Royal Bank of Canada and its subsidiaries operate under the RBC Financial Group, and include five major lines of business: personal and commercial banking, wealth management, insurance, corporate and investment banking, and securities custody and transaction processing. RBC Financial Group is one of North America’s premier financial services and Canada’s largest company, as measured by assets and market capitalization. RBC Financial Group serves more than 12 million personal, business, and public sector clients worldwide from offices in more than 33 countries.
RBC Financial Group’s internal Process & Business Consulting is headquartered in Toronto; it provides consulting to the group’s various banking operations in Europe, Asia, Australia, the U.S. and Canada. The Process & Business Consulting analyses operational conditions and provides recommendations to increase efficiency, improve revenue, and reduce costs. These assignments often take between one and eight months and require on-site working professionals.
The Process & Business Consulting group was challenged with optimising its Toronto office space. Though the group occupied an entire floor, workstations, offices, and cubes sat idle as more than half of the staff spent most of the year on off-site assignments. They needed to find an alternative space management solution to reduce wasted workspace and keep employees comfortable.
RBC Financial Group’s team had specific goals in mind for its workspace solution. Hot-desking, or hoteling, would solve the workspace issues, but the group wasn’t sure how to arrange such a significant cultural shift. The solution would have to be easy-to-use, flexible, Web-based, and easy to implement. AsureSpace™ Meeting Room Scheduler was the only solution that exceeded these requirements.
The Meeting Room Scheduler featured office blueprints, with specifications including size, location, placement, and an overall floor map. With the new solution, it was quick and easy to search for space by size, location, and time frame. Everyone had access to the Meeting Room Scheduler through the Virtual Private Network, enabling staff to reserve Toronto office space as much as a month ahead from any site worldwide.
Asure Software worked closely with the Process & Business Consulting group to ensure smooth integration. Asure scheduled start-up workshops to help staff understand the new hot-desking arrangement, answering all questions and winning the groups over immediately.
Meeting Room Scheduler has proven truly easy to use. There is almost no training involved, and the administrator can easily bring new staff online, institute changes and override reservations if needed. Employees who regularly work offsite are each assigned a three-drawer pedestal and file drawer.
Through Meeting Room Scheduler, employees know where they will be working when returning to the office. This flexibility easily enables administration to divide the larger cube into two workspaces if a majority of the staff is working in Toronto. Reservations, the overall map of the floor, and locations of cubes and offices can also be printed out.
“We estimate that our savings with Meeting Room Scheduler could amount to as much as $2,500 per day, based on staff of 20 to 30 on any given day saving at least 15 minutes in downtime by eliminating the need to scramble to book office space,” said the senior manager. “Resource Scheduler, combined with very thorough guidelines we set up on shared space protocol, has eliminated any issues with hoteling for our Process & Business Consulting group.”