Case Study
See how Condeco helped Nottingham City Council consolidate their six separate buildings into one efficient workspace, saving £3.9 million.
Nottingham City Council is the non-metropolitan district council for the unitary authority of Nottingham in Nottinghamshire housing around 2,300 employees in the UK.
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Challenge
Nottingham City Council owned 25,600m2 of floor space for 2,300 employees across six different locations. These assets were core resources for the council, so it was essential that changes were made without disrupting any services.
An initial survey identified some key areas to address. The two most notable findings were that at any one time only half of the workstations were occupied and that formal meeting rooms remained empty for 40% of the day. The ownership of desks needed to stop being a matter of right and instead become dependent on need and job function.
The number of workstations could be reduced without any adverse impact on the business. A survey revealed it would be perfectly feasible to reduce the desk to occupant ratio from 100% to 70%. In other words, there could be 7 desks for every 10 people.
In order to work, it required a culture change and the need for staff to embrace the new principles. A move to a newly acquired property in the City Center was the perfect catalyst to implement these changes. This was also an opportunity for the council to accommodate everybody comfortably in 17,600 m2, with a space saving of nearly 1/3.
“Condeco has helped manage the workspace in a way that has underpinned the business case and delivered all the planned savings.”
Solution
Condeco offers graphical floor plans for desk booking, which can be searched across a number of elements including physical location, workstation features and user needs. The room booking software allows a facility to allow groups of rooms to be managed by a dedicated Resource Booking Team. Visitors can also be managed more efficiently, they are automatically logged in at reception and passes can be prepared in advance. A comprehensive reporting system also generates a range of management reports including space utilisation and resource costs, so they can keep track of their space in the future.
The move was managed by the Workplace Strategy Team. They carried out an extensive review of workspace management solutions and concluded that Condeco Meeting Room Booking Software and Condeco Desk Booking Software was ideal to manage 100 meeting rooms, 1,930 workstations, 190 parking bays and visitors at their new HQ.
Results
1,930
Desks managed with Condeco’s Desk Booking Software
100
Meeting rooms installed with Condeco’s Meeting Room Booking Software
£3.9mil
Savings a year due to move and consolidation
Develop a better working culture based on teamwork, higher productivity and improved work/life balance for employees
Increase workspace efficiency and sustainability.
Communicate its identity and confirm its progressive approach to the environment and the wellbeing of employees