The workplace is undergoing a dynamic transformation: driven by New Work, digital nomads, and the balance between work and leisure, more and more companies need to offer their employees flexible workspaces to remain attractive in the market. A workplace app assists both employees and management in organizing this.
Modern Dynamic Work Environment
Even though many employees work from home more often, the need for on-site meetings with colleagues in the traditional office environment remains important. Since colleagues often no longer have fixed workstations, there is an immediate need for solutions that allow these flexible workplaces to be reserved.
With a tailored workplace app, workplace management can be simplified. This smart solution enables companies to book workspaces and even parking spaces quickly and easily, ensuring smooth organization.
Efficient Workspace Booking
The workspace reservation via app offers a variety of features that meet the needs of companies of all sizes. Whether it is a team of a few dozen or a workforce of several thousand employees, the app is scalable and flexible.
With a quick booking function, workspaces and parking spots for the upcoming days can be easily reserved within one’s own department area. The number of days for which the reservation is made can be flexibly adjusted to meet individual employee needs.
When using the quick booking function, employees automatically receive a suggestion for an available workspace. This suggestion can be displayed in numerical form. To enable easy orientation, all workspaces must be graphically displayed on the floor plan and their reservation status color-coded according to a traffic light system. By clicking on a free, green-marked workspace, employees can easily reserve it. There is also the option to adjust the reservation time.
All booked reservations are clearly displayed on the app’s home screen. From there, they can be edited, canceled, or forwarded to external scheduling software like Outlook to ensure seamless workflow integration.
Data-Driven Space Release
All reservation data must be collected centrally on a server to be available for analysis. At the same time, sensitive data that could reveal individual identities must be anonymized after 30 days to comply with data protection regulations. This allows companies, for example, to determine the actual demand for workspaces over quarters or even years and make informed decisions regarding the leasing or sale of surplus space.
Efficient Group Booking
The group booking feature is now standard in workplace apps. It allows employees to easily reserve workspaces and meeting rooms for their teams. By simply creating a group, this option can be reused repeatedly, saving time. The app only suggests meeting rooms that offer sufficient space for the participants and even enables the booking of catering services for meetings.
Targeted Search and First Responder Management
A professional workplace app also offers a search function that allows employees to look up reservations made by others, enabling effective coordination and collaboration. Users have control over whether they want to be found and can specify who is allowed to search for them.
In emergencies, first responders can be quickly located by pinpointing their workspace in the app. All contact details, including phone numbers of first responders, are available for rapid contact with just one click.
Outlook: Reservation of Devices and Lockers
Mature workplace apps now also offer the possibility to reserve individual devices such as PCs, lawn mowers, vehicles, and more. It is also possible to reserve lockers and storage compartments for personal use, order catering for meetings, or arrange cleaning of spaces after use. This way, the efficiency boost through the workplace app extends far beyond just the workspace.
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