Context

magine a company is moving to a new office, and this office is equipped with the latest technology: all kinds of sensors, geolocation, comfortable chairs and desks.
Cafes and dining areas where you can monitor occupancy and understand the best time to grab a coffee or have lunch. Smart meeting rooms with cameras that can track the speaker, parking, a beauty salon, a medical center, and a gaming room. In short, everything you need so that employees don’t have to leave and can live in the office.
There is only one problem — there are 10,000 employees, but only 7,000 seats in the office.

Main Project Tasks

— Develop an interface for managing office space that helps employees use their time in the office efficiently

— Find a solution to the problem of workspace allocation

— Create a convenient system for booking workstations and meeting rooms

Success Criterion

The main metric — reducing office occupancy levels.

Insights and Problems

Smart Office Platform

The main problem of the office is insufficient workspaces for all employees present in the building.
I decided to approach this problem from different angles. First, it is important to understand why employees come to the office at all:

— Offline meetings with colleagues. This requires shared zones and meeting rooms, as well as the ability to see which colleagues are present today.

— Working in a productive environment. A workstation or its equivalent is important. An additional aspect is having space for meals.

Main Screen

In the center of the screen, a summary for today is displayed, helping employees understand whether to go to the office today or choose another day. It also shows how many colleagues are in the office and who exactly is present.
Below are the main office functions, divided into categories. Colored bars with numbers show which zones are currently free and which are better to postpone.

Workspace

I solved the problem of insufficient workstations by dividing them into permanent and temporary seats.
If an employee comes to the office at least three times a week, a fixed seat is assigned that cannot be booked by others. Other workstations are available for booking for one workday.

Meeting Rooms

The meeting room booking system works roughly like booking seats in a cinema.
The user enters the app and selects a convenient time for booking. Available meeting rooms are filtered and displayed in a list. Then the user can see which floor the free room is on and whether it has the necessary equipment, e.g., a TV.

Cafeteria

To avoid overcrowding the cafeteria during “peak hours,” I added video and guidance features.
Users can view the cafeteria in real-time or rely on video-based suggestions.
Additionally, if employees want to take food to their workspace, there is a feature to order meals through the app.

Guerrilla Testing

Time for testing and completing tasks was limited, so the app was tested on three respondents.
Participants did not experience difficulties completing tasks and easily found necessary functions. They also shared thoughts and suggestions for improvement — noting that some additional features could be added.

Main Screen (Post-Testing)

After testing, respondents noted that, in addition to the number of colleagues in the office, they would like to see exactly who is in the office today.

Meeting rooms

After testing, respondents noted that, in addition to the number of colleagues in the office, they would like to see exactly who is in the office today.
After guerrilla testing, I realized that a separate screen for each meeting room is not needed — it does not contain critically important information and only lengthens the user path.
I also decided to combine the date and time selection to simplify the user flow and emphasize booking options.

Cafeteria

I added not only a display of the number of people in the cafeteria but also a live video feed from a camera, allowing users to assess the queue in their desired area.