Cirkularis, workspace operations platform

Conceptualized, designed and built prototype for architecture and logistic management firm.

product discovery, ideation, user flows, testing, prototype

Credits:

UX lead: Elaine Shultz

UX: Victor Díaz

PM: Mark Fallows

Core Team: Kristoff Dubose, Elaine Shultz, Mark Fallows, Victor Díaz

20019

The context

Cirkularis 8 is a London-based corporate architecture and logistic management firm.

They primarily work with American companies that need to have a presence in the UK. Primary activities include scouting the new office location, adapting and decorating the space to the companies’ needs.

Once the office is up and running, they provide office maintenance and logistics operations plans. Some continuos asks are helping the office expand to a new floor, adding new desks, replacing broken furniture.

Founder Kristoff DuBose approached Fabrica to create an online-based software platform to facilitate his clients’ continuous moving logistics.

This way, Cirkularis can increase his client retention and provide a much more efficient service.

Discovery, identifying the problem

We organized some workshops with a couple of team members to understand the steps and essential elements to consider when organizing office space. Some key learning where:

Planning an office move takes much more time than what we think, the process organized more efficiently.
Moving multiple people from one office area to another includes moving their desks, chairs, computers, cables, personal belongings.
On most occasions, several assets need to be replaced or ordered.
When expanding the office space, furniture and desks need to be purchased. They need a way to predict faster what is required.
Employees need a clear message on all steps during the move. Letting them know where will their workstation be located, when to pack, what to do if you have a broken asset. All these messaging can be sent automatically once the timeline is set.

Opportunities for Cirkularis

“Out of sight, out of mind” Cirkularis seeks to increase opportunities to work with existing clients after the office space is occupied.

Opportunity to be “present” at all times when planning an office move
Opportunity to provide clients with assets that need replacement, maintenance or purchase
Solidify relation with providers by having consistent orders
Reporting on overall inventory performance and office space usage

Churns flow

For presentation purposes, this is the flow we created for the Churn section

Move desks

The first step of the process is to identify the workstations and employees that need to be moved. The example displays 6 available workstations and 3 locked.
Phase 2 would include department bulk move.

Surplus & deficit

Second step is to identify if there is anything irregular on the employee’s bundle of assets.
While determining the logistic between one workstation and another there are some changes along the way.
Cables, computers, desks, chairs, lamps, and monitors among other things are part of these assets.

To-do list, messaging & validation

The final steps included in the flow facilitate the tasks and messaging for the operations managers, movers, and employees. All changes are added to a to-do list that gathers assets that need to be moved in buckets

Employees receive standardized time-based messages regarding the move.

Once the move is completed, the operations manager can validate if all assets moves are completed.