The problem
As a significant player in the Copenhagen business community, Augustinus Fonden operates from their office with a need for a clear overview of their resources. Before the implementation of MyDesk, everyday life was characterized by manual processes when employees had to coordinate their attendance and book facilities for important meetings. It was often unclear who was in the office when and whether the necessary rooms were available.
In the business of administration and investment-related work, time is a precious resource, and disruptions in the daily routine can shift focus away from core tasks. Without an integrated system, it’s easy for misunderstandings to arise around meeting room availability or failure to coordinate catering for external guests. This creates unnecessary administrative noise in an organization where precision and professionalism are paramount.
The need to create a more coherent structure and ensure a professional reception of business partners became the driving force behind the desire for a new solution. The Augustinus Foundation was looking for a platform that could bring together meeting booking, catering and general office planning in one workflow. The goal was to create peace of mind around the logistical details and free up time for value-adding activities.
The solution
We delivered a tailor-made solution to Augustinus Fonden that centers around the modules MyDesk Planner, Meeting Room Booking and Meeting Catering. The solution is fully integrated into their existing IT environment, enabling employees to manage their daily lives directly from the tools they already know. The system is set up to provide a visual overview of the office capacity and activities.
With the MyDesk Planner module, we’ve given employees the ability to specify their location so everyone can see who is working from the office and who is working elsewhere. This supports social interaction and makes it easier to plan ad hoc face-to-face meetings. At the same time, Meeting Room Booking ensures that there is complete transparency about the facilities, eliminating double bookings altogether.
As an important part of the delivery, we have implemented the Meeting Catering module, which ties the whole package together. When a meeting is booked, the employee can now order catering in the same workflow, which automatically sends the information to the relevant parts of the organization. This ensures that all the details are in place before guests arrive, without the need for multiple emails or calls.
The result
The implementation at Augustinus Fonden has resulted in a significantly smoother workday with fewer manual workflows. By gathering the administration of rooms and catering in one place, employees have gained a higher degree of autonomy and security in their planning. A clear structure has now been created where the process from calling a meeting to serving coffee is completely automatic.
The use of MyDesk Planner has given the management and employees a better qualitative overview of the everyday dynamics of the Copenhagen office. The increased overview means that resources are utilized more appropriately and that the office serves as an efficient base for the foundation’s activities. Collaboration across the 30 employees has become easier as everyone has access to the same up-to-date information in real time.
The professional standard of the organization is now supported by a modern digital infrastructure that reflects the foundation’s values of integrity and quality. Guests and partners experience a streamlined reception where everything from room selection to catering works together. MyDesk acts as an invisible but effective link that creates peace and energy in the daily work.
