SMS Group: Optimizing Workspace with Powell Flex Desk

Background about the customer

SMS Group, a global leader in manufacturing technology, has 13,500 employees spread across various locations, with its Mönchengladbach campus serving as a hub for over 2,500 employees. As the company shifted to an activity-based working model, the need for an efficient and reliable desk reservation system became clear.

The existing desk booking solution was outdated and inefficient, requiring a modern approach to accommodate the dynamic needs of the workforce. This led to the implementation of Powell Flex Desk, a solution that seamlessly integrates with the intranet and provides real-time booking and analytics features to optimize space utilization.

Their challenges

Before adopting Powell Flex Desk, SMS Group faced several key challenges:

• Fragmented booking system: Employees struggled with a slow, room-by-room booking system that lacked ease of use and efficiency.
• Changing work environment: With the new campus adopting activity-based working, the old system could not meet the growing demand for flexible desk reservations.
• Data visibility: Facility management lacked visibility into desk occupancy, leading to inefficiencies in resource planning, especially in areas like the cafeteria, where food preparation depended on booking data.
• Employee adoption: Introducing a desk booking system was a new experience for many employees, who had to adapt to the idea of booking their desks in advance.

The goal was to implement a solution that not only simplified the booking process but also provided valuable insights to improve operational management.

Their solution

Powell Flex Desk transformed desk reservations at SMS Group by creating a user-friendly system integrated into the intranet. This solution enables employees to book desks easily and efficiently, directly from the platform they already use. Key features of Flex Desk include:

Easy desk reservation: Employees can book desks quickly using the Powell Flex Desk Webpart integrated into the intranet.

Real-time booking data: The system provides instant visibility into desk availability and usage.

Automated reporting: The use of Microsoft Power Flow and Power BI enables real-time data analysis, providing valuable insights into space usage and occupancy rates across the campus.

Cafeteria integration: Daily booking data is sent via email to the cafeteria team to help them better plan meals and reduce waste.

Mobile accessibility: The mobile-optimized booking system allows employees to reserve desks anytime, anywhere.

The solution was implemented using Powell Flex Desk’s standard components, making the process straightforward and cost-effective. It has since become the go-to platform for desk booking and space management.

KPIs

📊 The key figures

The launch of Powell Flex Desk has already produced impressive results: improved visibility for Facility Management, which now has a clear overview of desk occupancy and building utilization. High user satisfaction: employees have reported finding the new system intuitive, fast, and efficient compared to the previous platform. Increased operational efficiency: the cafeteria now uses booking data to plan meals more effectively, reducing waste and improving service.

These metrics demonstrate that Powell Flex Desk has successfully met SMS Group’s needs, improving both employee experience and operational efficiency.

Results

With Powell Flex Desk, SMS Group has streamlined its desk booking process, improved collaboration, and optimized space usage. As Marina Dindorf, Content Specialist at SMS Group, said:

These early successes suggest that Powell Flex Desk is transforming desk booking into a seamless part of the daily work experience, helping SMS Group to manage its office space more efficiently.

Conclusion

Powell Flex Desk has proven to be an effective solution for SMS Group, helping to create a more flexible, data-driven workspace while simplifying the desk reservation process for employees. With its seamless integration into the intranet, real-time reporting, and mobile accessibility, Powell Flex Desk not only improves space management but also contributes to a more efficient and enjoyable work environment. The success of this project demonstrates how technology can drive operational improvements and enhance employee experience at scale.

About the Partner: HIRSCHTEC

Specializing in the digitization of internal communication and collaboration since 2005, HIRSCHTEC customers get everything from a single source: from developing the big picture for the digital workplace to the introduction and further development of intranets, employee apps and digital workplaces based on M365, from the automation of workflows to support in digital leadership.