Aston Martin F1TM’s workforce are regularly required to attend meetings that help maximise the performance of their cars on the track, and the wider business off it. However, their meeting room management and booking was based on an in-house solution which was becoming increasingly unsuited to the team’s needs. To replace it, the team sought a solution that would give the workforce real-time availability of meeting spaces, support integration with Microsoft Outlook email applications and mobile apps, and to enable the ability to walk up to meeting rooms and reserve them using a screen.
The need for a new solution was amplified by the onset of COVID-19 and the subsequent restrictions within Aston Martin F1TM’s workspaces: as well as an outdated meeting room booking system, the team had no desk management system in place at all. With a mixture of employees working remotely and from offices, everyone at Aston Martin F1TM needed full visibility of meeting room availability, whenever and wherever they were working.
“Employees wanted to start returning to the office, but we didn’t have any measures in place to manage this and ensure social distancing was adhered to in our workplace. We needed a desk booking system to manage this successfully.”
– Ross Drake, Head of IT Delivery & Support, Aston Martin F1TM
Adopting a range of Condeco solutions gave Aston Martin F1TM the flexibility and integration they were looking for, as well as an efficient and cost-effective way to adhere to government guidelines on COVID-19 safety for workplaces.
Aston Martin F1TM deployed Condeco’s meeting room booking and desk management software, with full integration with Condeco mobile apps and Microsoft Outlook. The solution also integrates with screens outside the meeting rooms, displaying up-to-date information on availability and allowing employees to reserve spaces for specific times or ad-hoc ‘walk-up’ meetings.
The solution was deployed and implemented quickly, keeping business disruption to a minimum and enabling a rapid response to new COVID requirements. Aston Martin F1TM’s desk capacity has reduced by half for adherence with social distancing, and the solution ensured that desk bookings were clear and easy to make and manage, while preventing the same workstations from being used more than once on the same day.
What’s more, Aston Martin F1TM have been able to use the solution to improve their communication with external clients and suppliers, with visitor management and meeting invitations also covered by the software.
0Meeting rooms managed with Condeco
0Meeting room screens installed
Aston Martin F1TM’s workforce, and the business as a whole, were able to feel the benefits of the Condeco solution almost immediately. The length of time needed to book a meeting room reduced, from several minutes to around 30 seconds, and no longer was time wasted by employees having to search for a meeting room available at their chosen time.
The transparency of the solution, combined with mobile app integration, made it much easier for Aston Martin F1TM to adopt more flexible working arrangements. Staff have been able to return to the office on a casual basis, blending home and office working, but in a way that allows everyone to work from the office as and when required.
Overall, the benefits have been widely recognised by the workforce, who are enjoying the positive effects of boosted productivity and reassurance on workplace safety.
The team currently employs around 490 staff across two locations: the main headquarters in Northamptonshire, and a second office in the nearby town of Brackley.