Background
A fast-growing professional services firm with over 600 employees in its headquarters, faced a critical need for effective flexible work management. With only 230 desks available and a loosely enforced two-to-three-day office attendance policy, the firm needed a solution to manage space allocation, streamline desk reservations, and improve overall operational efficiency.
A manager at the firm was tasked with finding a platform that would address these challenges and provide long-term value for the firm. “Value to us is about fit-for-purpose tools that meet our needs, without added complexity,” the manager explained.
Challenge
As the firm adopted a flexible work model, managing the office space became a logistical challenge. With a large workforce but limited desks, the manager needed a way to track who would be in the office and when, ensuring that space was used efficiently without disrupting operations.
Adding to the complexity, each office was using different workplace management tools, leading to inefficiencies and inconsistencies across the organization. The manager’s vision was to unify all locations under a single system that integrated seamlessly with the firm’s existing tools, such as badge systems and room scheduling software.
Introducing a new technology, however, meant overcoming employee resistance and ensuring a smooth transition. “Ultimately, it wasn’t just about finding a tool—it was about finding a solution that truly worked for our people and processes,” the manager shared.
Implementation
The journey to transform the firm’s workplace operations began with a deliberate, phased implementation. The manager and their team started with its headquarter office by creating detailed floor plans within Maptician. However, instead of making the system immediately available to everyone, the manager took a strategic approach. Key stakeholders—particularly those resistant to change—were introduced to the platform first, allowing for early feedback and a gradual rollout.
“By bringing in the toughest critics early, we created a ripple effect of buy-in,” the manager explained. “It wasn’t just a rollout—it was a partnership with Maptician to make this work.”
Over the next three years, the firm systematically transitioned other offices, including locations in New York, Denver, and newly acquired offices such as Woodland Hills, California, to the Maptician platform. The firm ensured a seamless onboarding experience for employees at new locations, who were trained to use Maptician from day one.
A key feature of Maptician’s implementation was its integration with the firm’s badge system, allowing employees to check in automatically when swiping their badges. This enabled Maptician’s presence, showing whether coworkers are in the office or remote, ensuring a smoother experience for all. By December, the office became the final location to adopt Maptician, completing the transition across all offices.
Results
The impact of Maptician on the firm’s flexible work operations has been transformative. In the office, the firm gained real-time visibility into space utilization, ensuring every desk was used efficiently and helping avoid unnecessary investments in additional office space. Employees could easily reserve desks, track colleagues’ schedules, and coordinate in-office collaboration, creating a more connected and productive environment.
Across the organization, consolidating workplace tools into a single platform simplified operations and eliminated inefficiencies. The seamless integration with the firm’s badge system further streamlined the employee experience, removing logistical headaches and improving daily workflows.
For the manager, the real value of Maptician went beyond the technology itself. “Their willingness to walk alongside us, from offering on-site support to incorporating our feedback into updates, made all the difference,” he said.
As the firm continues to grow, Maptician remains a cornerstone of the firm’s workplace strategy. With plans to explore additional features, such as facilities management and visitor tracking, the firm is confident that Maptician will evolve to meet the firm’s future needs.
Conclusion
The firm’s journey to streamline its flexible work operations illustrates the importance of thoughtful planning and strong partnerships. By implementing Maptician, the firm not only solved its immediate challenges but also positioned itself for long-term success.
The results speak for themselves: improved space utilization, a seamless employee experience, and a unified, scalable platform that aligns with the firm’s growth strategy. As the firm continues to evolve, Maptician remains an essential partner in optimizing its flexible work environment.
Reflecting on the partnership, the manager shared, “Maptician has been more than a vendor—they’ve been a true partner in our success. Their hands-on approach, ability to integrate seamlessly with our systems, and commitment to listening and evolving have set them apart. Thanks to Maptician, we’ve created a flexible work environment that works for everyone, and I’d recommend them to any organization looking to optimize their operations.”
