The problem
As a central utility company based in Birkerød, Novafos needed to create a modern and flexible workplace for their 300 employees. With many employees having varying needs for desk space and meeting facilities, there was a need to structure everyday life more efficiently. Previously, it could be a challenge to maintain a full overview of available capacity in the building.
In the utility industry, stability and efficiency are key, and this also applies to internal administrative processes. Without a centralized system for managing resources, unnecessary time can be spent finding available workstations or coordinating guest visits. A manual approach to managing the office can quickly become a barrier to a smooth workflow between departments.
Novafos therefore chose to look for a unified solution that could tie their physical locations together in one intuitive platform. The desire was to implement professional tools that both supported the employees’ need for flexibility and ensured a representative reception of external partners. MyDesk was chosen to create a cohesive digital infrastructure in the office.
The solution
We have delivered a customized end-to-end solution for Novafos that integrates desk booking, meeting room booking and guest registration into one single interface. The implementation means that employees now have access to a user-friendly app and web platform where they can quickly reserve their preferred workstation or a meeting room. The system is set up to reflect their actual office layout, making navigation simple and intuitive.
To optimize the guest experience, we have implemented our advanced visitor management system, which provides Novafos with a professional reception area. When guests arrive, they are automatically registered and the relevant staff member immediately receives a notification of their arrival. This creates a sense of security and efficiency for both the reception and the visitors, who feel expected and welcomed.
A special part of the delivery to Novafos includes our e-ink guest cards, which digitize the handling of guest ID. These smart cards are automatically updated with the guest’s information upon arrival and are easily reused by the next visitor. It’s a modern and resource-saving solution that speaks directly to the desire for an innovative and professional workplace.
The result
With MyDesk, Novafos has achieved a significant improvement in daily logistics and a much better overview of office utilization. Employees are free to focus on their core tasks, as they no longer have to worry about finding a vacant seat or meeting room. Digital visibility means that planning is proactive rather than ad hoc.
The implementation of visitor management has meant a qualitative boost in the way the company receives external parties. By combining digital registration with the innovative e-ink guest cards, Novafos appears as a modern and technologically sound organization to both customers and partners. The internal administration of guests has become significantly easier, which frees up resources in daily operations.
Overall, the solution has created a strong foundation for the future hybrid work life at Novafos. Management now has access to anonymized data about office usage, enabling them to make informed decisions about their physical environment. Cross-collaboration has become easier as the system makes it easy to see where colleagues are located and what facilities are available.
