NFS customer experience – how a Irish law firm got back to work using Rendezvous desk booking

Rendezvous workspace technology

A major Dublin based law firm, using Rendezvous workspace technology from NFS, deploy the agile working module to support a safe and effective post-corona back-to-work strategy – we provide the client’s perspective on how it works.

Background

Our Dublin-based law firm has around 750 staff, and currently has around 120 staff back in the office at any one time.

We hope to have around 50 to 60% of staff back by January, but it’s very hard to predict as home working is now well established and working well.

Client meeting rooms are not currently used, although the Facilities Manager is currently dealing with exceptions, while still applying social distancing rules.

The Firm’s Return to work approach

The firm has adopted the 2m social distancing rule. Rendezvous workspace technology is used to help control building occupancy, and to enable desk and room booking for our agile workers.

All desks are in service but are autoblocked depending on proximity to each user – maintaining careful control of building occupancy by enforcing desk and office booking, irrespective of use pattern, fixed or hot desk.

Dual occupancy of an office has been moved to single occupancy, so shared occupants cannot book at the same time. This has led to individual relocations of staff so as to facilitate team splits, such as partner/trainee being on site together.

The entire building workflow has been adapted for new normal, including lifts, signage and other elements, such as implementing one-way systems, floor markings, removal of furniture, and reduced capacity in changing rooms.

How the B2W strategy was rolled out

A detailed plan was made and communicated to all staff. In addition, an online Return 2 Work (R2W) Induction Module was created.

A comprehensive video was also created on the new processes as well as the technology support, including a video of the building and adjusted services.

Responsibility for booking and health certification was made the responsibility of the individual – completion of the R2W Induction Module was compulsory for all staff before any desk bookings were approved.

An internal system including an online in-house contract tracing was designed to complement the mobile booking system for track and track, so staff are asked at the end of their day, who they were in close contact with.

Staff were required to participate in the online B2W training module, which provides the toolkit for getting back to work, and expectations for all staff were set out clearly at the outset, so there was little room for bypassing the process.

Email notifications are sent to staff and visitors as part of the health check and track and track activity. A self-health check questionnaire is issued in place of a reminder booking each morning to people who are booking a desk or a room.

QR codes for check in and check out have also been placed on desks. This is planned for the future, when more desk booking flexibility may be required.”

Luis De Souza, CEO of NFS Technology, said: “I have always been impressed by the approach taken by this NFS client in creating the practical process staff need to follow, ensuring that the process could not be avoided, irrespective of level in the firm.

“Most importantly, I find the delicate balance of technology deployment around clearer process is the key for adoption and success with technology investment, making it easier to achieve the desired ROI.”

How do you encourage workers back to the office? NFS CEO Luis De Souza explains in our new video

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    • Effectively manages multi-location, multi time zone meetings including video
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    • Enables flexible working as works on all mobile platforms
    • Manages finite resources such as hot desks and A/V

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Luis De Souza
Luis De Souza Chief Executive Officer Posted on: September 14, 2020
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