Desk sharing at the software company IP SYSCON

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 LabudaSenior People Manager OMR

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

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.

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

Sophie LabudaSenior People Manager OMR

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.

"Above all, flexible working offers many opportunities for collaboration, so you really do meet different people every day, different business areas. You can work together very specifically in project groups."

Britta HermesSales

The solution

Focus on usability

IP SYSCON uses desk.ly as a central booking tool for cross-location working. It enables the team to plan their day flexibly and provides the management with a database for sustainable space management:

Smart booking – intuitive and fast space reservation without the need for training
Minimal administration – low administrative effort that grows with the location
Data-based optimization – transparent occupancy statistics as the basis for sustainable space decisions

Onboarding

Simplicity ensures acceptance

A key success factor for the new working model was employee acceptance. Thanks to desk.ly's self-explanatory user interface, the rollout was completed within a very short time. The visual design of the booking schedules enables all users to find their way around immediately. Without complex instructions or training, the tool became an integral part of everyday working life from day one, which made the transition to the shared desk model easier.

"We have a good evaluation thanks to desk.ly, so we have actually used this data to map our sustainable structure in the company."

Roland HachmannManaging Director

Convincing added value

Networking increased, area optimized

The interactive map allows teams to find each other in a targeted manner, which makes project-related collaboration much easier. At the same time, the tool provides valuable insights through detailed workload statistics.

Targeted collaboration – employees can see where colleagues are and can get together for specific projects
Cost efficiency – additional areas such as parking spaces can also be better dimensioned and costs saved thanks to the analysis.
Active product design – user suggestions flow directly into the continuous optimization of the software.

IP SYSCON

IP SYSCON is a software and service company for specialist municipal solutions with headquarters in Hanover. The company has been supporting digitization in Germany, Austria and Switzerland for over 30 years. The focus is on innovative applications for areas such as energy and climate, nature and the environment as well as network information (e.g. roads and green spaces).

desk.ly_IPSyscon_logo

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.