Overview
This project will select, pilot and implement an automated method of space booking for desks and smaller workspaces only (non-teaching spaces) which will then be made available for those departments needing a desk booking solution.
What are we doing?
Following an investigation phase into existing and external desk booking systems the project ran a successful proof of concept using PlanOn, the university’s existing building management system, within the Humanities Division. The next phase is to move the proof-of-concept users into the live environment and then add the majority of Humanities current desks and people into the PlanOn system.
PlanOn will then be made available to other departments needing a desk booking system. It will enable Estates, building managers, and departments to report on space usage, establish new processes for optimising space, and provide visibility of spaces with low or no usage. People will be able to book designated working areas in advance, allowing better planning for co-working, quiet working, and specific desk or room-based requirements.
Why are we doing it?
Implementing a desk booking system will help optimise space usage, reduce costs, and improve the working experience for staff. It will provide real-time information about desk availability, reducing time spent searching for available spaces.
What is the timeline?
The next phase involves moving the PlanOn proof-of-concept from the test environment to the live environment and adding more desks and users from Humanities. This will take place over April and May 2025. A business-as-usual plan will be produced for Estates to manage further desk booking requests. Licenses for PlanOn will be available for departments that wish to use this new system. The pilot phase in the Humanities building will allow staff to get used to a new way of working ahead of the transition to the new Schwarzman building.
Expected Benefits
Process efficiency
- Centralised reporting across departments gives a complete view of space usage for better consolidation and assessment.
- Real-time data helps address trends in space utilisation.
- Enables data-driven decisions about space allocation, improving future resource planning and staffing.
Staff Experience
- Supports Oxford’s post-pandemic hybrid working model by providing clear, real-time desk availability for staff, students and visitors.
- Provides visible, easy-to-access desk and workspace information, reducing uncertainty.
