Creating great workflow – how Neelam’s agile booking system makes her working day perfect

Creating great workflow – how Neelam’s agile booking system makes her working day perfect

Agile working – you’re working hard to implement it, but is it REALLY making things better for your staff and their productivity?

We asked office worker Neelam to talk about her working day and how she uses the technology to make her life easier.

Neelam says: “HQ meetings are never simple to organise – there are workspaces to find, colleagues to invite to meetings and services such as catering to add.

“My time is strictly limited, so I don’t want to waste it on admin. That’s where our agile booking system comes to my aid – all through the day.”

1. Booking a desk

“While I’m travelling in to the office, I use my mobile app and the agile booking system to check what desks are available, and book one directly from a floorplan,” says Neelam.

“It means I can select a specific floor and desk location where it’s easy for me to work closely with my colleagues.”

When Neelam arrives, she scans the QR code she’s been given, and that secures her space for the day.

“If I don’t do this, the space is automatically put back into the desk pool within 30 minutes of the booking start time – that’s one of the HQ rules I need to follow,” she says.

“It’s a practical rule. When I’m at HQ looking for somewhere to work, I know that space will be available when desk space is automatically released into the pool. It’s one of many benefits of the agile booking system.”

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2. Finding a meeting room

As luck would have it, Neelam needs to get key project team members around a table to discuss new client requirements – these requirements came up unexpectedly part way through the morning.

“Because I’ve used my agile booking system to reserve a place in a quiet working zone, I need to find a small meeting room as a priority,” she says.

“Before, this would have meant walking around the office to locate a free room, then wondering if I might have to vacate half way through my meeting.

“Our new digital signage panels makes finding a room simple, because they show if a room is booked or not at a glance. I check for meeting room space also on my mobile app, too. This saves around 15 minutes of my time and it’s really efficient for my colleagues, too.”

* What does an agile booking system do better than Outlook?

3. Locating colleagues and arranging a collaboration session

“This is simple!” says Neelam. “I use the agile booking system portal to check my colleagues’ availability, and I can even collaborate using a tool like Skype almost instantly.

“I can also use tools such as Zoom to bring colleagues into the meeting who are working from home.”

Neelam is also happy about how easy it is to use the agile booking system to book a video conference.

“The system locates the best space even across time zones, and invites everyone I need to be there,” she says.

“One of the best things is that if any details of the meeting change, such as the time, the system automatically notifies everybody.

“No more having to send out emails and wondering if everyone has received them – I find it reduces no-shows at our meetings.”

* Discover more about integrating technology in your workplace.

4. Organising catering, parking and equipment

Back at the office, Neelam’s collaboration session goes on for nearly two hours.

“Having services available on my booking portal means I can order in catering so we don’t need to stop to get lunch. Just what the team needs to get the job done,” she says.

The agile booking system makes it simple to organise catering for meetings even when they are in multiple locations. It alerts caterers if arrangements change, which reduces food waste – good for both costs and the environment.

The system also handles the booking of parking spaces and keeps an inventory of necessary equipment such as VC, so Neelam never turns up for a meeting to find essential kit is missing.

* Discover the 10 steps to take on your agile working journey.

5. Checking out

Neelam’s leaving early – for once!

“I scan the desk QR code to check out, so one of my colleagues can use the space I’ve vacated if they need it,” she says.

“It’s been another productive day for me, thanks to our agile booking system and the way it integrates with the services and collaboration tools I needed.

“I feel I’m ready for tomorrow!”

Make every working day as productive as Neelam’s with an agile booking system