"Deskare facilitates the organisation of workspaces and offers an indispensable view of the frequency habits of a site!"

Believe, one of the world leaders in the digital music market, has experienced significant growth in recent years thanks to its technological platform and the unique digital expertise of its employees, enabling it to advise its artists and labels, distribute and promote their music. Founded in 2005, Believe now has 1720 employees in more than 50 countries, including 643 in France.

Since 2019, the organisation of work has been evolving rapidly. Between the relocation of Parisian offices, the signing of the remote work agreement, the perpetuation of hybrid work and most recently the gradual transition to flex office, Believe needed a tool to better manage the organisation of work in its new spaces.

Deskare was then chosen to offer a smooth hybrid experience:

• Declaration of remote work and on-site presence days
• Booking of workspaces adapted to needs
• Facilitated on-site collaboration
• Optimisation of office spaces

Discover Believe's feedback through the testimony of Molinard Controle, Office Coordinator: the challenges overcome and the actions implemented for a transition to a sustainable hybrid work and flex office model, thanks to better management of the work environment.

"Deskare is an ideal tool for HR and Facilities departments. The more employees you deal with, the more useful the application becomes. I recommend it to all growing companies that operate in a flexible or hybrid work mode, it's clearly necessary!"

The evolution of work organization at Believe

The pandemic and the 100% remote work imposed by the context disrupted habits, and to adapt to the market, Believe reviewed its work organisation strategy.

Following the move, between 2020 and 2023, practices are transformed with:

• ‍A remote work agreement: each employee can work remotely 2 to 3 days per week‍
• A re-appropriation of the work environment: with a return to the site where flexible open spaces, informal spaces (semi-partitioned armchairs, individual or duo bubbles), or even living and convivial spaces on all floors, facilitate collaboration‍
• A tool, Deskare: control of your workspace to adapt to a more flexible environment and work more serenely

The challenges

1. Visualise where teams are working in the office

With hybrid work, employees need to anticipate their arrival on site and know where their colleagues or teams are to work together more easily. In addition, the rapid increase in staff requires regular and targeted monitoring of the occupancy rate of teams in order to anticipate possible internal moves.

The adoption of a dedicated tool was then necessary to:

• Facilitate collaboration
• Monitor space occupancy
• Enjoy a view of the distribution of teams across the different floors

"Faced with Believe's strong growth, we needed to track the occupancy of workspaces. Our mapping attempts were insufficient and time-consuming, as the teams are growing so quickly. We absolutely needed a tool to help us better manage hybrid and the occupancy of our environment."

2. Encourage employees to declare remote work

To monitor and enforce the remote work agreement, Believe needed a more ergonomic tool than its HRIS, which would be:

• Practical and easy for employees
• Useful for managers and HR

3. Recommend booking workstations

Following the signing of the remote work agreement, workstation booking was recommended. Gradually, flex office was implemented for teams under pressure, in order to:

• Identify over and under-utilised areas
• Benefit from an overview
• Be able to quantify attendance habits

The solution

Believe decided to deploy Deskare, a tool integrated into the employee ecosystem, to ensure the best possible hybrid experience.

Integration with the HRIS

Deskare integrates via API with various HRIS systems to automate the synchronisation of users, teams, employee leave and absences to avoid double entry. Onboarding and offboarding are thus facilitated.

Integration with Microsoft Teams

Deskare includes automatic declaration reminders in communication tools to ensure maximum adoption, as well as integration into the company calendar to reflect everyone's status live and strengthen hybrid collaboration.

"The integration of Deskare with Microsoft Teams makes it possible to obtain a good declaration rate. It is not an additional tool that is added to a long list of tools. Employees can easily find their way around."

What Deskare brings to Believe

Time saving: administrators manage on-site teams in a few clicks and autonomously

Less mental load: automation helps to focus on tasks with higher added value

Better visibility: each user benefits from a view of hybrid schedules and occupied workstations

A 5-star customer satisfaction

Believe gave Deskare a customer satisfaction score of 100% (CSAT) for daily support and quality of support.

Because a move to hybrid work and flex office can be daunting, the tool reassures employees by allowing them to easily find their colleagues and a workstation in a space adapted to their needs.

"The support is going very well, the Deskare teams have always been able to respond promptly with great reactivity. Having a dedicated contact has greatly helped the tool to be so well adopted internally."

To encourage compliance with current hybrid policies and ensure the best possible adoption of the tool, Deskare experts are available even before the platform deployment phase:

• Demonstrations via Microsoft Teams webinars
• Training sessions (administrators, managers, users)
• Answers to questions via dedicated chat
• Continuous improvements to the tool

The results

Finding each other more easily

For the past two years, Deskare has made hybrid work more social and allows Believe's teams to find each other more easily in the office or elsewhere. Everyone chooses the best times to come to the site based on their work-life balance, their colleagues' schedules, or organised events.

With Deskare, Believe strengthens the links between its employees in a hybrid work context and increasingly shared offices, which encourages exchange and collaboration.

Ensuring daily monitoring of workspaces

Deskare has become indispensable for administrators who rely on the tool daily, especially to better support employees by more easily locating their workstations.

"Deskare facilitates the organisation of workspaces and offers an indispensable view of the frequency habits of a site!"

Manage more serenely in hybrid mode

Managers more effectively monitor the hybrid habits of their teams. Compliance with remote work agreements is now ensured, contributing to better human resources management.

Reassuring employees about flex office

The simplicity of space reservations reassures employees in busy teams: everyone is assured of having a place when they are on site. This promotes optimal use of offices.

The transition to shared offices

The involvement of teams in the organisation of space

Post-Covid, the gradual return to the office was accompanied by a significant increase in staff, affecting the work environment. In 2022, through the bi-annual survey conducted by HR and the CSE, the teams expressed a need to regroup on the same floor. In early 2023, Believe launched a major site reorganisation project.

The transition to flex office

For busy teams, workstation booking could be quickly implemented. This gradual evolution towards a flexible office model was facilitated by the pre-existing use of Deskare. To meet the demand for team reunification, it was necessary to rethink the distribution of employees on site.

The convincing demonstration to the CSE

Thanks to Deskare, Believe had a detailed map of the current distribution of teams and the number of seats available. To convince the CSE, several factors were taken into account:

• The costs of the current operation with assigned workstations
• The maximum number of workstations per floor allowed by security
• The forecast of team growth by the end of 2023

The only realistic solution was to switch to flex office. Believe's experience highlights the importance of collecting data to analyse the existing situation before undertaking major organisational changes.

"The determining part of the demonstration to the CSE was the use of Deskare. We presented precise data on attendance habits. Each team never exceeded 60% presence, which allowed us to calculate the exact number of positions needed to accommodate all employees."

One year later: what is the assessment?

Believe managed to create a strong and reassuring employee experience while adapting its spaces to the needs of its growing teams.

Deskare provides Believe with precise visibility on site attendance, identification of high-traffic areas, and support for teams in implementing flex office, first in France and then internationally.

The undeniable advantage of adopting the tool lies in its integration with Microsoft Teams, which avoids dispersing communication channels while ensuring fluidity for users.

Building on its successes, Deskare is a promising first step in Believe's ambitious project to transform the office into a true living space.

Thanks to the valuable data provided by the tool on peak days and attendance habits, Believe optimizes the organization of events and on-site activities, thus promoting the creation of connections and maintaining a friendly and pleasant atmosphere for all its employees!

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We are delighted to contribute to improving Believe's work environment and are proud of the results achieved together. If you are also looking to better organize hybrid work while optimizing your workspaces and enabling your employees to connect, contact one of our experts who will assist you in exploring solutions that meet your specific needs. Your success is our priority, and we look forward to helping you achieve your goals.