welcome to today's webinar it's all about optimizing spaces and modernizing workplace experiences so today's webinar topic was actually triggered by a recent announcement from the Canadian government that all federal workers are going to need to start coming back into the office three days a week now we're not here to to debate the policy um I think that would take us all a lot more time but instead we just want to discuss the impact of having everyone back in the office and how we should start thinking about optimizing the workplace so I'm joined today um by a couple of guests and we will get started here first is Andrew um from the treasury Board of Canada also with us is Grace George who is a senior solution consultant from service now and she'll be demonstrating some of the software later on here but why don't we we jump In Here Andrew can you uh introduce yourself in your your role yeah sure uh hi everybody um as Scott mention my name is Andrew Gul I'm the manager for digital solutions for the treasury Board of Canada and um yeah our team is responsible for a lot of the off-the-shelf solutions for uh the treasury board and one of those Solutions is now service now great well first of all again thank you Andrew for taking the time today we appreciate you taking an hour out of the day in in discussing this topic with us so I I think what's fascinating about today's topic is it is something that people around the globe are are Gras grappling with right now um how do we get people back in the office what's the impact of having people in the office a lot of organizations have optimized space let go of real estate a lot of people get hired during um covid and uh they don't even know if they have enough space so this was I think a problem that Andrew you faced even before the government mandate can you give us just a bit of background about the the treasury board and and when you headed down the path of trying to solve this problem yeah um so essentially where we were was um even before a return to office uh began there was uh a look a hard look on the department side with um the real estate that uh that we had and the reality with uh everyone moving a hybrid uh work model was that we probably had more real estate than we required um and but as part of that if we reduce to one uh building if everybody that worked in the department came in at the same time it was going to be um not enough desks for uh people so it was something that we were looking about as we were trying to divest ourselves of a building um we needed a better solution than we had currently for uh booking desks because essentially we were using a um a Microsoft Outlook um system where we had all the desks basically and meeting rooms entered as um um as meeting rooms and you you book them that way and it it worked you know reasonably well but it was it was not very intuitive it was not very useful if people were double booked it didn't really always stop you sometimes it did sometimes it didn't there ended up being always conflicts at the office when people showed up to the same desk and and started you know it's my desk no it's my desk and um it it's it's something that does definitely get people um engaged I guess you say um their their space is kind of um is is is something that that is definitely a hop up an issue with a lot of people and uh it's something we needed to manage it better good yeah I think again it's an area where a lot of people are struggling is if you finally do get me or you know somebody to come into the office and when they get there they start having conflict around where to sit or they all are sitting in the break room because there's no place anywhere else um it it just gives them reason to go home y so can you tell us a bit about the size of your organization in your buildings just relative to some of the other agencies that might be here on this call today yeah treasury board is about um varies between 2,800 to 3,000 people depending on uh contractors and and what have you that are that are on site um so it's it's it's not a huge organization um and we've got uh currently we're in a building with about eight uh eight floors uh so we had two buildings uh one at 98 Elgen Street and then another one at 219 Lau uh that we had at least I think it was six or seven six or seven floors and it was just going to be too much for what we needed with people on a on a hybrid um hybrid place in a hybrid place so um that was uh they decided to divest 219 and and put everybody into uh the eight floors that we had uh knowing that we had enough space if uh people were coming in on Alternate days and and what have you so um we uh we looked at it we looked at things and we landed on wsd with uh service now as the solution that we wanted to implement for our desk booking software cool great excellent so as you think about the recent Announcement by the government um how are other agencies reacting to it how are organizations starting to prepare for that um again for the folks on the call here what should they be thinking about yeah I I mean I think obviously the the software is a big piece that that you need to look at but honestly the the um Communications and change management uh is actually probably the bigger piece um we actually had quite a bit of success with service now we we uh delivered in about six months uh wsd uh which was very um very busy schedule for us and it um we we managed to pull it off in six months which was which was really great uh but honestly your resources almost need to go more into Communications and change management because people are very invested as I said in their space and getting a change around um the culture of uh desks and a lot of these sectors had had um dedicated spaces for years and um not just moving to hybrid was a difference but not having a space to call your own uh that was you know you had your plants and your posters and you know uh your various um knickknacks that you had in in your space we basically had to depersonalize everything and it's it's it's a full hotelling uh sort of solution now that um there's not a lot of personality around the desks and that was difficult for a lot of people to deal with yeah yeah I can imagine um because I I would think especially within the public sector there um you have a lot of rules or or regulations in terms of what kind of space you get and who gets an office and who doesn't and um yeah all that can be quite that that's fair it was a difficult um needle to thread um you know there's um some folks like init a lot of us came from the Contracting world and were used to living out of a briefcase other people have been a policy analyst for 10 15 years and have been in the same desk since they've come into the building so you know we we understood that and and you know that type of change is hard and um it's it's very personal for a lot of people and that's why so the software was actually almost the easy part it's it's you definitely want to look at your Communications and change management and and also frankly just what your footprint of the building like your uh floor plans what equipment is there what's working what do you want to record in service now as far as you know I've got two monitors they're two ultrawides uh or it's one ultrawide or it's two normal monitors uh you know secret network uh different things that are on the desk that type of thing is all stuff that you need to um look at as well as have people taking it on themselves to reconfigure their space somewhat and and not tell the higher-ups that this office is no longer an office it's a meeting room and they've you know dragged chairs in and it's not being used as an office it's a meeting room so we had a lot of floor walking and and stuff to do to confirm that the floor plans were actually the floor plans and it actually bore some semblance of reality as to what was out there cool good so what experience do the employees have today do they um so that they need to book a desk or an office before they come in um do they do that on the day of do they do it the week before what's that look like uh we have pretty much it it goes pretty much from Soup To Nuts as far as how people do it there's a lot of people that do recurring bookings um uh at times we actually had to readjust some of the stuff that we had done in service now that we had people we had a limit of uh 30 days on the bookings that you could make because the fact that people would you know leave the department and not cancel their bookings and all that sort of thing so we're like like okay 30 days makes sense to us what we then discovered was people were so invested in their desks they were going in and booking 30 days and then going in again and booking 30 days and going in again and booking 30 days and we had people booking out to 2027 and we had to adjust within service now to say okay we mean 30 days and if you're user ID is tied to something more than 30 days we had to cancel those reservations because people were gaming the system by going in repeatedly and just bookending their their reservations on top of each other because they wanted that desk for four years or something um so I was like guys like come on we'll find a way to game whatever system you give yeah so you know there was a bit of the gaming of the system and and and stuff going on um but it's it's it's it's one of those things that uh that we adjusted and and had a look at uh a lot of people book we we rolled out the U mobile application at the same time as the um web software uh so that people if they forget to book a desk they can be on the bus or the train and say oh I need to book my desk and um the mobile application is being used quite a bit um by people just to uh either confirm where they're sitting or um you know they they forgot or a lot of people are are are using a very flexible schedule so they might come in a Monday and a Wednesday one week and a Tuesday and a Thursday the next week and inevitably you kind of forget what desk if did did I get a desk did I have the wrong desk and a lot of people are using the mobile app um to reconfigure sort of what they're doing and that's been a success uh quite a bit as well uh next week we're actually rolling out the check-in functionality where you have to check in on the uh application so that when you get to your desk you need to check in with in an hour or the desk is released because there's a number of sectors that some of the sectors are kind of a little bit more uh they they don't have as much of a space constraint other places it's a big fight every day for for space uh just because of who's coming in and how many people they have in their space so uh they needed the uh ability to release those desks if people were were sick and forgot to cancel a reservation or what have you so uh we're we're bringing out the check-in functionality next week before we get to the return to office in September because we want to kind of get people used to that before it gets a little bit more obviously with an increase to three days a week it's going to be a bit more of a challenge with space and things so I'm sure there's going to be a a bit of a learning curve with that as we go yeah and did you look at things like neighborhood planning and let people just go to a neighborhood and find a desk versus the onetoone assignment or yeah we have a concept of neighborhoods based on our sectors so there's a number of sectors within TBS and that's attached to the users's active directory um that was as deep as the active directory got was basically your sector so uh we have the concept of neighborhoods and that's your default um approach you can uh book by neighborhood and it gives you like either a floor or two floors or three floors and there's sort of a outline space for that neighborhood on the floor now that being said we didn't hi people to neighborhoods either because sometimes there's cross functional teams and what have you so we kept uh we have three radio buttons uh on the wsd so one is Browse by neighborhood that's your default then there's browse uh browse all which lets you look at all the floors uh except for some that have been uh cordoned off like the president of the treasury board office and stuff that um they don't want us sitting in um but uh you can browse pretty much through the you can sit wherever you want um it's just you're encouraged to sit in your neighborhood but there are tiger teams and things of of people that are working across sectors that may want to sit together and collaborate that we didn't want to stop so we kept a browse all button and that lets you book anywhere and um we also have a a browse uh by person so you can find if you're collaborating with a teammate you can find where uh you know uh Scott Fuller sitting today and you can go book next to the the desk next to you and uh collaborate that way so you can Browse by person as well if if that's something that you wanted to do so it gives people a lot of flexibility and it's worked out great excellent great so um we did get a question here from some of the folks online one of them was um was it hard to get the mobile app approved D so you mentioned people are using mobile yeah uh no we we actually the mobile app uh was something that shared services Canada is the um it provider for um the government of Canada um so a lot of our services are actually provided through shared services and um one of those is actually the phones uh are pretty much all owned and managed by shared Serv services and they had already because of the large contract that had been done with service now they had already um basically gone through the um security and and what have you of the the mobile app for service now and uh we worked with the shared services team to release that onto our phones and uh work with them on the sort of the sign on and the certificates and that type of thing they gave us a uat phone that we could um that was sort of firewalled off on a test instance that we could test everything to make sure all our certificates and that worked and um they were actually great to deal with it was um yeah it was the the the shared services team with the mobile app was was really great excellent good so you're way ahead of the curb here um compared to a number of the the folks on the call here who were basically just starting to react to this recent announcement what would you recommend men that that they go out and do that they're going to go do something tomorrow like where do I where do I start what do I do um I I think the biggest thing is is if you're going to start your your first step I think is to look at your floor plans and your your configuration of your your offices and everything and make sure you've got a solid reflection of um be it either an AutoCAD design or PDF of all your floor plans and that they actually Bear semblance of reality to what you have on the ground and and start preparing people uh get your comms get your Communications your change management uh stuff in place to get people ready for the change that's coming um you know make sure all the desks are in in tiptop shape and everything so that there's as much there's as little noise as possible when this when this happens um because you don't want broken monitors or people coming into a desk that they booked and there's no monitors there um a lot of that stuff is is not even related to the software it's like getting ahead of the what's happening then I would say it's it's it's basically looking at how do you want to use the the the tool do you want to book just desks do you want to book meeting rooms and desks how is that going to work out for you how do people do that task today we basically didn't look at meeting rooms because so much of the task was tied to Outlook and um that that that it was just the experience of sending people to two different places to to book a meeting room and um what have you was was going to be probably too much of a a pill for people to swallow so we just stuck with uh offices and desks but those are questions that you have to ask yourself like you know there is integration with out Outlook and uh and the the tool it's just it it didn't really work in our situation it might in the future like you know we're still always evolving and assessing things but that's the sort of questions that you need to ask yourself it's it's how are we booking this what about offices and touchdown spaces like you know are Executives going to get an office and only Executives can book there or is is it going to be pretty much open game or is it you know anyone that's sort of less than a senior director or an ADM gets an office that type of idea it's it's almost more change management than it is software design and architecture and stuff the tool itself is actually not that difficult to implement um keep it as much out of the box as you can that's what we did and um yeah it's it it it was a good experience good I mean I do like the fact that you guys kept the initial use case quite simple yeah it's desk and Office booking you didn't try to blend with Outlook um and then for everybody else you'll see as we go through the demo there are a lot more capabilities there um but I think Andrew in your case you took a good approach of start Simple Start clean um let's get through the change management of that before you begin to bring in more yeah it's it's a lot for people to take on board and we wanted it to be kind of as as minimal in as minimally invasive as possible so that there wouldn't be too much uh push back yeah so the next step that a lot of our customers have matured into once they get sort of the the desk and Office booking in place and and adopted is how do I actually shift from looking at my reservations to looking at actual occupancy and whether they take badge data or they have counting sensors whatever it might be have you begun to look at that so you can kind of see measure true utilization versus expected you know reservations yeah I I think it's one of those things that you know what like we discovered with the 30 days um uh there are of bookings there there are ways uh a lot of people are very creative about how they gain systems and figure out how they want to use things um we're going to be using the check-in functionality to see how that works for us but even even that when you think about it someone asked me the question the other day if you get a a notification on service now and it says check in if you're at home what's to stop you from reserving the desk and just checking in nothing really and I was just kind of I hadn't thought of it before and I was like oh my God uh I I I don't know I guess there's nothing that would stop you from doing that so in our case we're we're basically looking at a number of different data points for you know trying to get a true picture of occupancy uh one of the things that we're looking at mostly is is actually one of the the truest tests is IP addresses and and where people are are logging in like we're using some of the looking at some of the network information and uh seeing where people are logging in from and but even that you know it's it's it's a number of different data points like badge swipes um service now we're we're not down to the point where we're reporting on people's names or anything like we haven't gotten to that point it's it's most of our data is still done by sector and you know where are the linking that to service now badge swipes um some of the computer information that we have as far as IP addresses and stuff I mean we're not trying to spy on people we're just trying to figure out who's where and and and what's the utilization and you know the more data you have the more you can sort of figure out if you're looking it's like polling in politics right do I have the right polling sample do I am I talking to the right people are they just playing me on the phone and and just having a laugh or are they giving me real information so it's it's the type of thing that you just get more data and try and figure out what the truth is probably somewhere in the middle yeah no it's an area that um can get quite sophisticated and you have to decide why am I doing this I think especially when it comes to collecting data around occupancy you really need to have an outcome in mind before you start doing um we've seen customers do everything from when I badge in in the morning that automatically checks me in for all my reservations whether it's a desk or an office office or a room um I've seen other people that have QR codes on desk and I have to scan the QR code to show that I'm there that's an easy way to do a check-in um yeah that that's one way to avoid that that check-in at home thing with with the check-in uh feature um that that was one of the things that we're looking at that we may move to but yep so and again lots of ways to game the system there I've seen seen one customer the all the employees took pi piur of the barcode on the desk and then they would picture from the exactly there's a lot of Lex Luthor out there that seem to be Evil Geniuses that uh want to uh figure out a way around things right so anyway I hope for everyone out there um listening to Andrew and what his journey has been like has been helpful uh any kind of last words of advice Andrew you have for your colleagues out there before we move into a demonstration here no i' I'd say uh I I pretty much uh mentioned it it's it's it's more of a change management and Communications issue than it is a software issue um we kept things as out of the box as possible and that made the solution quite a pleasant one to implement um you know there's there's always various issues with with any install but this one was one of the smoother ones that we've done and um it's because we kept it simple and um you know it it it's uh don't underestimate the amount of change management and Communications you're going to need yeah good so we did get a couple more questions and I do want to make sure we take as much time um you are like I say joined by all the attendees are colleagues of yours in Canada um they're all facing similar challenges so I'm going to make sure we answer all these um the first one is would treasury board be willing to share best practices with other departments yeah yeah reach out to me I'm a member of the community of practice on service now um we've established a community of practice for the service now for the government of Canada so we're setting up um meetings uh it's on the GC exchange uh there's a teams channel on there you can ask to join there uh you can send me an email um andrew. TV s- S.G c.ca um we'd be happy to chat with you and help you through any issues that you might need great and the one more question is what were the challenges you encountered during the implementation and how difficult easy was training on boarding the stakeholders um honestly training in that we we kept it to videos um we did uh narrated videos we have a pretty good team here that uh does uh some work on um recorded videos and we did that as basically how-to videos um it's a simple enough application that the how-to videos seem to get us the biggest bang for our book and it it it worked quite well um lesson learned I I think with implementation of that obviously from a government of Canada perspective um we had some uh hurdles with accessibility and uh French but um honestly that was uh like last year so even in that time the the tool has has grown quite a bit uh we actually gave a lot of feedback on on some of the French uh language things to service now and they Incorporated it really quickly and accessibility the same way uh we had a great experience with that where we found about 14 issues uh like I said about a year or two ago and uh we talked to them and other softwares I'm used to sort of having a fight with the vendors saying you know what do you mean this isn't an issue this is your issue and it's like no it's an issue and I talked to service now and um it was like oh yeah no those are issues we've identified those and we've got them fixed in the next release and we were all kind of in a meeting going really okay um it was a different experience and not one that we've we've had before but it was uh it was great and and it was it was true the next release we had uh we didn't do it right away we waited uh a month or two to stabilize and and then on the next release after go live we fixed all the outstanding ACC accessibility issues with the next release uh which at the time I think was Utah and um yeah it was it was fixed so that that that was we did have a couple of things with French language and um uh accessibility but like I said I think we've found a lot of those um and uh they they've been addressed and uh that that was our experience so um you know I think if you do it now it's probably going to be a lot better yeah excellent um and we didn't get this question but it's probably worth noting did you have a partner help with the implementation here did you do it all on your own or how was that approached uh no we had a partner in uh in in Ottawa a partner with called ovia and um we had the help of their Consultants to um actually was pretty much one consultant um with occasional help uh from an uh from one others and and service now actually there was there's some service now corporate folks uh Mark Durand was a great help and uh and Russell Sparks and um they were they were a great help with us and um and octovia yeah they they were uh they were good help for us and you said it took you roughly six months do you think that would go faster for some of the other agencies here uh I know it has gone faster because EDC was um an arms length agency uh export development Canada and uh they used our footprint um to accelerate from six months to three months so they did their wsd implementation in three months based on how we did it and um I think they had the help with octovia as well and um they had um they'd halfed it basically uh from six to three months nice all right everybody there's your challenge if you start tomorrow June 28th good um so I'm going to bring some slides back up here so thank you very much Andrew if you don't mind sticking around for maybe a few more questions that pop up but we are going to move into the demo section here hopefully everybody can see the screen there so I want to spend just a little bit of time on a couple of slides up front um and then we will get into a live demo with Grace but as as Andrew mentioned you know he's been using a product called workplace Serv Service delivery from service now the focus of that product and the challenges we're trying to help our customers solve is is just what we've been talking about how do I get people back into the office and have that be a really good experience for them you'll see as we go through some of the overview and demo there are lots of other things we do around helping optimize the space the efficiency of How It's run and things like that um there's other experiences for visitors and technicians and people like that but again I like what Andrew has done is he stayed very focused on his problem which is I've got more people than desk and I need to manage people coming in and make sure that that's that's an efficient process you'll see um the application sort of has has two halves to it we'll describe it on the leftand side is a lot of what we've been talking about this is really focused on the workplace experience for my employees and my teams making sure that when they come in they have a place to sit they can communicate you know collaborate with their colleagues um and that that is a a safe environment for them on the right hand side I don't think Andrew talked about any of this um but we do do space planning um we mentioned floor plans so there are things like indoor wayfinding there is Space Management if you want to begin to to to basically there's there's views around how do I begin to plan my neighborhoods in the number of people in those neighborhoods and do I have the capacity in the different spaces I have um and then a lot of capabilities around the maintenance of what assets are in the workplace what maintenance plans do we have on those um what do I do when something breaks and how do I get that fixed and then an area that we've had a lot of progress on in the last um several months here sort of on the bottom half of the screen here which is we do bring in or we can bring in a lot of data from around the the workplace whe whether it's just badging data whether it's occupancy data energy data and we begin to leverage that data um we apply a lot of our machine learning capabilities and AI to that so that we can improve experiences for users and optimize the space so so that's the main um product you know in terms of its entirety what I'd like to do is hand off to Grace here I am going to stop sharing she's going to take us through a live demonst ation as we go through that demo um Andrew feel free to sort of call out any things that you know this is the form that we all use every day or feel free to to jump in um and and and sort of map what people are seeing to your experience okay grace it's all yours awesome thanks Scott hi everyone like Scott said my name is Grace George I'm a solution consultant here at service now and we're going to walk through work Place Service delivery and what this can look like for your employees so here at service now our goal is to really streamline processes for employees make it easy for them to selfs serve and make them excited to come back into the office so we are logged in here as Maria Davy she is one of our employees and she is a manager here within the organization Maria has one place to go for everything she needs within the organization this is her employee Center portal like I said this is consolidating all the information for her whether that's from the HR perspective the it perspective even things like the workplace um so this is really giving her that one single place to go and start her day it's personalized to her who she is as a user with things like targeted messaging and Banners she can see all of her tasks notifications but what I know we really want to highlight today is employees are coming back into the office they're going to have questions they're going to want to be able to book spaces they're going to want to be able to see what is in the office these days and how do I get around so right from employee Center Maria can come in and do things like book conference rooms but she has an office micro site and this is really the one place she can go to view absolutely everything about her office this is going to be tailored to her and where she is located so she has all the most up-to-date information so Maria is currently working out of our Hudson office so she has all the building information if she were to be traveling and maybe she was going to be in California in this case um but she could be anywhere within the the globe she can see those other offices the locations and easily drill in to view those details as well but able to see the tailored information for her space in office same as the main employee Center she can come in and book those different space types whether it's conference rooms desks we even support things like lockers and parking spaces and I know a lot of my customers have also included things for something like a mother's room if someone's coming back from maternity leave and needs that mother's room space giving eligibility to some of those spaces as well um to let Maria come in and Reserve those but her office micro site is really highlighting a lot of the exciting things that are going to be happening in this space whether it's a summer barbecue news or events um giving everything to her in this one central location I know sometimes as employees are coming back into the office they have questions on you know this isn't working or you know I'm missing a chair or this is broken this is the same place that Maria can go to submit any of those General requests she can just type in what she needs help with select the location if she was working from a particular desk we could prepopulate a lot of that information for her really making it a seamless process for employees to submit those requests and tickets but then I know one of the things that's going to be really important in as employees are coming back is being able to collaborate with other people in the workspace we want to make sure they are getting the most out of their time in the office and the days that they're spending in the office are going to be the most beneficial so we have the ability um to Showcase employee presence so this is where Maria can come in and set what days is she planning to come into the office if this is a set schedule she knows she's always going to be working Mondays Wednesdays and Thursdays she can set this here and leave it if this is something that's going to be changing she can come in once a week and maybe update hey next week I'm planning to come in Monday Tuesday Wednesday or you know Tuesday Wednesday Thursday this is where employees can come in and set those days and then add collaborators as well so who Does Maria need to work with or collaborate with on a weekly basis she can come in and add those uh individuals here and then be notified what days everyone is coming in so she can really make the most of that time in the office here she can see you know 33% of her collaborators are going to be in on Thursday but 100% of her collaborators are coming in on Friday right now she's set to be in the office on Thursday so maybe she wants to flip-flop that maybe she can go remote on Thursday and then come into the office on Friday so that's going to be um more beneficial for her to be in when everyone else is in and to make it really easy for her she can also come in and initiate that reservation if maybe she wants to book a conference room so they can all get together and collaborate on a project so this is a great way for employees to come in and make the most of their time here within the space sometimes I get a question of you know we want to make sure employees know that this is um a capability that they can set their presence that we can maximize the time that they're in the office I've seen some of my customers push out notifications via email um a push notification a text however employees prefer to receive those notifications at the beginning of the week saying hey go in and check out your presence dashboard did you know 100% of your collaborators are going to be in on Thursday do you want to adjust your schedule so just making sure that they know that this is out there and we can really maximize that time so if Maria did want to go ahead and book a conference room um she can come in and select what building once again this is going to populate to the one that she works out of but if she were traveling or needed to book another space she could go ahead and select that location what floor how long she's going to need this space for is it something that's going to be all day part of the day um or even in something like 30 minute or hour time blocks the solution is going to prepopulate or suggest one of the spaces to her but she does have the ability to come in and view that map to see what are all the Open Spaces which one's going to be the best for me so this is available to her here on a map view which really makes it easy for employees to see exactly where the space is and choose the one that's going to be most beneficial for them she is able to see which ones are already booked they're highlighted in Red so she can't go in and book those spaces but then she can come in and see the ones in green of these are available for the times that you need um and they can accommodate the amount of people you need so if she had needed a meeting room for 15 people it's going to make sure that she has the capacity for those um individuals she gets a quick highlight of what is all included in this room as well as a preview of what the space looks like and then she can go ahead and continue with her reservation so this is where you can just jump in for one second just because I know a lot of what we talked about was the desk booking I just want to make sure everybody understands what we just showed around conference rooms also applies to desk you'd see which ones were booked and which ones were not booked and things like that you can you can drill right down into that map view to see individual desk places too good sorry no you are all good absolutely the desks are very important and I know a lot of our customers have even um implemented some functionality to be able to see if employees are just sitting at a desk as opposed to actually having that space Reserve so having the real-time occupancy tracking to know which ones are available and which ones employees can go in and and Reserve as well but continuing with her reservation this is where she can add in some of those additional details whether she's going to be collaborating and inviting other co-workers or even external visitors she can add in those visitors within the reservation adding in additional Services if she needs you know equipment or support I know a lot of the times when I have a a big meeting it's always beneficial to have AV support there 15 minutes before the reservation starts just to make sure everything is getting up and running and working as it's supposed to be so our meeting can start on time so she can go ahead and add in those additional supports and services and then go ahead and submit that reservation so once again really easy for Maria to make those reservations um add in additional details and see everything that's available all from that map view now like Andrew was saying a lot of our employees are checking their reservations from mobile they're making sure they actually reserved a space um before they come into the office so Maria has this same functional available to her all from her mobile device so when she logs in Via Mobile she can go ahead and view that same employee Center portal with her targeted banners and information easy way to come in and view her reservations or even make a new reservation so once again she can come in and Reserve those lock lockers parking spaces mother's rooms desks whatever it may be the system is going to recommend one of those spaces to her and she can go ahead and Reserve that location but one of the other great uh features that we've seen a lot of our employees utilize as Scott was saying was being able to scan QR codes sometimes employees come into the office and they're walking around and they say this desk is great this is where I want to sit or this conference room has an amazing view this is where I want my next team meeting to be alaria has to do is scan the QR code that's going to be on the outside of that uh conference room or at that desk and she can go ahead and get a preview of what that space looks like the capacity and easily go ahead and reserve that space so real-time reservations for employees no matter where or when they're working and as we were also saying if employees are coming into the office and maybe this is their first time in one of these spaces they want to go ahead and get directions how do I get to this location how do I navigate throughout the building right from their mobile device they can see a real- Time view of the map and get those directions from different spaces so maybe Maria was working at one of these desks she can get those step-by-step directions throughout the building and even if she were navigating between floors being directed to elevators or stairs as you can see here in the bottom right corner this is the accessibility route so we're making sure that Maria is only taking routes that are in that accessible mode if she were not needing the accessible directions we could go ahead head and Route her to stairs as well to make sure you know if she was transitioning between floors she can take stairs or elevators um so having those options available to her as well but seeing those stepbystep instructions I'm G interrupt you again sorry absolutely there was a there was a question in the chat to Andrew about whether he had rolled out indoor maps and were there any challenges in that Andrew you're on mute thank you hey Andrew you are muted there you go sorry about that I lost my window uh no we hadn't uh we hadn't brought in uh I mean we're using the the map um the floor plans um but as far as uh we have all the desks uh mapped out from the PDF floor plans um I'm not sure what they mean differently from an indoor mapping basically we we see similar uh to what is on the screen currently we have our desks available and a desk is available it's green if a desk has been booked it has a basically a do not enter sign there good okay so you have similar interface to what Grace has been showing um that you're using at the desk level and people can can see that perfect okay yeah yeah thank you Grace please perfect so the last thing we're going to touch on here today we're actually going to switch over and log into one of our building administrators so we are logged in here now as Amelia and then this is her workplace Central this is the place she starts her day this is where she does all of her work out of and once again this is tailored to her and what she needs from a building management perspective so when she first logs in she has a few dashboards available to her all of these dashboards are configurable so we can really tailor them to exactly what your organization needs and what is going to be most beneficial for your team to track and monitor so this is where Amelia can come in and look at things like our capacity um our utilization what is our our spaces are being utilized what days do we see a lot of our employees coming in on and which ones are busier um are we using more rooms workspaces desks um conference rooms whatever that may be taking a look at those different uh space types and then even Department based you know what departments are coming in more um which ones are using more spaces so having that breakdown of the different areas and then touching on one other one occupancy is a a big Focus right now as well what is our total headcount how many employees are coming in on an average day-to-day basis this is looking at things um like the Integrations with badge scanners or monitor in QR code scans however we want to go ahead and track that occupancy but making sure that we are staying within uh that range in our spaces are being utilized as well so a number of different dashboards here for Amelia to go ahead and monitor the different spaces now as we go ahead and dive into things like our layouts I know we were talking about you know neighborhoods and allocating spaces based on things like departments or um those different attributes so Maria can go ahead and view her different buildings and she can look at the stack plan here to see these are the different floors we're occupying here's where we currently have um our different teams sitting so she can go ahead and see all the space details um What's the total capacity how many individuals do we have what floors have some additional room and can we move people around um she can also view this via the floor plan which is very beneficial because I know some people like to visualize things in different ways so looking here at all the different floors she can go ahead and see exactly where those spaces are allocated in this case it's by department but she can go ahead and view these Spaces by Department CER neighborhood and neighborhood doesn't just have to be you know um sometimes we see it more of that department based but a lot of my customers sometimes make neighborhoods that are quiet zones or more of that um you know conversational based working environment so you can have two different neighborhood types for the people that like to come in the office and and have that quiet Space versus the employees that like to come in and uh chitchat a little more so able to set those different um viewing types this is also where she can come and see those different allocations so if we go ahead and flip to one of our floors that has more desks she can easily see who is allocated to the different spaces initiate any of those moves um or changes so here we have a number of individuals assigned to these desks she can go ahead and select one of those individuals see who they are and even initiate that move to a different area um or even building as well so seamless way for her to go in and make some of those changes within the building and the space plans have we had any questions come through chat so far Scott are we looking good oh we're looking good all right and the last thing we'll touch on here today some of that scenario planning we know that you have your building set up you have um some of these desks assign but what if we're making changes what if we're consolidating locations what if we're expanding locations what if we just want to review where our employees are sitting and how we can optimize some of these spaces scenario planning is a great tool for ailia to come in and look at the different floors maybe we want to consolidate if you would have noticed on our initial building we had people kind of sitting on a lot of different floors that the areas are not really grouped together so what if we want to bring everyone from those departments all into the same location this is where she can see based on the different floors where users are sitting and easily drag and drop to move people around if we want to bring everyone from user experience all to the fourth floor so they're working together they're collaborating this is where she can come in and make those changes visualize those here within the stack plan or even the floor map as well and then be able to see exactly what would happen from a space and user perspective to go ahead and deploy this plan we support approvals around these different scenario plans so Amelia can come in and make all of these changes review things but nothing is actually going to happen until she goes ahead and publishes this plan it's going to route through those approvals and then we can move into the steps to actually deploy this plan so a great way for her to come in and just review what is happening from that scenario perspective so Scott I'll see if we have any additional questions here I know we wanted to save about five minutes at the end here for any final question and answer and make sure we have everything addressed I'm going to share as well here okay great so thank you for that Grace that was um an excellent overview uh I'm going to pick on Andrew one last time because Grace took us through a pretty um quick overview of a lot of capabilities um you again focused on keeping it simple and keeping it um the least amount of change any comments on the on like from what you saw versus what you did yeah actually that's what I was writing down there's some some stuff on the U the dashboards that we'll probably start looking at as as that becomes a bit more of a uh a pressing issue for the occupancy dashboard and some of those analytics uh dashboards uh we might look into uh some more of that I think uh the other thing that looked quite useful would be that presence the workplace presence where it shows who's in where you can set your days yeah and um who's going to be in on those days I think that's something that a lot of people would find useful as you're tring to sort of sort out uh maybe a you know a team event or collaboration or whatever it would kind of make your life a little bit easier I think that looks like something that we might explore a little bit um it it it looks it looks quite good and actually someone had a suggestion here that I know one of our resources reached out to service now and suggested to the product owner there that um your default workday um when we book um a recurring uh desk booking you basically have to pick a time and we just kind of went with 8 to four and and a lot of people go 9 to5 or 7:30 to 3:30 or whatever um it would be a good thing to be able to set within your profile in service now that I typically work 8 to 4 or 7:30 to 3:30 and then when you're booking your recurring meetings it defaults to what your profile says is your your default workday and the product owner at service now I know he was quite he thought it was a great idea so I think he's got it on the road map actually for for wsd because it seemed like a a neat thing that was kind of simple but would would be useful for a lot of people with knowing who what their hours are sort of yeah we do have we are putting a lot of focus on understanding more about you and what your behaviors and preferences are so that we can um use that to make the process of booking a space or a desk as easy as possible for you um we do have more features coming out around just doing it verbally you know I'm going into the office on Wednesday please book my favorite desk um and it just does it for you versus having to bring up forms and clicks and things like that so um we need to wrap up here there is a QR R code on your screen um if you want to share today's session with any of your colleagues you can scan that QR code and later today there will be a link to the recording from today's webinar we appreciate everybody's time Andrew can't thank you enough you're a great customer um user of workplace Service delivery my product which we are we love and appreciate your time and and sharing your experience here so