The problem
As one of Denmark’s key players in the utilities sector, EWII in Kolding is characterized by a high level of activity and many visitors. With around 700 employees, there was a need to structure the administration around guests and meeting rooms more efficiently. Previously, the processes around reception and catering were characterized by manual workflows that required unnecessary coordination.
In the utility industry, reliability and professionalism are paramount, which must also be reflected in the physical welcome at the head office. Without an integrated system, it can be difficult to maintain an overview of available resources and guest arrivals. This creates a desire for a more streamlined approach where employees can manage their own needs.
EWII was looking for a solution that could tie guest registration and meeting booking together in one coherent platform. The goal was to create a modern reception and ease the administrative burden for both the reception and the employees. MyDesk was chosen to ensure a digital infrastructure that supports the company’s professional image.
The solution
MyDesk has delivered a complete package to EWII that integrates visitor management directly with the company’s meeting facilities. At the heart of the solution is a digital guest registration where visitors can check in upon arrival and the host is automatically notified. As a unique part of the solution, we have implemented digital e-ink guest cards that give visitors a professional visual ID.
The solution also includes a fully integrated meeting room booking module that makes it easy for the 700 employees to find and reserve facilities. Here we have set up a direct link to meeting catering so that food and drink orders can be handled in the same workflow as the room booking. This ensures that the kitchen and canteen always have the necessary information in real time.
The entire system is set up to talk to each other across the departments in Kolding, so everyone has access to the same updated data. By combining hardware such as e-ink cards with our software platform, we have created a solution that is easily accessible to all employees. This means that EWII now has a central tool to manage the entire guest and meeting experience.
The result
The implementation at EWII has resulted in a significantly smoother workday for both employees and guests. By digitizing guest registration, the reception has gained a better overview of the building’s activities, while visitors experience a modern and professional reception. The digital e-ink guest cards ensure that security and identification in the building is always up-to-date and easy to read.
Meeting catering management has been transformed from a manual task to an automated process, removing the risk of misunderstandings. Employees in Kolding now have full transparency of available meeting rooms, which makes planning both internal and external meetings significantly easier. The complete overview means that resources are used more appropriately throughout the organization.
Overall, the solution has given EWII the right tools to handle their workplace management in a structured way. The practical details of guest management and meeting management have been calmed down so that the focus can remain on the core tasks. The end result is a more cohesive workplace where technology supports the daily flow for all employees.
