into the habit of desk booking regularly.

 

Hybrid working

Improved desk availability with auto desk release

Getting people to return was a short-term goal. The long-term vision for the team is to fully maximize usage of their downsized office while making sure employees are having a great in-person experience while being on site. That means:

  1. Keeping track of desk usage in real-time to ensure desk availability for 200 employees (with 150 desks)
  2. Managing desk hoteling properly by knowing who has booked to come into the office ahead of time, and who has not shown up or checked in
  3. Understanding which areas are more popular or underutilized to even out office traffic 

One of their favourite Kadence features was auto desk release. The feature enables the admin to release a desk when a person doesn’t check in to their desks (or check out earlier than their reserved time), so that the desk can be released and become available again for others to use.

This particular feature has helped the team greatly in the high utilization places and prevents highly demanded spaces from going to waste, especially with a downsized office.

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