How Adaptavist Leads Its Global Office Management Strategy With Officely Insights

Adaptavist is an expert in delivering software, tailored solutions, and consulting services across some of the most comprehensive communication tools and technology ecosystems in the world.

As the go-to for businesses looking to make big software changes with minimal fuss, the organization knows something about creating innovative software that’s easy to use. 

And that’s precisely what Adaptavist was looking for when it joined Officely’s free trial. As a hybrid company, leadership needed to understand which offices were being used after their office doors opened post-pandemic.

“We don’t mind where people work, but we are a business. We need to make sure we’re maximizing any investment into office space effectively,” says Maria Fuster, Adaptavist’s Workplace Operations Lead.

Challenge: Simple Desk Booking with Comprehensive Data

Adaptavist was looking for a tool that could both manage and measure desk booking activity. Previously, desk management consisted of Maria spending hours in spreadsheets. 

“It would take all day, and that’s just for one office. It would’ve been a full-time job to manage the usage of all our offices, which is obviously a huge waste of time.”

With multiple offices around the world, it’s imperative that every space is used to its full potential. Maria wanted to find a simple tool that would collect the booking data so she could break it down for future decisions. 

Solution: Officely Insights!

Officely’s Office Insights feature enables easy desk booking for employees and measures attendance trends, so Maria can analyze what’s working and what isn’t.

Maria regularly exports the Insights data and puts it into a spreadsheet to find out how often people are coming into each office, discover which days are most popular, and learn what impacts attendance.

This is then reported back to senior leadership, who make decisions on how best to optimize the usage of each office.

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“Sometimes we’ll downsize, other times we’ll need to upscale. If we see an office is at full capacity every day, it’s time to look at alternative spaces,” Maria explains.

By pulling this data, Maria was able to demonstrate how one particular office space could be utilized as a community hub, by hosting charity events and exhibitions.

Making the Most of Office Spaces

With time still on the lease and space available, Adaptavist allowed a whole floor to be cleared of workstations and used for workshops and internal events.

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“We’ve also kept it in Officely so people know what’s happening on that floor. I just created a Neighborhood with one desk in it, so people can look at the app to find out what’s happening and whether it’s available.”

Effective office management needs data to back future decisions and ensure the right calls are being made.

However, office usage doesn’t spend from capacity alone. Adaptavist also uses Office Insights to understand the motivation behind why employees come into the office. 

Incentivizing Attendance with Office Extras and Announcements

With the whole company using Officely, Maria has an easy, accessible way to ensure all employees know what’s happening in their office.

By using features like Office Extras and Announcements, Maria can manage the office space and share activities, socials, and updates for the week, without leaving Slack.

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“We use it both practically, and for social events.

“For example, our London office doesn’t have parking, but our Toronto one does. So parking is available to book through Office Extras for employees going in each day. 

“I also use Announcements for anything happening in the office in the week, or to educate and celebrate events in our Cultural Calendar: Black History Month, International Women’s Day… there’s always something to talk about, and Announcements puts it on everybody’s radar.”

Results: Cost-Effective Offices Employees Use

For Maria, using Officely has allowed her to provide management with useful insights into how and why employees are using offices. 

This means informed decisions can be made on how to run each office, and employees will be more inclined to use spaces that cater to their needs.

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“The tool speaks for itself – not only is it so easy for me to use, but it’s also easy for employees to book in.

"And that means the decisions I’m making are based on reliable data, whereas I previously had no idea what attendance looked like for our international offices.” 

Officely has taken the guesswork out of office management. Now, businesses like Adaptavist can use insights and data to understand how to make the most of their office spaces without throwing money down the drain.

To find out for yourself, get started for free with Officely today or book a quick demo with Krissie, our customer success manager!