Case Study: Uncoded

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History and Context

Founded in 2018, Uncoded is one of the fastest-growing workplace consultancies in the UK, with clients including LinkedIn, KPMG, Standard Bank, Gymshark, Just Eat, and the Premier League. Headquartered in London, the company aims to redefine the art of the possible in workplace design, using cutting-edge data platforms and smart technologies to create environments that deliver exceptional user experiences.

"It’s a very exciting time for us: we’re constantly bringing in new talent, taking on new client projects, and recently relocated our headquarters to Covent Garden in central London. At the new location, our goal was to create a state-of-the-art office that reflected our identity as workplace innovators and where prospective clients could experience the most advanced technologies in the industry," explains Lee Baxter, Commercial Director at Uncoded.

Business Challenge

Uncoded was also focused on creating the best possible experience for its employees at the new headquarters. The company operates under a hybrid working policy to support a positive work-life balance, and for the days when employees planned to come into the office, it wanted to provide a simple way for them to check desk availability and reserve workspaces.

"We don’t want people commuting to the office only to discover that there is limited space available. Our goal was to make sure everyone could make the most of their time on-site," says Lee Baxter.

RICOH Solution

As a workplace technology specialist, Uncoded was already familiar with the various solutions available for desk booking, hybrid working, and employee collaboration. After evaluating the options and participating in demonstrations, the company selected RICOH Spaces, a cloud-based workplace experience platform.

"We had seen RICOH Spaces in action at another company, and its capabilities were very impressive. It offered everything from desk booking and visitor management to workplace utilization analytics, all within a single integrated platform. The user experience was also very intuitive. The fact that the platform is cloud-hosted was another advantage, as it helped simplify and accelerate the implementation," says Lee Baxter.

Working together with Ricoh, Uncoded implemented RICOH Spaces at its new headquarters before creating user accounts and configuring security protocols.

"The implementation was quick and seamless. Our Ricoh Customer Success Manager was excellent and answered all our questions after launch," adds Lee Baxter.

By accessing RICOH Spaces through a web browser or mobile app, Uncoded employees can reserve their preferred desks, meeting rooms, and collaboration spaces. IoT sensors monitor office occupancy levels, while employees can view 3D maps of the facilities. A traffic-light system provides real-time information about desk and room availability:

Red: Occupied.

Green: Available.

Amber: Reserved but not in use.

To reserve a meeting room, employees can also check availability and make reservations through RICOH Spaces using panels located outside the rooms. In addition, if they encounter an issue with a particular desk or room, they can open a ticket and submit a photo directly through the platform.

"One of the most impressive features of RICOH Spaces is that it is constantly evolving, with new features added regularly. Our employees use the platform every day, but there is still so much more to explore, from wayfinding within the offices to tools for booking smart lockers," adds Lee Baxter.

Results

Key project outcomes include:

Creates a positive impression on prospective clients.

Improve the daily experience for employees and visitors.

Enables continuous, data-driven workplace optimization.

RICOH Spaces enabled Uncoded to create a dynamic, innovative, and user-centered workplace environment at its Covent Garden headquarters. Showcasing the smart platform within the office provides a clear demonstration of the company’s expertise and commitment to workplace transformation, while also helping impress prospective clients.

In addition, RICOH Spaces has become an essential component of the organization’s flexible hybrid working strategy. Before commuting to the office, employees can check which colleagues will be there, find the space that best meets their needs, and arrive knowing exactly where they will be working that day.

"RICOH Spaces is helping our employees connect with one another, plan their day in the office, and work productively while they are there. The feedback has been very positive; the 3D mapping feature, for example, provides a truly immersive visual experience. As we continue to grow, putting cutting-edge digital resources in the hands of our employees will help us attract and retain the best talent," says Lee Baxter.

Over time, the analytics tools within RICOH Spaces will enable Uncoded to gain a deeper understanding of how its office is being used and continuously optimize the workplace. For example, the company can generate reports on the frequency of so-called "ghost meetings," where employees reserve spaces but ultimately do not use them. This can help improve process efficiency and maximize the return on investment in real estate.

"Working with Ricoh has been a great experience; we share a passion for creating innovative, people-centered workplaces. We would be happy to welcome Ricoh prospects who want to see a real-world implementation of RICOH Spaces. Together with Ricoh, we have created a workplace with a real wow factor and a complete employee experience that will help our team succeed," concludes Lee Baxter.

Another example of Ricoh’s commitment to workplace transformation, creating smarter, more agile, and collaborative environments that help optimize resources, improve user experiences, and drive productivity anywhere in the world.

Ricoh Latin America, and Uncoded acted together in support of the United Nations Sustainable Development Goals for a better future:

Ricoh at a global level is a company committed to achieving the United Nations Sustainable Development Goals (SDG) by solving social problems through business with the sole purpose of achieving economic growth, a better planet. and a better society.