A Hybrid office automation system for organizations

1. Are You Ready For
The Transition To
A Hybrid Workplace?
Agiledge Solutions Pvt Ltd

2. Founded in the year 2011 ,
Agiledge is a SaaS-based company
that solves complex business
problems with cutting-edge
technology
Initiated our journey with a
product built to solve the problem
of Corporate Employee Transport
Automation – MyATom
Products used by Fortune
1000 Clients like VISA,
UBS, SIEMENS etc. Export
of Software / Embedded
Technologies to clients in
Europe.
Awarded by SIDBI- Economic
Times , Best Exporter – Micro in
November 2019.
Launched
NEOFFICE in
2020 to solve
Hybrid
Workplace
Solution.

3. My Atom – Smart Mobility Solution
Neoffice – Smart Hybrid Office Automation
Our Clients

4. Returning to work after a long lockdown is difficult for most organizations.
Voices...
• How should all employees be re-introduced to the workplace?
• How can a magnet be created to entice employees to return?
• Can digital tools make this transition easier for employees?
• Which employees to call back , when and where.
• How to gradually scale up re-entry of employees?
• How to optimize seat utilization at office?
• How to notify employees when they need to come in to the office?
• Can we extend the seat booking facilities to the employees ?
• How to adhere to Social Distancing norms in office?
• Can this transition be made easy for employees with digital tools ?
We have a solution which should ticks most of the items on this checklist !!
Whatarewetryingtosolve?

5. NEOFFICE
Bringing Employees and Workspaces onto a Single Digital Platform.

6. OUR MISSION Create a Workspace Management Tech Platform that will assist
people in meeting and collaborating more efficiently by
simplifying the process of finding and reserving Seat/Desk and
Meeting rooms in a Safe and Compliant Workspace

7. Hybrid working now made simple through NEOFFICE
• Workplace Scheduling | Rostering
• Desk and Seat Booking| Hoteling
• Meeting Room Booking
• Amenities Booking
Capacity Management:
• Declaration Management
• In office Social Distancing
• Hand Hygiene Reminder
Compliance:

8. Seat
Booking
Rostering
&
Scheduling
Desk
Booking
Occupancy
Tracker
QR Code
Entry/Exit
Communication
Console
GPS based
Remote
Employee
Attendance
Reports &
Dashboards
In-office
Contact
Tracing
Declaration
Module
In-office
Social
Distancing
Hand
Hygiene
Reminder
Meeting
Room
Booking
Parking
Slot
Booking
Floor Plan /
Find My
Friend
Cafeteria
Booking
New Mobile
Interface
Features
Under Development

9. Workspace Scheduling & Rostering
Seat Allocation
management
Now made simple.

10. Sam Lobo is the VP -Facilities of Orbit , a 5000 people strong IT organization.
They are planning to restart operations from office soon and he reaches out to
the business heads for their requirements .
Each of the business head have their own set of requirements as stated below.
Ram Kumar-CFO, wants to optimize real
estate cost and reduce the annual bill by
40 %
Shelly Singh-COO, wants to ensure
customer delivery timelines are met with
mix of WFH and WFO. Wants oversight
of all seat inventory allocation .
Iqbal Khan-HR, wants Central oversight
and distributed decision in seat planning.
Wants employees to feel safe at work .
EHS compliance is paramount
Priya Rao-EHS, wants EHS compliance
to be ensured in terms of getting
compliant employees to work and social
distancing and sanitization protocol to
be managed
Case Study: 1

11. Planning Module
• Build the RTO Models of Capacity vs Demand on seating
• Central Governance, but permitting individual inputs from
different business units
• See Impact of individual business decisions on the seat
capacity as whole
• Understand Bottleneck items and match to business and
customer requirements
Asset Master
• Allows complete input of different seat assets like individual
seats, cubicles, cabins etc..
• One-to-One Mapping, Many to One, Many-to-Many
Mapping, either with individuals or with between business
units
• Create seating capacity in accordance with social distancing
norms (Enable/Disable option)
• Easy editing of capacity and a graded RTO based on
compliance and safety
Navami Samarth , Asst Facilities Head realizes that this would be a unmanageable task to work on excel , as seat planning has to
done based on social distancing norms, change in schedules would need to be accommodated , communication to teams on when
to come etc.
She looks at Agiledge Neoffice as a automation tool which has the following Features :
Scheduling Flexibility
• NEOFFICE allows the business to create multiple genres of
scheduling based on requirements
• It could be daily, Weekly, Alternate day, twice a week, part
time, full time etc.
• Different categories of employees can be scheduled
differently, scheduling could either be with seats or with
shared
• seating as per the requirement
• Scheduling is mapped to ensure that both business needs
and compliance are met
Communication Console
• NEOFFICE’s powerful communication consoles will allow
for configurable communication across the following
channels
• It could be SMS, Email, In- App Notification
• There is also the option of integrating it with an IVR for
more advanced communication features
• Communication can be based on transaction alerts to master
creation to alerts prior to the expiry of a timeline

12. The organization has decided to give up 40% of the their real estate space since the outlook for full return to work
is low.
• Using NEOFFICE Rostering tool, Ram Kumar was able to explore & solve many complex scenarios like Daily
attendance, Alternate day working, Working 3 days a week etc..across different business units, locations and
sites to understand the optimum mix in returning to office…
• This has resulted in successful cost-cutting for the company while also keeping employees happy
Using the Planning and Seating tool and working with HR, The COO distributed the allocation amongst different
business units.
• NEOFFICE gave her complete visibility into their requirements, matching the demand with the capacity and
understanding both bottleneck points and critical business needs
• Accordingly, HR and Employee Policy, customer communication and requirements of the business were
factored in and detailed models of the employee RTO were created
• All compliances and safety requirements as mandated had to be signed off by both the CREM team as well as
the HR Team
• Customer delivery was not affected and the ramp-up planned was handled in a smooth and effective manner
How does NEOFFICE help various stakeholders?

13. The HR Head used the NEOFFICE planning and seating capacity tools efficiently.
• Working with CREM team, the available seats were identified,
• Each business team could have a certain number of seats and the capacity planning and forecasting was
done easily.
• With central oversight and distributed inputs from the business, the HR policy of Return to Work was
established and rolled out.
• NEOFFICE served as the central hub for both policy decisions such as employee segregation based on
different categories and shift planning in collaboration with individual businesses.
The Head of EHS has been tasked with ensuring that all safety measures and social distancing norms are
followed, not only in the seating, but also in employee access of amenities like Cafeteria, common areas
etc..
• Deploying both the Social Distancing module & Floor Plan module in NEOFFICE she effectively
planned seating arrangements and ensured all business requirements are met.
How does NEOFFICE help various stakeholders?

14. Seat & Desk Booking Management
Enable your employees to easily
find a workspace that meets their
needs and get more out of your
office space.

15. You can optimize seat inventory using these three methods :
• Rostering - Admin plans the rosters and allocates the seats to employees
• Hot Desking - A set of seats are kept open for employee to book on their own
• Hoteling - Seat can be allocated to employee by admin, but he/she decides to whether
or to book the seat.
Seat & Desk Booking Management

16. Meet Karuna Mohan , Quality Analyst at Orbit. Her daily commute is 120 min both ways
Manages home and work . During WFH, she saved 2 hours daily and spent it on pursuing Yoga
and doing Six Sigma Black belt course to improve her skillset.
With an opening in the office, she'd like to work from home for four days and spend one day
in the office for collaborative work . However, she prefers that the process of planning her visit
cover parking, conference room booking, and seat booking in a simple and
easy-to-use manner.
Meet Shalini Bisht , Finance Controller at Orbit . The pandemic has had toll on the top line
revenue and to ensure Ebita margin has to be delivered & cost optimization options has to be
explored. Real estate Op-ex was approximately Rs 30 crores per year, and enabling hybrid working
for 60% of the staff would result in reduction of real estate costs by 30%, saving approximately
Rs 10 crore.
Case Study: 2

17. • Karuna now has the flexibility to now choose which days she wish work from home and office using
NEOFFICE
• We have both options available – Hoteling when the employee is scheduled to come to work
and does the booking to his/her assigned seat. Hot desking when the employee can choose his/her seat
from free pool.
• She has the option to book seats in any office location . So now book in the office closest to you , or if
travelling out of city pre-book seat in the destination town office.
• Employee Book his seat on the mobile app via a simple to use UI. Approval hierarchy built in if required.
• Find my Co workers feature enables to find where colleagues have booked seats.
• QR Code attendance to confirm occupancy/exit of seat
• Using NEOFFICE, Shalini can optimise the seat inventory by using our planning tool and give up on real
estate which is not required thereby savings on rental and operational cost line items.
• Understand space demand – Get insights which spaces are popular and which are not.
• Gauge employee satisfaction – Get reports on common issues and reasons for dissatisfaction
• Respond to change – Understand patterns and work styles, and flex space needs to suit.
• Save resources and costs – Get a global view of utilization to inform future planning decisions.
How Does Agiledge Neoffice help both of them?

18. Enable Flexible Working
• Find and book workspace on the web, on your mobile. Search for specific workspace features and get a visual overview of available spaces on
a floorplan.
• Neoffice offers support for hoteling and hot desking . Fixed are desks which is assigned permanently to a employee but can be released for
others to use during leave etc.. Hot desking are open bookable desks which can be reserved by anyone.
• Set up different zones on the floor for different functions /project teams and allow access to view and book to only employees of these
functions.
• Define business rules for each function. You can define 1 seat to one/many/all team members. Auto-release of seats back to general pool on
non-occupancy can be enabled and approval matrix for seat booked can be done.
• Search helps you find where your co-workers are sitting and helps you book a table close to theirs.
Optimize Workspace Efficiency
• With many employees opting for work from home , the need to have a fixed seat for all employees no longer exists. Instead you can give the
employee the choice to book spaces for seating and meetings
• Our QR code scanner enables check-in by the employee on arrival . You can enable auto-cancellation on no-show and allowing seat to go back
to general pool enabling optimized utilization of seats.
• Users can mark absent days and make space available to others
• Fix max time period a employee can book his/her seat and time duration usage of meeting rooms can also be fixed
Features of Seat & Desk Booking Software

19. Improve Employee Satisfaction
•Give people a more choice where and when they like to work, improving productivity and workplace satisfaction.
•Employees today have complex roles, involving a mix of focused work on their own versus collaborative group work. Our Solution can help
your people find and reserve a workspace that meets their actual needs, whether it’s for concentration, collaboration or contemplation.
•You can create groups of spaces for ease of use – for example, establish an area with specific characteristics, and then manage user access,
giving the right people access to the correct space.
Works On Web-app and Mobile
•No more walking around the building in search of a space. Instantly make a reservation on your mobile, with visual floor plans showing you
the location of your booking.
•You can search for a workspace by location and feature, for today, or days ahead. Results are shown in a floorplan.
•See all your booking in a list and easily find where your workspace is located on a floor plan.
•Check into your desk on your phone and check out when you are leaving.
•Easily find a colleague in the building and book a workspace nearby.
Features of Seat & Desk Booking Software

20. Problem Statement:
•Client wanted to use this opportunity to reduce the real estate footprint by 30% without reduction in headcount
•Op-ex per month(Rs. 20000/- per seat cost * 50,000 employees) is Rs. 100 Crores. Saving Opportunity of Rs. 30 Crores
per annum.
•How to optimize reduced space availability with existing headcount.
•Initiated the transformation process manually with 15 resources. Managing scale using excel spreadsheet became non-
viable
Solution:
Employees were segregated based on three criteria – 1. Role, 2. Job Description & 3. Criticality to work from office.
Employees were divided into 4 categories and fed into the database.
USE CASE : Delhi based client in the consumer durable space with the PAN India
footprint, employee count of 50,000 spread over 1400 locations.
Reduction of real estate footprint
by 30% resulting in op-ex
savings.
15 resources manning the process
reduced to 3 for monitoring &
Governance. Cost saving of
1.2 crores on resources.
Centralized view of assets &
people across location.
Increased Employee sat
Increased Control over the
asset and costs
BENEFITS

21. Meeting Room Booking
The smartest way to manage
your meeting rooms

22. Radha Sharma, Project Coordinator at Orbit, works two days a week in the office and is responsible
for working with multiple projects and teams. Some of her work has included bringing together
various stakeholders for discussions and collaboration.
Previously, she reserved meeting rooms by sending an email to the facilities team. There were issues
with this process because if the meeting was delayed, she had no visibility into whether the room
was available for the extended hours and, if not, whether an alternate room was available.
She would occasionally walk up to the facilities zone to speak with the team or call them on the
office intercom to get her Room booking issues resolved.
Her coordinating will be more difficult now that she has chosen remote work.
Radha can now easily navigate her meeting room booking needs by utilizing the features listed
below:
C
Case Study: 3

23. Untangle space usage
Solve your space management problems
forever by taking your booking processes online
Reduce administration
Save time and money by automating
previously time-consuming space
management tasks.
User Management
Precisely control how your users
should be able to interact with your
scheduler.
Automation Rules
Automate your unique rules,
policies and data
collection requirements.
Infinitely customizable
Effortlessly automate your unique
scheduling scenario whatever it
happens to look like.
Maps/Floorplans
Visualize your spaces with interactive
maps, taking user experience
to the next level.
Mobile Friendly
Allow your users to self-service book
from any device, anywhere.
Implement quickly
Setting it up is extremely easy. You can start
seeing results in minutes.
FEATURES

24. In-Office Social Distancing & Contract Tracing
Help manage a culture of
social distancing amongst Employees.

25. Social Distancing module with Contact Tracing:
How do you manage social distancing at a work place?
Can this be solved with a technology intervention?
Here is a feature in our mobile app which uses Bluetooth on your phone to sense if anyone is
coming within 6 feet of your safedistance.
The employee gets to see on the mobile screen and buzzer gets initiated to alert both the
employees.
Organizational benefits:
• The alert pushed if the employee come close with another person in less than 6 feet.
• Mobile app shows visibility of all employees around the user up to 10 feet.
• Dynamic dashboard which helps top level information at a glance.
• Network diagram shows contacts done by employees
• Reports giving details of contacts and time spent.
• The app helps to build culture amongst workforce towards social distancing

26. Employee Declaration Management
Bring Compliant employees
to the Workspace

27. Benefits to the organization:
• Simple User Interface enabling employees to navigate declaration in a quick manner
• Employee self-declaration on a daily basis can be stored on one platform which can be used
by Stakeholders to make decisions
• Contact-less, and hence extremely safe
• Customization of questions available based on your compliance team requirement.
• Preferred answer option available and follow up action for each answer can be configured
• Actions/next steps based on preferred answers can be configured
• Reports and dashboard on web app for admin to analyze.
Employee Declaration Module
Our Employee Engagement module can be used by organisation in 2 contexts.
Employee Self-Declaration forms are required by organizations' risk and compliance teams. Questions such as
"Do you have a fever?" and "Have you been in contact with any covid+ people?" in order to implement safety measures
Today many organization are opting for a “work from home” model for their employees. Communication with the
remote worker becomes critical here in order to understand their well-being and any organizational assistance they
may have.
Therefore, questions about employee well-being and required support can be posed
using this module.
Say goodbye to pen and paper or email declarations forms, and have your employees
complete the entire process on our mobile app.

28. Contact details
Email : prem@agiledgesolutions.com
Mobile : +91 90360 99000
Calendly: https://calendly.com/premrajmenon/60min
As next steps , we can schedule a online demo for you . You may write back or choose the Calendly
link to schedule the same.