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A complete overview of space utilization

Originally, all that was needed was a booking tool so that all employees could secure the right office space - which turned into maximum transparency with a savings effect. d.velop AG reports on its requirements and unexpected benefits ...

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400+ Employees
MEDIA & EVENTS  
LOCATION ORANGE
HAMBURG  

Optimizing the Flex Office - but how?

OMR has more than 400 employees in various divisions - one of which is OMR Podstars. The team has almost doubled in size in just a few years. OMR has grown so dynamically that space in the Hamburg offices has become scarce. However, giving up the location on the Schanze was not an option because the proximity to the trade fair and the surroundings are simply perfect for the company.

At the same time, everyone in the OMR team enjoys the benefit of being able to work from home from time to time. In surveys, OMR discovered that not everyone needs a fixed location. That's why the existing office spaces are shared flexibly - flex desks .

"We have more employees than office space. Accordingly, we had to think about how we could manage this. desk.ly has the positive effect on OMR that we can easily integrate the hybrid way of working."

Sophie Labuda OMR
Sophie LabudaSenior People Manager OMR
OMR Office

Shared desks smartly organized

To prevent flex desking from leading to chaos, a tool was needed to manage the workstations. The OMR team has been using desk.ly since April 2021. The desk sharing software allows employees to see which desks are free, who else is in the office and reserve their desk in advance. The ease of use and clarity were immediately convincing.

"I use 10-15 software solutions at work and they have to be intuitive."

Moritz Schubert OMR
Moritz SchubertDirector Sales & Partnerships OMR

The desk booking tool must fulfill a number of criteria, because ...

  • The offices are spread over two buildings and five floors, with very different floor plans.
  • OMR continues to grow rapidly and needs a desk booking tool that can be scaled and adapted.
  • Around the OMR Festival, the team grows rapidly each season. The bookable spaces need to be flexibly blocked or released.
  • To promote a group feeling throughout the company, HR and IT should have equal admin rights, not each department individually.
  • There are different types of workstations that employees can filter by. These include a separate dog office out of consideration for allergy sufferers and, by popular request, quiet workstations for concentrated work.
OMR building

"From a people perspective, the link with Google Workspace, which we work with, is particularly useful for us."

Sophie Labuda OMR
Sophie LabudaSenior People Manager OMR
LP_headergrafiken_1000x1000-1

Why desk.ly?

The intuitive booking and the many personalization options for bookings and user rights were particularly convincing features of desk.ly. As a result, desk.ly integrates seamlessly into the OMR Tech Stack.

Employees also like the search function, which allows them to see where their favorite colleagues are sitting. The company, on the other hand, benefits from having a better overview of the workload and home office quota.

1.100 Employees
Software
  
LOCATION ORANGE
Campus in Gescher + other locations  
The challenge

750 employees - 350 places

... This is the situation at the campus and headquarters of d.velop AG in Gescher. As the company works in hybrid mode, not everyone needs their own space, but when larger meetings or events are planned, it regularly becomes too cramped. In addition to local employees, people from other locations are also on site.

A seat booking software was needed so that people with long journeys could secure a suitable seat in advance. The SaaS company had high requirements.

"The colleagues who come from further away ... need security when they come here to the campus or to the offices, so that they have a place."

Frank Schnittker d.velop
Frank SchnittkerContent Marketing Manager
Requirements

Focus on usability

  • Booking should be easy.
  • It was important to be able to store features for the individual spaces that users could filter by.
  • Another requirement was mobile availability via smartphone.
  • The admin workload had to be low.
  • And the tool had to fit seamlessly into the Microsoft landscape that is established at d.velop.
1Success Sotry d_velop

"We took a small site for the test phase where the pressure was at its highest. And we simply rolled it out there and it worked from day one - very simply, without long instructions."

Portrait Frank Nienhaus d.velop
Frank NienhausSenior IT Systems Engineer
5Success Sotry d_velop
The introduction

Ready to go quickly with desk.ly

For the rollout, a smaller pilot group was chosen, where the need was particularly noticeable - incidentally one of the top 7 recommendations from our whitepaper "Best Practices for your Desk Sharing". After an onboarding call, d.velop used the Entra ID integration to automatically synchronize their users to desk.ly.

Surprising added value

Networking increased, area reduced

In addition to its campus, d.velop now uses desk.ly at three other locations. Users appreciate the ease of booking thanks to features and favorite places. The tool has also made it easier to communicate within the team because it is easier to find each other.

The statistics on office space utilization provided an unexpected benefit. This saved a large amount of space and therefore costs.

"Based on the statistics in desk.ly, we've seen that when it's not peak times, we operate here with two-thirds occupancy, which ultimately led us to think about 'what do we actually need in terms of space here'?"

Frank Schnittker d.velop
Frank SchnittkerContent Marketing Manager
Platz 4 1st floor Team room desk.ly (6)

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d.velop AG

d.velop is an international software company that is driving forward the digitalization of document and business processes in Europe. With the d.velop platform, the company offers digital, AI-based services that connect people and organizations and automate, simplify and redesign processes - securely and legally compliant. The company is supported by a global network of hundreds of partner companies that offer first-hand expertise and service.

d_velop_k
OMR

Podstars by OMR, Germany's leading podcast network, has been offering services in all areas relating to podcasts such as conception, production and marketing since 2015. With three studios, Podstars markets over 100 podcasts and produces another 70 shows itself. As part of Online Marketing Rockstars (OMR), Podstars belongs to Ramp 106 GmbH, a media and event company with around 400 employees in Hamburg. OMR is one of the largest knowledge and inspiration platforms for the digital and marketing scene in Europe and is known for the OMR Festival, which has been taking place since 2011. OMR also publishes studies, seminars and offers other formats such as a job exchange.

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