DESK Office Space Management Software
DESK
Solution Overview
DESK, office space management software, offers a modern solution to the costly traditional office model. By adopting the "office hoteling" approach, it provides an efficient, on-demand workspace utilization system. This innovative workspace management software allows employees to book workplaces, parking spots, smart lockers, and meeting rooms as needed, replacing the inefficient practice of permanently assigned workplaces.
By enabling flexible space allocation and efficient use of office resources, DESK significantly reduces running costs associated with unused space and excessive staffing. This workspace booking software not only optimizes the use of physical space but also streamlines the management of these resources, leading to increased profitability and reduced operational complexity.
DESK's self-service capabilities empower employees to choose when and where they work, fostering a flexible and dynamic work environment. This flexibility enhances team collaboration, improves time management, and boosts overall job satisfaction. The system is particularly beneficial for companies looking to adapt to the evolving demands of a hybrid workforce while maintaining efficiency and reducing overhead costs.
Furthermore, it is more than just a desk booking software as it streamlines the process of supporting office events and guest visits, from scheduling and managing visits to ensuring security and compliance. This integration of guest management into the overall office space solution provides an additional layer of efficiency and convenience, making it an ideal choice for companies looking to modernize their workspace practices in one effective tool.
Customer Problem
- High office running costs
- A large number of unutilized office areas and workplaces
- Inability to reserve specific workplaces for dedicated projects, org. units, employees
- Rigid placement of employees in the office that restricts collaboration
- Difficulties in managing large company events and guest visits
EPAM Solution
As office space management software, DESK helps:
- Optimize office assets per person ratio by improving utilization and allocation based on reservation data analysis
- Provide flexible functionality to assign office assets to a specific org. units, projects, employees, or other hierarchies and monitor their ongoing usage
- Provide a self-service tool for any employee to book office assets swiftly according to their schedule and preferences
- Provide meeting room booking functionality to manage events, and a dedicated module to track and support guest visits to company offices
1/5
Key Differentiators
Multiple Bookable Asset Types
Various bookable assets: workplaces, meeting rooms, parking spots and smart lockers in one consolidated application
Network-Based Attendance Tracking
Cost-effective network event data for attendance tracking instead of much more expensive IoT sensors and platforms
Customizable Office Policies
Extensive office assets assignments and booking policies provide unrivalled flexibility in workspace management
Benefits
Cost Efficiency
Reduces expenses with optimized space usage
Reservation Flexibility
Empowers employees to choose their workplace
Real-Time Space Tracking
Tracks utilization using automated or manual check-ins
IT cost reduction
Use network data for attendance tracking, no IoT needed
Custom Policy Implementation
Configure booking and assignment rules to fit company policy
Intuitive Map Editor
Easily customize floor plans with a user-friendly editor
Features
- Multiple Booking Types: Extended booking capabilities of workplaces, meeting rooms, smart lockers, and parking spots for comprehensive resource management.
- QR Code Check-In: Simplifies access with QR code generation for quick and secure check-in to reserved spaces.
- Workspace Assignments: Assigns workspaces to specific employees, organizational units, distribution lists, or project teams for targeted resource allocation.
- Office Policy Controls: Sets booking period limitations, auto-cancellation rules, and other policies to manage office space effectively.
- Interactive Map Editor: Offers an intuitive interface for administrators to create, edit, and publish office floor maps.
- Social Workspace Features: Enhances the office experience with favorite colleagues, floor occupancy views, and proximity bookings for collaborative working.
- Visitor & Event Management Module: Simplifies guest visit and event management, guest status tracking, and captures additional services required for the best client experience.
- Extensive Analytical Platform: Provides insights for ongoing real estate management and decision-making.
Use Cases
Corporate Offices
Problem Statement:
Large companies with white-collar workers struggle with inefficient office space usage and require a system to manage attendance and encourage collaboration.
Solution Proposed:
DESK provides a platform for these companies to efficiently manage office attendance, with tools for employees to book workspaces conducive to collaboration, enhancing productivity.
Achieved Results:
After implementing desk booking software, workplace per employee ratio reduction:
- 2021 (the year the solution was implemented): 1.1 to 0.78
- 2022 (a year after solution implementation): 0.78 to 0.44
Coworking Spaces
Problem Statement:
Coworking spaces need to manage resources for multiple companies and freelancers. Without efficient workspace management software, it often leads to overbooking and resource conflicts.
Solution Proposed:
DESK allows coworking spaces to offer a seamless booking experience for various companies' employees, managing resources effectively without conflicts.
Achieved Results:
Implementing space management software increased customer satisfaction due to efficient space management, maximized resource usage, and enhanced reputation as a flexible coworking space provider.
Events & Guest Management
Problem Statement:
Event organizers require efficient management tools for meeting room utilization to host successful conferences and events.
Solution Proposed:
DESK's meeting room booking and VMS functionality enables organizers to plan and allocate spaces for events methodically, ensuring availability and accessibility.
Achieved Results:
Implementing workspace management software resulted in streamlined event space management, reduced time spent on logistics, and positive feedback from event attendees and organizers.
Educational Institutions
Problem Statement:
Universities face challenges in managing study spaces for students, requiring a system to facilitate space booking and optimize room usage.
Solution Proposed:
As a desk booking software, DESK adapts its corporate office solutions to the educational context, allowing students to reserve study spaces and collaborate effectively.
Achieved Results:
Better utilization of university spaces, enhanced student satisfaction with flexible study options, and improved academic collaboration.
Parking Management
Problem Statement:
Parking facilities grapple with the efficient allocation of spaces, often leading to underused areas and customer dissatisfaction.
Solution Proposed:
DESK extends its booking system to manage parking spots, offering an easy-to-use app for real-time reservations and optimization.
Achieved Results:
Implementing space management software increased parking space turnover, improved customer experience with easy spot finding, and higher revenue from efficient space management.
Additional Information
Questions & Answers
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Integrates with
MS Azure
MS Teams
MS Power BI
MS Outlook
Smart Lockers
External API for custom client apps
Tech Requirements
SaaS:
Office 365 subscription in Azure Cloud
On-prem/client cloud:
Requirements need to be defined separately
categories
license type
type
Documentation
Links
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