Updated: 7 days ago
Here is a picture of your workplace tomorrow with three different audiences:
However there are also three different types of workplace user that you need to consider.
I'm the CTO how can I help manage a health and safety and facilities task?
You may well ask?
This blog attempts to spell out three / four easy steps with results that will make your workplace safe and productive.
Now the challenge a number will have Office 365, with Exchange managing the resources which is fine however, your Covid-19 workplace challenge requires an enhanced toolkit with a different talent set.
Because Office 365 and Exchange cannot handle any of these tasks listed below.
Here's the guide to enhancing Exchange without changing workflows and getting everyone back to work:
Step 1 - Source a Meeting Room and Desk booking system that has a synchronised interface with Exchange.
This keeps the users in outlook with an add-in to book resources like meeting rooms or desks, and one version of the true availability of Room and Desk inventory.
So what do you get when you add this resource?
Desktop and smart device booking of both room and desk resources, that is simple.
Data on who sat in which desk when, for traceability, should someone become infected.
Data on which visitors came to meet which meeting host in which room, again traceability.
However, pick the right system and you secure a APi that can send host and guest data to a visitor management system.
Your the CTO / CIO so a supplier that's cloud based, hosted on Azure, and a Microsoft Gold Partner would be ideal.
Security would be a key consideration so at least ISO27001:2013 certification is a minimum requirement.
Reporting feeds to advise cleaners what to clean is another must, either a standard report or a data feed into a Covid-19 Pandemic reporting system.
The ability to stop people hogging meeting rooms resources by releasing no shows, is another cool win, generally adding 37% room availability, with no extra Real Estate or fit out cost.
There are more gains from managing vendors, catering and car parking, however the main concerns are above.
Step 2 - Source a first class visitor management system
This will send customised invites to your visitors that make it easy to find the building.
It will have an express check-in piece of functionality via a barcode that means your reception area is not cluttered.
Apart from wowing the visitor the key here is your visitor data and who they visited, is now recoverable for tracking purposes.
However, there is more, the barcode once enabled, can act as a second express access pass through your access barriers. Decluttering reception whilst maintaining security.
A scan of the barcode at check-in notifies the host by SMS and Email, so no receptionist madly phoning everywhere.
The key is to source a visitor management system with integration into your room and desk booking solution, so that Outlook bookings populate visitor data to the Room and desk booking system and that notifies the visor management system.
For those that want to take the visitor experience to another level the premium offering in this space that allows you to cut and de-risk reception staff is VPOD's Vgreet.
Step 3 - Source a reporting system that gives you complete visibility of all three workers in assigned, meeting room and hot desk as well as visitor communities.
The benefits are instant, visibility of your workplace and whether its being used as intended.
We have covered the benefits in other blogs, however the tool can be customised for different data views for different workplace personas.
Security can have one view
Human resources another
Corporate Real Estate another
So as CIO/CTO you deliver a happy set of stakeholders and keep the finance director happy too as:
He saves on cleaning costs , cleaning only what's being occupied
He saves on reception staff with a slick visitor management system
He saves on real estate and fit out cost because the workplace does not allow up to 37% of the meeting rooms to be occupied with bookings that no-show.
More importantly the CEO has some "relief" he can get his business back to work, in the middle of a pandemic, without any concerns around health and safety, corporate risk, duty of care and everything that in litigious societies he may get held accountable for!
Glossary of Terms and meanings
Microsoft office 365 enhanced
Condeco extends office 365 so that simplistic bookers can find rooms and their charecteristics easily.
The safe workplace o365 enhanced
Condeco delivers a safe workplace through its social distancing of meeting room seats and desk spacing and sanitisation features.
The safe workplace office 365 enhanced
The safe workplace with distancing and sanitisation can be added to office 365 via the add-in.
Microsoft workplaces on demand,
Condeco adds desk and room booking on demand to office 365.
Microsoft smart workplace
We believe Condeco enhances Microsoft to deliver a smart workplace through its features and their benefits and their partner integrations.
A safe Microsoft enhanced workplace
Condeco enable the Microsoft productivity suite to deliver a safer workplace.
Microsoft workplace experience
Condeco and their partners help deliver a better Microsoft powered workplace experience with more efficient processes.
Workplace experience re-engineering
Condeco and their partners enable a re-engineered workplace to be delivered using technology to deliver a digital workplace.
Microsoft workplace efficiency
Condeco and its partners enable the more efficient processes to be delivered by enhancing Microsoft's core productivity suite Outlook.
Microsoft digital transformation
Those looking to digitally transform the workplace can do so extending and enhancing Microsoft.
Microsoft safe check-in
VPOD an Proxyclick extend Condeco and Microsoft to deliver a safe check-in through faster processes and less congested reception areas.
Microsoft touchless check-in
Proxyclick and Condeco deliver through the Integration with Condeco the touchless check-in to Microsoft customers.
Microsoft express check-in
Proxyclick and Condeco deliver through the Integration with Condeco the express check-in using their invites and QR codes for Microsoft customers.
The safe workplace
Condeco enable the safe workplace with their core desk and room products and their integrations with partners like VPOD and Proxyclick.
The safe workplace assigned seats
Assigned or bookable seats ensure no one is allowed to just sit where they like and not safe distance, without the use of tape.
The safe workplace hot desk
This is now delivered through the Condeco desk booking, safe spacing and sanitisation feature.
The safe workplace meeting rooms
delivered by using Condeco to safe distance seats and sanitise the rooms with its vendor management feature queuing work orders to cleaning vendors.
The safe workplace visitor management
Delivered Through the Condeco VPOD and Proxyclick integrations.
Covid-19 back to the workplace,
Term for recovery to the workplace post lockdown but prior to vaccination.
Safe workplace distancing
Term used for Meeting Room and Desk seating efficient 2 metre spacing delivered using the desk and room booking Condeco APP.
Safe reception distancing
Delivered by decongesting the reception area with invites delivered to visitors with QR codes, enable pre registration, touchless and express check-in. This decongests reception areas using the Condeco VPOD and Proxyclick check-in.
Desk booking check-list
Complying with the Covid back to workplace and call centre guidelines.
Mobile and Web booking
delivery of safe booking through own device booking, removing surfaces that you need to touch and sanitise.
Desk status free busy
delivered by the Condeco APP so the desk booker knows what's free, busy and available, whilst also seeing safe distancing from the floor plan.
Desk status unavailable sanitisation required
delivered by the Condeco APP when the desk is finished with but suspended from use requiring sanitisation and release.
Desk vendor message cleaning list
Delivered through the desk booking vendor management module.
Vendor change status
Delivered by the Condeco APP when the cleaning or catering vendor change the status of an order.
Desk GPS check-in
Delivered by The Condeco desk booking APP that delivers touchless check-in to your desk through the GPS HQ association triggered by your mobile device.
Desk GPS checkout
Delivered when a user leaves the building for a certain time, checking them out of the desk.
Desk integration Vpod
New module delivered by VPOD's desk integration with Condeco. Enables Desk booking from VPOD.
Delivered by VPOD and its integration to Condeco
Desk booking integration
VPOD feature enabling desks to be booked using the VGreet kiosks, useful for Post Covid or unscheduled bookings.
Achieved with The Condeco App deploying safe distancing of desks and room seats and blocking out other seats to demonstrate safe distancing.
Desk spacing transparency
Delivers safe distancing by blocking out desks in between, opposite each other and deploying that on the booking app to deliver psychological safety to the desk booker.
Desk booking day of week phasing
Delivered by the Condeco app allowing day of the week booking if you've a phased use desk policy.
Desk booking close area.
Delivered by the Condeco APP which allows areas or zones to be closed and auto-cancels forward bookings pushing notifications to those that have booked to rebook.