DESK Office Space Management Software
DESK
Solution Overview
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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
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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.
Questions & Answers
How fast can I start using it?
Time estimates depend on the amount of offices and assets you have.
Can I request a demo?
Yes.
What the domain name would be?
We can customize domain name within the template *.epam.com. We also provide certain customization options like changing colors, general shapes of UI elements, and adding your company logo to the menu.
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type
license type
categories
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
Documentation
Links
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