Enabling flexible, team-based hybrid working
As the Ombudsman for Children adopted a hybrid working model and reconfigured its office space, the need for a simple, intuitive desk booking system became clear. By implementing Clearooms, the organisation introduced an easy-to-use platform that supports hot desking, team-based seating, and efficient space management — without adding administrative overhead.
It’s a very intuitive, very easy to use system for staff… very quick. People can just log in and book their desks.
Peter Heylin, ICT Manager, OCO
- Public Sector Sector
- ~40 Employees
- Ireland Location
- Team-based hybrid Model
Background
The Ombudsman for Children is a public sector organisation supporting children’s rights and welfare. With a workforce of around 40 employees operating in a hybrid model, the organisation needed to ensure its office space could flex to accommodate varying attendance patterns.
Following an office redesign, including updated layouts and team configurations, managing workspace allocation became a key operational consideration.
The Challenge
As hybrid working became the norm, the organisation faced several workspace challenges:
- No formal desk booking system in place
- Teams outgrowing allocated spaces at peak times
- Difficulty coordinating where teams should sit on different days
- Need to optimise limited office and parking capacity
- Requirement for a system that would be easy for all staff to adopt
Just as importantly, the solution needed to work without creating additional administrative burden for IT or facilities teams.
The Solution
Clearooms was selected as part of a structured procurement process comparing multiple tools. The platform stood out for its simplicity, ease of use, and ability to support a flexible, team-based approach to workspace management.
By implementing Clearooms, the OCO was able to:
- Introduce hot desking across the office
- Allocate teams to specific rooms on designated days
- Provide a clear, visual guide for where staff should sit
- Enable staff to book desks quickly and independently
- Extend usage to manage car parking spaces
The intuitive interface meant staff could adopt the system immediately, with minimal guidance required.
Implementation
Clearooms was configured to reflect the organisation’s hybrid working model and team structure. Teams were assigned to specific rooms depending on the day of the week, creating a rotating seating plan that aligns with office attendance patterns. This was set up once and requires little ongoing adjustment.
Single sign-on (SSO) was implemented, allowing staff to access Clearooms seamlessly using their existing credentials. Following a recent office refurbishment, Clearooms worked closely with the team to update floor plans and reflect layout changes, ensuring the system remained aligned with the physical workspace.
New starters are provided with simple onboarding instructions, enabling them to begin using the platform immediately.
Summary & future plans
Clearooms has provided the Ombudsman for Children with a simple, scalable solution to manage hybrid working. By combining ease of use with flexible configuration, the platform enables the organisation to coordinate teams, optimise space, and support staff with no additional complexity.
The organisation continues to explore additional Clearooms features, including the dedicated parking module, to further enhance workspace and resource management.
If it’s not broken, don’t fix it. It works well, staff are used to it, and it’s good value for money.
Peter Heylin, ICT Manager, OCO
The Results
Clearooms quickly became an embedded part of daily operations, with little or no friction. Key outcomes include:
- Rapid adoption Staff began using the system with no reported friction or resistance.
- Improved space coordination Teams are allocated appropriate spaces based on when they are in the office.
- Enhanced visibility Employees can easily see where they should be working each day.
- Efficient administration Workspace configuration is handled with minimal ongoing input.
- Flexible space usage Desk and parking allocation can be managed within a single platform.
- Low support requirement Any queries are handled quickly, with responsive support from Clearooms.
Let’s get started! Book your free Clearooms demo today
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