PhoenixDX Workspace

PhoenixDX Workspace

All Industries | Other use cases

Solution Overview

With the current working environment changing regularly, and people demanding more flexibility, we believed there could be a better way to deploy facilities management software and desk booking. So we decided to build, with leading organisations, a flexible product that has over 500+ person/days of R&D and is in use in small to large enterprises.
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Key Features

For employees you enjoy the following benefits while using Workspace: 

  • More productive and collaborative workplace experience for employees

  • Increased personal safety through centralised control and monitoring of capacity limits per site, as well as screening of yourself and colleagues that share the space with you. 

  • Convenience of pre-screening yourself before arriving on-site, decreasing unproductive time spent in high-traffic areas on-site. 

  • Improved engagement with your colleagues through access to information on who else is currently working on the same site as you. 

  • Immediate ability to view and book available meeting rooms and desks, ensuring efficient use of shared work areas while avoiding frustrating scheduling conflicts. 

  • Enhanced flexibility in being able to make unexpected visits to the office, while remaining compliant with your office’s workplace capacity and safety guidelines. 

  • Clarity and control on when you can access common areas such as canteens, allowing you to safely and productively schedule your lunch break times. 

  • Peace of mind in your work environment when on-site, allowing you to focus entirely on your tasks at hand.

For Department Managers you enjoy the following benefits while using Workspace:

  • Granular control over the requests and approvals for sites that you are responsible for, including the ability to put the decision in the site manager’s hands. 

  • Efficient insight into and management of the data gathered for the sites and their capacity utilisation, including the ability to export data. 

  • Flexibility in the process you follow to enable approvals and check-ins for staff at the sites. 

  • Continuously enhanced visibility of site capacity and desk allocation schedule, increasing the effectiveness of planning and site operations for the organisation by the support team.

  • Drive increased office attendance by viewing who regularly comes to the office

  • Managing your allocated seating capacity

For Receptionist / Concierge you enjoy the following benefits while using Workspace: 

  • A centralised view of the core information that you need to assist staff or visitors arriving at your site, such as expected arrivals for the day based on approved bookings. 

  • Easy and efficient access to the actions you can carry out to support staff and visitors, such as quick check-in or booking of meeting rooms.

  • Adaptability in the types of visitors that you need to process, with the information made available for you to smoothly handle walk-in requests for access.

  • Access reports and information on who is on site.

  • Control meeting room booking and desk booking.

  • Easily know who is on site.

  • Send notifications to all on site employees.

As responsible for risk, compliance or facilities, you will experience the following benefits of using Workspace:

  • Contact tracing to facilitate analysis of whom was a close contact with Covid19

  • Office space utilisation statistics

  • Pre-screening and safety disclaimers

  • Employee handbooks

  • Selecting entry points to drive flow of physical check-in on site

  • Workflows configured by types of users

  • Sanitising of desks based on schedule

  • Full statistics and counts of whom was in the office in a particular day

  • Notices and messages for all employees

  • Office shutdown messages

Key Benefits

The key benefits of using Workspace include:

1. Higher space utilisation
We recently surveyed a number of businesses and 54% of employees want to work 1 to 2 days in the office. More than 1/3 of people want to work 100% remote. So it is no wonder that office’s desk utilisation is low for most business. You can start to see just how much of your workspace is left empty. Desk booking allows you to keep better track of how much people are using the desks, and devise new plans for the unused space.

2. Increased productivity

In large organisations, how many times you’ve walked into an office at some point and spent a good few minutes searching for a free desk or meeting room? Sometimes you settle in a seat because someone is on holiday or out for the rest of the day – but once they’re back in, you begin the search again. If people can come in to an office, sit down and start working straight away, that’s already increasing productivity. For certain projects, you might want to work with particular teams or people, so enabling people to choose which desk they want to work at will make collaboration easier and people can avoid scheduling meetings. Noise disruption is also rising in the office space and demands greater need for agile working, providing people with the workspaces they need for collaboration and productivity. 

3. Reduced costs

Desk utilization is generally pretty poor in offices which leads to masses of unused space and resources. It’s not only the desks that take up space, your business is also paying for the sq. ft., the computer, the chair, the cabling, the lighting the phone etc. The cost to operate a workstation in Australia ranges from 7,000AUD$ to 14,000AUD$, so when you look at those empty desks around you, think of that cost floating above them and how it could be better spent. Desk booking software will help you reduce those wasted costs by making sure you only have the desks and resources you need.

4. Encourage flexible working
Every person has a different working style, so it’s important to provide workspaces and flexible working policies that suite your people. Whilst millennials tend to be more open to working in different areas, there are other requirements from all staff. Without the right working environment, people can quickly become de-motivated and frustrated, which can eventually impact your retention. Desk booking software helps you identify your different workers and provide flexible solutions for the people that are in need of it. Each person faces their own set of challenges both in and out of the office, so giving your workforce options is a good starting point.

5. Contact tracing

Contact tracing and checking in onsite are now required for most businesses. You can use contact tracing technology in your workplace to create a comprehensive audit trail and simplify the contact tracing process should an employee become ill. All employees must book the workspace they require to use in advance when planning a visit to the office to ensure there is a record of usage in the database. This way you will be able to comply and keep most people sage.

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