Streamlining Hybrid Workforce Strategies for Fast Launches
Company: Codi
Industry: Real Estate & Flexible Workspaces
Key Challenge: Launching office spaces quickly while managing a hybrid workforce, ensuring quality, and maintaining cost efficiency.
Challenge
As Codi expanded, the need for rapid office launches became a major challenge. The obstacles included:
Maintaining quality and speed in office launches with a hybrid workforce of contractors and internal teams.
Coordinating multiple vendors and service providers to meet tight deadlines.
Procuring furniture on-demand to ensure that each office setup was customized, delivered on time, and met quality standards.
Minimizing costs while ensuring that fast turnarounds didn’t compromise quality or client satisfaction.
Solution
Streamlined Codi’s office launch operations by implementing a flexible contractor model, optimizing vendor coordination, standardizing processes, and integrating technology, ensuring rapid, cost-effective, and high-quality office setups.
Optimizing Workforce Flexibility
Launched a 1099 workforce strategy to keep headcount low while scaling operations across multiple regions.
Implemented training systems and provided contractors with a dedicated app for hours, pay tracking, and resource access, ensuring consistent quality across all launches.
Vendor and Workforce Coordination
Partnered with a contractor platform, utilized in conjunction with a team workspace platform, to onboard, track hours, and manage workforce scheduling, ensuring that only required labor was used for office launches, thereby minimizing costs.
Built and managed a network of vendors for cleaners, general contractors, trash removal, smart access, and WiFi, ensuring all services were aligned for rapid deployments.
Created a system to obtain Certificates of Insurance (COIs) quickly and seamlessly upon client contract signature, ensuring compliance with landlord requirements and preventing any launch delays.
Standard Operating Procedures (SOPs)
Developed multiple SOPs for repeatable processes, ensuring consistency in office launches.
Established feedback loops to iterate and improve processes based on real-time experiences.
Ensured consistent training for all team members to handle any changes in procedures, maintaining quality and reducing errors.
Implemented project management systems to enhance coordination across departments, ensuring all stakeholders were aligned, timelines were adhered to, and potential roadblocks were identified and addressed proactively.
Furniture Procurement for On-Demand Setups
Streamlined furniture procurement processes to meet on-demand needs, ensuring availability even within tight timelines.
Coordinated with manufacturers and suppliers to maintain stock levels, manage pricing, and ensure quality.
Customized the furniture setup for each workspace, enabling rapid deployment that matched client-specific requirements.
Mapped out standard furniture to be used exclusively for Codi setups to ensure the same cohesive feel across all offices, collaborating closely with the Design team and furniture vendors.
Created and rigorously tested operational processes to enhance efficiency, stakeholder visibility, and quality. Only after successfully proving their impact over a minimum of 30 days were these processes incorporated into the product, in collaboration with the Product team.
Technology Integration
Integrated platforms for workforce location tracking, asset management, payments, and order tracking to streamline operations and maintain transparency across tasks.
Used floor planning tools to ensure precise layouts for each workspace, avoiding delays during set-up.
Results
Rapid Deployment: Successfully launched multiple office spaces within two-week timelines, meeting client expectations for speed and quality.
Cost Efficiency: Reduced costs by using an on-demand workforce and minimizing overhead.
Vendor Alignment: Built a robust vendor network capable of handling all aspects of office launches, from cleaning to tech setup.
Quality Consistency: Maintained high quality across all launches by implementing standardized procedures and ensuring that contractors were adequately trained.
On-Demand Flexibility: Achieved high-speed deployment of customized furniture setups, meeting client-specific requirements.
Key Takeaways
Hybrid workforce strategies, supported by a 1099 model, offer flexibility and cost control.
Strong vendor networks are essential for handling rapid office launches efficiently.
On-demand furniture procurement ensures agility in meeting client-specific needs during fast deployments.
Technology integration for workforce management, asset tracking, and precise planning enhances speed and quality in fast deployments.
SOPs, project management systems, and continuous iteration are critical for maintaining quality and efficiency in scalable operations.