Optimizing Workspace Efficiency in a Hybrid Environment

Client Overview

A prominent insurance company in Singapore, established for over a century, is one of the largest providers of life, health, and general insurance solutions in the region. With a workforce exceeding 2,000 employees across multiple offices in Singapore, the organization serves millions of policyholders, focusing on financial security, risk management, and innovative digital services. Operating in a fast-paced financial sector, it emphasizes employee collaboration, regulatory compliance, and agile work practices to support hybrid teams in sales, underwriting, claims processing, and customer service.

Challenge

As the company adapted to post-pandemic hybrid work models, it encountered significant hurdles in managing office spaces for its large workforce:

• Traditional booking systems for meeting rooms and desks were inefficient, leading to underutilized spaces, scheduling overlaps, and frustration among employees juggling in-office and remote work.
• With over 2,000 users needing flexible access, there was a lack of intuitive tools for on-the-fly desk reservations, resulting in "desk hunting" and reduced productivity during peak hours.
• Visibility into office layouts and availability was limited, causing confusion in navigating multi-floor buildings and delaying team collaborations on time-sensitive insurance projects.
• The need for secure, contactless booking options was critical to comply with health protocols and data privacy regulations, while minimizing IT maintenance in a high-security environment.

Solution

To streamline operations, the company deployed Offision's comprehensive workplace management suite, incorporating room booking, desk booking with QR code functionality, and interactive signage with floor plans, powered by IAdea WRP-1000 devices across its Singapore offices.

Key reasons for selection:

• Advanced IAdea WRP-1000 hardware — 10.1-inch touchscreen panels with 1280 x 800 resolution, 10-point capacitive multi-touch, 350 nits brightness, and integrated NFC/HID card readers for secure access.
• Integrated Offision features — Seamless room and desk booking synced with Microsoft 365 or Google Workspace, enabling QR code scanning for instant check-ins and reservations via mobile apps.
• Digital signage capabilities — Interactive floor plan displays on WRP-1000 panels, showing real-time availability, wayfinding, and customizable LED indicators (e.g., green for available, red for occupied).
• Scalable deployment — Over 50 WRP-1000 units installed for high-traffic areas, supporting PoE for easy wiring, enterprise security, and remote management through Offision's cloud-based admin tools.
• User-friendly enhancements — Programmable interfaces for quick releases of unused bookings, analytics for space optimization, and low-power operation to align with sustainability goals.

Benefits/Results

The implementation revolutionized workspace utilization, reducing booking conflicts by 80% and enabling seamless hybrid collaboration for the 2,000+ users. QR code desk booking minimized setup time, while floor plan signage improved navigation and occupancy rates, boosting overall productivity in client-facing and internal teams. The secure, touchless system enhanced compliance with data protection standards, and real-time analytics helped optimize office layouts, leading to cost savings on underused spaces. Employees reported higher satisfaction with the intuitive tools, fostering a more agile and efficient work culture in Singapore's competitive insurance landscape.

Project Information

• Locations using Offision: Asia - Singapore