Workplaces & Meeting rooms
Hybrid work is here to stay, but many organizations struggle to adapt their physical workplaces to this new way of working. Offices may sit half-empty on some days, while meeting rooms are overcrowded on others. Employees find it difficult to know where their colleagues are, making it hard to plan their workdays around meaningful and productive meetings, both digital and in person.
We help you adapt your workplace for hybrid work
A successful hybrid work model requires a well-thought-out strategy. Physical workspaces and meeting rooms need to support collaboration—and it’s essential to leverage technology to create effective and sustainable ways of working. But it’s not just about tech—it’s about creating an environment where employees can collaborate seamlessly, no matter where they are.
At Exobe, we help your organization ensure that the physical workplace is fully integrated with the digital one.
For example, there should be no difference in the meeting experience whether someone is attending physically or digitally. By combining insights into how your people work with smart technology and clear processes, we help you build work environments that boost productivity and collaboration.
Our offerings
01
Get started with Microsoft Places
Microsoft Places brings visibility to actual workplace presence, optimizes resource use, and provides decision support for facility-related questions, specifically for M365. This package includes a three-hour workshop at your organization, together with IT, Facilities Management and HR.
The workshop covers the following areas:
1. Needs analysis
2. Technical prerequisites
3. Rooms and desks
4. Systems and hardware
5. Roles and responsibilities
6. Naming standards
7. Automatic check-in
8. Privacy and GDPR
9. Maps and metadata
10. Service and facilities
11. KPIs and analytics
12. License overview
After the workshop, you'll receive a written recommendation covering current state, gaps and identified risks. Is Places the optimal solution, or are there better alternatives? This includes licensing advice and concrete next steps in order of priority.
Fixed price: SEK 18 000
02
Proof of Concept
A controlled test in real operation (max two floors/buildings) where your IT team handles configuration and Exobe acts as advisor. On request, we can also carry out the full configuration (+SEK 30,000).
1. Inventory, 1-2 v
- Mapping of areas, rooms and desks
- Inventory of technology, hardware and FM systems
- Workshops with IT, FM and HR
- Licenses, processes and floor plans
Delivers: Current state, target vision and activity plan
2. Implementation, 2-3 v
- Naming standard and floor structure
- IMDF maps and metadata in Places
- BSSID mapping and WiFi check-in
- Governance, routines and quick guides
Delivers: Configurations, routines and guides
3. Evaluation, 6-7 v
- Evaluation forms and interviews
- KPIs, occupancy and user data
- Rollout plan for remaining sites
- Decision support for full implementation
Delivers: Report and rollout plan
Areas of responsibility:
IT – Technology, Exchange, Entra, licenses and network.
FM – Premises, naming standard, maps and IWMS.
HR – Ways of working, personal privacy and GDPR.
Option 1 – Teams Shared Space licenses: SEK 73.44/license/month, no commitment period.
Option 2 – Change management: quoted separately, recommended for 100+ users.
Fixed price: SEK 150 000
03
Navigating the smart workplace jungle
A review with IT, FM and HR covering all analysis areas: needs, functionality, architecture, licenses and positioning of alternatives. Since we are independent, our recommendations are always based on your situation, not on partner agreements or commissions.
During a half-day workshop, we cover the following areas:
1. Needs and requirements
2. Functionality and hardware
3. Architecture and integrations
4. Technical prerequisites
5. Market positioning
6. Licenses and pricing
7. Coexistence and migration
8. IT+FM+HR organization
After the workshop, you'll receive a platform recommendation with rationale, licensing overview, cost comparison and concrete next steps for a PoC or rollout.
Fixed price: SEK 18 000
Technical implementation is not included in the price. Configuration and project management are handled through separate offerings based on the report's recommendation.
04
Meeting room analysis
Get started with reviewing your existing meeting spaces. Does the technology work, is the furnishing right, and does everyone feel confident using the systems? Our specialists guide you through the current state, needs and future challenges to improve the meeting experience. Through workshops and analysis, we map user requirements, existing systems and future trends.
The work is compiled into a report with concrete next steps and recommendations for better-functioning meeting rooms.
Fixed price: SEK 18 000
How do we work together?
We use the ADKAR model, an effective method for managing change at the individual level, which in turn drives activities at the organizational level:
Awareness: We communicate clearly and continuously about what's coming and why.
Desire: We build motivation and willingness to participate by showing the personal and professional benefits.
Knowledge: We provide comprehensive training and support to build the necessary skills.
Ability: We help you develop the competencies required to succeed with the change.
Reinforcement: We establish mechanisms to ensure the change holds over time.
Featured customer case
Skatteverket makes work more convenient for everyone
Case
Skatteverket needed an upgrade to make the workplace comfortable for all types of meetings—on-site as well as hybrid. They experienced first-hand the importance of how technology and interior design work together.
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