Project checklist: arbeitsplatzverwaltung

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Four to six weeks before the start

Count sites, floors, desks, rooms and parking spaces. One list per site, not one for all.
Record occupancy before anything is changed. Otherwise there is nothing to compare against later.StandardOccupancy measurement via the existing Wi-Fi, without additional hardware, anonymised at source, analysable down to group level
Set three goals per site, for example utilisation, no-show bookings, satisfaction. With a number, not an adjective.StandardGoBright Analytics: utilisation, peak days, no-show rate
Involve the works council early. Booking and occupancy data are subject to co-determination (Section 87(1) No. 6 BetrVG).
Clarify data protection: data processing agreement, retention periods, record of processing activities.StandardHosted on Microsoft Azure with regional servers, GDPR-compliant, data processing agreement (manufacturer’s information; the manufacturer does not state the region)
Ask employees what is not working at their site today. The answers are the benchmark after the start.Service by IMPRODOEmployee survey on the working environment (Barometer), before and after with the same questions

Two to four weeks before the start

Prepare the floor plan per floor as an image background (SVG or PNG), using the same labels that are on the doors in the building. Remove names and sensitive areas beforehand.StandardUpload the floor plan as a background (SVG or PNG), draw and link desks, rooms and parking spaces yourself in the “Map Editor”
Create desks, rooms, phone booths and parking spaces as resources, with their equipment.StandardFilter by equipment, height setting for sit-stand desks
Define zones for teams so that colleagues can book next to each other.StandardZone booking: group desks into zones (e.g. by department), the team books the zone and sees where it will sit tomorrow; plus team booking for whole groups
Decide who keeps a fixed desk, and justify it. Exceptions are allowed, silent exceptions are not.
Define rules: booking lead time, mandatory check-in, release in case of no-show.StandardAutomatic release if no check-in takes place
Appoint a person responsible on site and set them up as Booking Manager for exactly this site.StandardBooking rights and Booking Managers per site or building
Define visitor types and the retention period for visitor data.StandardYou decide how long visitor data is stored

In parallel with the setup

Connect the calendar (Microsoft 365 or Google Workspace) so that room bookings are created in Outlook or Teams.Via integrationBook directly from Outlook, Teams, Microsoft 365 and Google Workspace
Set up sign-in via the existing company account (single sign-on) and sync users automatically. No second set of passwords.Via integrationSign-in via Microsoft Entra ID (single sign-on), users are automatically created and removed via SCIM
Plan hardware per site: room displays, status lights, sensors, reception device, badge printer.With hardwareSticker with QR code and NFC at the desk: check in with your phone, no drilling and no device
Check Wi-Fi and power at the mounting points before ordering devices.
Clarify whether access control, barriers or charging stations should be connected. That is a separate project.Via integrationVisitor access via the Synguard access control system: the QR code on the badge opens the approved areas for the duration of the visit
Define the fallback: how are bookings and reception handled if the system fails?

Two weeks before the start

Explain why. And what is measured: space, not people.StandardAnonymous booking as a data protection setting
One contact person per floor who knows the system before the others.
A one-page quick guide: book, check in, release.
Set up the app and Teams integration on the pilot group's devices before the start.StandardBook a desk in the app, portal, Outlook and Microsoft Teams
Brief reception and facility services separately, they experience the first day first.StandardCheck-in at reception via QR code or NFC, even without prior registration

Four to eight weeks

Start with one floor or one area, not the whole building.
Write down the duration and termination criteria beforehand.
Check in with users daily in the first week, weekly after that.
Review no-show bookings and peak days weekly, refine the rules.StandardGoBright Analytics: utilisation, peak days, no-show rate

After the pilot

Compare the result with the goals from “Measure first”. What did not improve is not transferred.StandardTrend reports in the first week, target vs. actual comparison of usage
Ask the employees again, with the same questions as before.Service by IMPRODOEmployee survey on the working environment (Barometer), before and after with the same questions
Save settings, floor plan standards and the quick guide as a template for the next site.
Make the space decision per site, based on measured occupancy.StandardGoBright Analytics: utilisation, peak days, no-show rate

Project checklist
for the rollout at one site.