Systems

Optimizing office space management with SEAT

Transformation that has led to a 30% reduction in operational costs

Client overview

One of the largest telecommunications providers in Poland, operates across 18 cities with 10,000 employees and 20 office locations. Managing workspace utilization, parking, meeting rooms, and guest visits efficiently was a key challenge for their hybrid work environment.

Orange Systems success story: signing document

Key challenges before SEAT

As the client transitioned to a hybrid work model, managing office resources efficiently became a top priority. The company needed a centralized booking system that would allow employees to reserve desks, parking spaces, and meeting rooms in advance—across both mobile and web platforms.

Adapting to Covid-19 restrictions

Client’s office layouts had to be adjusted to meet evolving workplace regulations and restrictions.

Post-pandemic hybrid model

With fewer employees working on-site daily, the company no longer needed the same number of workspaces.

Fragmented booking process

Employees could only book meeting rooms through a basic, standalone app that lacked mobile access.

SEAT implementation

To address the challenges, the client implemented SEAT’s core modules:

The modules were integrated with:

Microsoft Exchange for Meeting Room Booking synchronization.

Active Directory and KeyCloak for seamless user management and authentication.

Access Control System (ACS) for secure entry management.

Results & Impact

Optimized Office Space & Cost Savings
The company successfully optimized office space across multiple locations, leading to a 30% OPEX optimisation, including rental and maintenance expenses. The transition to a flexible hybrid work environment allowed for better resource allocation and reduced unnecessary expenditures.
Efficient Workplace Utilization
Desks and parking spaces are now shared among multiple users, maximizing resource allocation without compromising employee convenience.
Improved Hybrid Work Planning
Employees can now plan office visits with confidence, knowing they will have a desk available. Team members can see who from their team will be in the office, enhancing collaboration opportunities. Managers can reserve workspaces for teams, making it easier to coordinate in-office work sessions.
50% More Efficient Parking Space Utilization
Parking spaces are now dynamically allocated instead of being assigned to specific individuals, leading to over 50% better parking efficiency and ensuring fair access for all employees.

Unexpected Benefits

A flexible and evolving system. This flexibility has allowed the client to integrate custom functionalities that enhance office operations, including:

🔹 SMS notifications to keep employees informed in real time.
🔹 Electronic guest book & reception module for a streamlined visitor experience.
🔹 Locker booking system to optimize personal storage space management.
🔹 Quick path booking for fast and efficient workspace reservations.

Client Testimonial

Pawel K.

Head of Facility Management

SEAT is a flexible and open system that has evolved based on our needs, integrating key functionalities to our office environment. Its intuitive and user-friendly interface makes workplace management effortless. Employees highly appreciate the SEAT platform, as confirmed by our 2024 workplace services satisfaction survey.

Next steps with SEAT

With proven success, the client plans to expand SEAT’s usage across additional office locations, further enhancing space efficiency and user experience.

Ready to optimize your workspace?

Transform the way you manage your office spaces with SEAT. Experience the benefits of streamlined booking, enhanced productivity, and data-driven insights.