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How to Implement a Space Management Software

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Your office space management concerns will not end once you install a new space management software.

But implementing it well will bring you a step closer. Some reasons to focus on software implementation include-

  • Smooth employee buy-in

  • An organization-wide smooth user experience

  • Greater organizational productivity, to name a few.

Whether you want to learn what it takes to implement space management software well or you want a few practical tips, this article can help you with it. So, let us dive in.

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The Eight Steps to Implementing Space Management Software

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1. Set a Timeline

Remember, there is a good chance your employees are used to a certain way of work. And a new software will likely change it completely. So, installing space management software that will alter multiple day-to-day processes, including seating arrangements, meeting room bookings, and workflows in one go, will only increase their resistance to it, delaying successful adoption. 

So, install the space management software in phases and decide on a timeline for adoption. Doing this ensures that the employees have enough time to get used to the changes without stretching the adoption time dramatically.

2. Communicate With Your Team

Once you have a timeline in place, you must inform all your employees about the need for the space management software, how the software can help them, and the changes they can expect next. This helps create a shared understanding of the entire process and helps employees see the benefits of using the software. Ultimately, this increases buy-in.

Wondering how to inform your team about the software and its deployment plan? Simply float a policy email company-wide. Include the following in your policy-

  • The need for the space management software

  • The benefits of the software

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  • The software deployment timeline

  • What changes they can expect, etc.

3. Build the Space Management Software for Employees

While space management software has various customization options to suit your company’s specific needs, most software comes with industrial presets. This means you have to tweak them to optimize them for employee workflows. 

So, consider employee working preferences and build out your space management software accordingly. Check data collection methods and set communication for remote and in-office workers to make the transition smoother. 

Going the extra mile to build out the software makes deployment smoother and reduces employee hesitation to try the new software.

4. Test the Software on a Subset of Employees and Seek Feedback

The best way to know if your new space management software is ready for deployment is to ask your employees to test it. This helps you recognize the frequent roadblocks faced while using the software and helps you decide the appropriate training methods needed to overcome them. In fact, since the feedback is quick, you get enough time to optimize your software and training before they go live.

5. Recognize Champions

Employees trust their peers to understand their concerns at work. This is also why they will welcome suggestions from them more readily. Safe to say, if you want your company employees to try your new space management software or be more accepting of it, you must target company champions, train them, and ask them to get the word around. Here are a few benefits of going this route-

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  • Champions can advocate for the space management software

  • They could influence employees to try out the software

  • They can generate excitement about the policy change and more.

6. Maintain Decision Logs and Documentation

When you are deploying the space management software, there could be several instances where you might want to backtrack your steps. Here, having a dedicated log of all the actions taken while setting up the software helps.

Along with a log, you can also build documentation to ensure all employees are on the same page. The best part? Doing this also reduces the time taken to bring new employees up to speed.

Some things you can include in the software documentation are-

  • Steps for booking a meeting room

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  • Areas that can be reserved using the space management software

  • How to track insights using the software

  • How to contact the IT team, etc.

7. Provide Training

Training is key to helping employees understand how to use space management software. And the most effective way to do it is by making software training a priority. This could mean clearing out employee schedules to accommodate training time, providing training support, live training, etc.

Moreover, you could phase out the training process to make it even more manageable for the employees. This ensures that employees are more receptive to the software, resulting in greater employee buy-in.

8. Provide a Consistent Experience

Successfully deploying a space management software extends beyond training the employees alone. It also includes providing employees with a smooth, glitch-free software experience. Additionally, keep a watch on the software KPIs and analytics to understand how the employees are using the software. Doing this helps understand software deployment gaps and tweak them before the next training phase.

Final Word

Why The Best Leaders Refuse to Ignore Office Politics

Implementing a new space management software organization-wide is the most important step in ensuring the software is used efficiently. So, make sure you make data-backed decisions and pay heed to the feedback when deploying the software. This will go a long way to make implementation easier. And if you get stuck at any point, redirect using these points-

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  • Focus on why you are deploying the tool

  • Leverage internal champions to boost buy-in

  • Stick to the roll-out schedule

  • Provide customized training

  • Maintain proper communication

WorkInSync offers custom space management software built to tend to your hybrid workplace management needs. With features like real time space utilization, facilities management, contact tracing and space allocations, this is the mobile app you definitely need for your hybrid workplace. 

Get yourself a demo and optimize your space planning today!

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Next-gen chips, Amazon Q, and speedy S3

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AWS re:Invent, which has been taking place from November 27 and runs to December 1, has had its usual plethora of announcements: a total of 21 at time of print.

Perhaps not surprisingly, given the huge potential impact of generative AI – ChatGPT officially turns one year old today – a lot of focus has been on the AI side for AWS’ announcements, including a major partnership inked with NVIDIA across infrastructure, software, and services.

Yet there has been plenty more announced at the Las Vegas jamboree besides. Here, CloudTech rounds up the best of the rest:

Next-generation chips

This was the other major AI-focused announcement at re:Invent: the launch of two new chips, AWS Graviton4 and AWS Trainium2, for training and running AI and machine learning (ML) models, among other customer workloads. Graviton4 shapes up against its predecessor with 30% better compute performance, 50% more cores and 75% more memory bandwidth, while Trainium2 delivers up to four times faster training than before and will be able to be deployed in EC2 UltraClusters of up to 100,000 chips.

The EC2 UltraClusters are designed to ‘deliver the highest performance, most energy efficient AI model training infrastructure in the cloud’, as AWS puts it. With it, customers will be able to train large language models in ‘a fraction of the time’, as well as double energy efficiency.

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As ever, AWS offers customers who are already utilising these tools. Databricks, Epic and SAP are among the companies cited as using the new AWS-designed chips.

Zero-ETL integrations

AWS announced new Amazon Aurora PostgreSQL, Amazon DynamoDB, and Amazon Relational Database Services (Amazon RDS) for MySQL integrations with Amazon Redshift, AWS’ cloud data warehouse. The zero-ETL integrations – eliminating the need to build ETL (extract, transform, load) data pipelines – make it easier to connect and analyse transactional data across various relational and non-relational databases in Amazon Redshift.

A simple example of how zero-ETL functions can be seen is in a hypothetical company which stores transactional data – time of transaction, items bought, where the transaction occurred – in a relational database, but use another analytics tool to analyse data in a non-relational database. To connect it all up, companies would previously have to construct ETL data pipelines which are a time and money sink.

The latest integrations “build on AWS’s zero-ETL foundation… so customers can quickly and easily connect all of their data, no matter where it lives,” the company said.

Amazon S3 Express One Zone

AWS announced the general availability of Amazon S3 Express One Zone, a new storage class purpose-built for customers’ most frequently-accessed data. Data access speed is up to 10 times faster and request costs up to 50% lower than standard S3. Companies can also opt to collocate their Amazon S3 Express One Zone data in the same availability zone as their compute resources.  

Companies and partners who are using Amazon S3 Express One Zone include ChaosSearch, Cloudera, and Pinterest.

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Amazon Q

A new product, and an interesting pivot, again with generative AI at its core. Amazon Q was announced as a ‘new type of generative AI-powered assistant’ which can be tailored to a customer’s business. “Customers can get fast, relevant answers to pressing questions, generate content, and take actions – all informed by a customer’s information repositories, code, and enterprise systems,” AWS added. The service also can assist companies building on AWS, as well as companies using AWS applications for business intelligence, contact centres, and supply chain management.

Customers cited as early adopters include Accenture, BMW and Wunderkind.

Want to learn more about cybersecurity and the cloud from industry leaders? Check out Cyber Security & Cloud Expo taking place in Amsterdam, California, and London. Explore other upcoming enterprise technology events and webinars powered by TechForge here.

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TECHNOLOGY

HCLTech and Cisco create collaborative hybrid workplaces

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Digital comms specialist Cisco and global tech firm HCLTech have teamed up to launch Meeting-Rooms-as-a-Service (MRaaS).

Available on a subscription model, this solution modernises legacy meeting rooms and enables users to join meetings from any meeting solution provider using Webex devices.

The MRaaS solution helps enterprises simplify the design, implementation and maintenance of integrated meeting rooms, enabling seamless collaboration for their globally distributed hybrid workforces.

Rakshit Ghura, senior VP and Global head of digital workplace services, HCLTech, said: “MRaaS combines our consulting and managed services expertise with Cisco’s proficiency in Webex devices to change the way employees conceptualise, organise and interact in a collaborative environment for a modern hybrid work model.

“The common vision of our partnership is to elevate the collaboration experience at work and drive productivity through modern meeting rooms.”

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Alexandra Zagury, VP of partner managed and as-a-Service Sales at Cisco, said: “Our partnership with HCLTech helps our clients transform their offices through cost-effective managed services that support the ongoing evolution of workspaces.

“As we reimagine the modern office, we are making it easier to support collaboration and productivity among workers, whether they are in the office or elsewhere.”

Cisco’s Webex collaboration devices harness the power of artificial intelligence to offer intuitive, seamless collaboration experiences, enabling meeting rooms with smart features such as meeting zones, intelligent people framing, optimised attendee audio and background noise removal, among others.

Want to learn more about cybersecurity and the cloud from industry leaders? Check out Cyber Security & Cloud Expo taking place in Amsterdam, California, and London. Explore other upcoming enterprise technology events and webinars powered by TechForge here.

Tags: Cisco, collaboration, HCLTech, Hybrid, meetings

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TECHNOLOGY

Canonical releases low-touch private cloud MicroCloud

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Canonical has announced the general availability of MicroCloud, a low-touch, open source cloud solution. MicroCloud is part of Canonical’s growing cloud infrastructure portfolio.

It is purpose-built for scalable clusters and edge deployments for all types of enterprises. It is designed with simplicity, security and automation in mind, minimising the time and effort to both deploy and maintain it. Conveniently, enterprise support for MicroCloud is offered as part of Canonical’s Ubuntu Pro subscription, with several support tiers available, and priced per node.

MicroClouds are optimised for repeatable and reliable remote deployments. A single command initiates the orchestration and clustering of various components with minimal involvement by the user, resulting in a fully functional cloud within minutes. This simplified deployment process significantly reduces the barrier to entry, putting a production-grade cloud at everyone’s fingertips.

Juan Manuel Ventura, head of architectures & technologies at Spindox, said: “Cloud computing is not only about technology, it’s the beating heart of any modern industrial transformation, driving agility and innovation. Our mission is to provide our customers with the most effective ways to innovate and bring value; having a complexity-free cloud infrastructure is one important piece of that puzzle. With MicroCloud, the focus shifts away from struggling with cloud operations to solving real business challenges” says

In addition to seamless deployment, MicroCloud prioritises security and ease of maintenance. All MicroCloud components are built with strict confinement for increased security, with over-the-air transactional updates that preserve data and roll back on errors automatically. Upgrades to newer versions are handled automatically and without downtime, with the mechanisms to hold or schedule them as needed.

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With this approach, MicroCloud caters to both on-premise clouds but also edge deployments at remote locations, allowing organisations to use the same infrastructure primitives and services wherever they are needed. It is suitable for business-in-branch office locations or industrial use inside a factory, as well as distributed locations where the focus is on replicability and unattended operations.

Cedric Gegout, VP of product at Canonical, said: “As data becomes more distributed, the infrastructure has to follow. Cloud computing is now distributed, spanning across data centres, far and near edge computing appliances. MicroCloud is our answer to that.

“By packaging known infrastructure primitives in a portable and unattended way, we are delivering a simpler, more prescriptive cloud experience that makes zero-ops a reality for many Industries.“

MicroCloud’s lightweight architecture makes it usable on both commodity and high-end hardware, with several ways to further reduce its footprint depending on your workload needs. In addition to the standard Ubuntu Server or Desktop, MicroClouds can be run on Ubuntu Core – a lightweight OS optimised for the edge. With Ubuntu Core, MicroClouds are a perfect solution for far-edge locations with limited computing capabilities. Users can choose to run their workloads using Kubernetes or via system containers. System containers based on LXD behave similarly to traditional VMs but consume fewer resources while providing bare-metal performance.

Coupled with Canonical’s Ubuntu Pro + Support subscription, MicroCloud users can benefit from an enterprise-grade open source cloud solution that is fully supported and with better economics. An Ubuntu Pro subscription offers security maintenance for the broadest collection of open-source software available from a single vendor today. It covers over 30k packages with a consistent security maintenance commitment, and additional features such as kernel livepatch, systems management at scale, certified compliance and hardening profiles enabling easy adoption for enterprises. With per-node pricing and no hidden fees, customers can rest assured that their environment is secure and supported without the expensive price tag typically associated with cloud solutions.

Want to learn more about cybersecurity and the cloud from industry leaders? Check out Cyber Security & Cloud Expo taking place in Amsterdam, California, and London. Explore other upcoming enterprise technology events and webinars powered by TechForge here.

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Tags: automation, Canonical, MicroCloud, private cloud

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