Spica brings Desk Booking solution to the public sector with G-Cloud 12

What is G-Cloud 12?

Let’s start with G-Cloud 12 and what it is. The G-Cloud framework is an initiative which the Government began in 2012 to provide UK public sector organisations with a centralised procurement framework for the provision of cloud products and services. Services can be procured via the Government’s Digital Marketplace. With the Digital Marketplace, UK public sector organisations can access Government-approved products and services without the need for a lengthy tender process. Here at Spica we offer our SaaS (Software as a Service) workplace experience solutions on G-Cloud 12 with our GemEx® platform and our Luna Digital Workplace app. Solutions which help save employees wasted time, boost productivity, improve health and wellbeing, support with new COVID secure practices and ultimately help employees feel more engaged with their workplace and organisation.

Smart Working Code of Practice (PAS 3000)

In 2016 the Business Standards Company BSI in conjunction with the Cabinet Office announced a new Smart Working Code of Practice (PAS 3000). The importance of utilising technology to create a better work experience and operational efficiencies now had UK Government backing.

“The Smart Working Code of Practice supports organisations in implementing smart working principles bringing together best practice from across the world and across disciplines. Smart working principles acknowledge that technology and flexible working patterns are changing the way we work for the better. They are creating modern workplaces that support more flexibility and collaboration to give staff a better work/life balance. This, in turn, results in greater productivity and efficiencies for the employer” – UK Cabinet Office

Flexible Working with Desk Booking

Flexible working of course has been massively accelerated due to the pandemic we are all living through. Facility, Property and Workplace stakeholders are quickly realising how much connected digital technologies enable smarter working whilst also assisting with COVID Secure workplace practices. One of the big challenges for Facility and Workplace stakeholders currently is managing the safe return of the employees to the workplace with a phased percentage of employees returning at different stages. Desk booking strategies have had to be considered to avoid the worst-case scenario of overcrowding and employees turning up to offices for unavailable desks. Low tech solutions may have been implemented with employees having to call in and organisations working off spreadsheets to manage the process.

Spica Technologies - Workplace Experience App - Desk Booking Module

Listening to our customers’ needs Spica have introduced a ‘Book’ module to our Luna Workplace Experience app. This means employees can simply book desks either in real time or for the future in the app. Bookings can be made from floor maps or list views. The maps are configurable in our platform engine, GemEx Engine® and can show socially distanced desks that are bookable, have been booked and cannot be booked. This helps Facility and Workplace stakeholders control workspace capacity, flexibly reduce workplace density and supports social distancing management.

The solution can be integrated with O365 meaning two-way bookings, so desks booked in Outlook will also show on the app. The great news is no hardware investment or installation is required facilitating quick and easy implementation. Although it can be procured as a stand-alone module the experience can be enhanced with further functionality such as being able to find ay points of interest on the map view such as printers, drink stations etc. Content can be self-authored and surfaced allowing for important messaging on the organisation, building or health and safety for example. The solution can also be augmented with IoT occupancy sensors to understand occupancy and utilisation of workspace areas and IPS beacons to unlock geo location services and functionality.

This is an example of one of the services we offer through the Digital Marketplace. This is a thriving marketplace and one we have been fortunate enough to benefit from as we now provide services to major government departments. The departments we are currently working with are forging ahead with smarter working initiatives, are you?


Download Resource: Desk Booking Data Sheet

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