In a Modern Workplace the only constant is change. So, how do you keep ahead of today’s activities, find your way to available meeting rooms, know if a huddle room is free or occupied, and make sure that guests and visitors can find their way to where you and your staff members are located for the day?

 New and alternate approaches to workplaces are continually emerging. The latest growing trend is called “Activity-based Working” or “Modern Workplace”. Activity-based Working aim to boost collaboration, productivity and flexibility while reducing costs.

A modern workplace is an ever-changing environment

Activity-based Working is a workplace strategy that provides people with a choice of settings for a variety of workplace activities. Rather than forcing individuals to undertake all their work at one setting, Activity-based Working allows people to physically locate themselves where it is most suitable for them to complete their work. Just like Macquarie’s Sydney workplace at One Shelley Street (image above) or like Microsoft's new Denmark headquarters below (which by the way was inspired by a Bill Gates memo from 10 years ago).

Spaces are designed to create opportunities for intense, focused work to impromptu and informal meeting space, to formal meeting rooms depending on the work an individual is undertaking.

The spaces and facilities can be divided into different zones and clusters:

  • Hot desks – can be reserved in advance (For private work)
  • Focus rooms - no need to reserve in advance (For private phone conversations, one on one discussions, conference calls and creative activities requiring privacy)
  • Huddle rooms, available for small groups (3-4) - no need to reserve in advance (To meet in an exchange of ideas, meetings, videoconferencing, team grant writing, etc.)
  • Small and large conference rooms – must be reserved in advance (To meet in bigger meetings, often with clients and external visitors)

The Activity-based Workplace model flips the traditional office model by making the open work stations the quiet space (as in a library) and the enclosed spaces become the places for conversation as well as privacy.

It allows not only flexibility in working style, but affords the Corporate Real Estate executive flexibility in their real estate strategy with a workplace that allows for contraction and expansion in demand and headcount over time. 


ITU Copenhagen floating rooms

What is an Activity-based Workplace?

Activity-based work is one of the latest innovations in workplace design and is an opportunity for many organizations to take their accommodation one step further than a typical open plan office environment. 

Modern Activity-based workplaces provide a more flexible arrangement of the open plan workspace where employees are free to choose the area of the work place that best suits the activities or tasks they need to perform on a given day. This can often mean that employees do not have an individual desk or workstation of their own.

By providing a range of different settings and technologies to support various tasks, activities and modes of work, Activity-based Working arrangements have the potential to:

  • Increase productivity.
  • Increase autonomy and entrepreneurship within an organization.
  • Strengthen corporate image and workplace culture.
  • Increase collaborative communication and knowledge sharing within and between teams. Increase employee enjoyment, well being and satisfaction.
  • Increase opportunities for team-oriented work.
  • Support specific tasks through environments that are appropriate to needs.
  • Improve the spatial economy of the workplace with more efficient use of facilities, floor and desk spaces.

An Activity-based workplace is an ever-changing environment that requires the right tools!

Visitors arrive unexpectedly. Meetings and activities change and move to other rooms. Meeting attendees need directions, but there’s no one in the reception to show the way. All meeting and huddle rooms seem fully booked but rooms are still empty. Employees change desks and are hard to find. Meetings get interrupted.... 

What seemed like a great methodology to enhance productivity and boost collaboration is now a mess and you don’t want to experience that.

An Activity-based Workplace is an ever-changing environment which require a dynamic and intelligent room booking platform and visitor management solution to take care of the hassle of finding the available rooms, optimize room utilization and makes it easy for guests and meeting attendees to find the right location for the next activity.

The solution

Today’s modern workplace needs a fully integrated and synchronized digital signage solution that takes away the hassle of finding unoccupied meeting and huddle rooms and creates a more relaxed and efficient workplace environment. 

A total solution consists of many elements playing in harmony. At AskCody we support them all. From large overview screens providing general information about meetings and events across multiple rooms and locations, dynamic meeting room signs helping people to improve meeting room efficiency, and dynamic bulletin boards showing key messages.

The key is to present the right information at the right time and place, thus making it easy for the users to find their way without any clutter taking focus away from finding their way or finding that available room.

The AskCody product suite simplifies meeting scheduling, streamlines conference room and resource booking, visitor management, takes care of daily questions at the front desk, and improves the overall meeting effectiveness with meeting room analytics – all aspects of business that have long been recognized as nightmares, hurdles to productivity and a waste of resources.

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