Nuvolo & ServiceNow Introduction

Make Reservations and Wayfinding Messaging

Nuvolo Project

Project Description

• The company will implement the Nuvolo Space Reservation and Wayfinding capabilities to facilitate return to work hoteling needs within the organization.
• This will provide for an efficient way for employees to reserve office space including cubicles, conference rooms, and event spaces.

System

• Nuvolo is a cloud based Integrated Workplace Management System built on the ServiceNow platform.
• The connected workplace allows for all aspects of enterprise service management, connecting physical locations, assets, business services and people on one platform.

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Prime Directive:

ServiceNow will provide employees two new functions:

• Make Reservations to reserve spaces
• Wayfinding for building location navigation accessed using the Splash dashboard

Project Specifications

What problems will this solve?

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Better space utilization – going from me to we

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Increased flexibility and mobility of the workforce in the digital-first workplace

Improved safety protocols

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Increased productivity by simplifying logistics

Employee usage reports

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Feedback from surveys

At this time NB and AV will be the main target locations we expect to use these applications and features most but all employees and all work modes will have access

Learning curve with a new system creates hesitancy to change

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Training/Comms must be simplified and present applications as smart, easy and responsive to the user

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Has to work the first time when employees access it – images, locations, people searches, Outlook integration

Robust campaign will include Workplace+ channels, Splash, newsletters, townhalls, videos, meetings

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We need to have the support of leadership and networks champion this change

Renovation will pull users to seek the rooms before they book and find coworkers hoteling in cubicles.

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Applications are embedded in an already existing data systems

Metrics

Benefits

Target

Audience

Needs

Comms

Strengths

& Assets

Employees and visitors struggle with locating conference rooms and orientation

Tracking and finding hoteling employees in the hybrid workplace

Maximize cleaning services through used vs. unused spaces

Change Objectives

What’s changing?

The way we reserve spaces and find people.

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Why are we changing?

We need a way to find people and navigate the office more efficiently to match the needs of a hybrid workplace.

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What does change look like?

This change is about how employees access an everyday resource – reserving spaces and finding employees. This will require them to start from a new link, completing a new process to do a familiar task and connecting to the workplace through new digital tools instead of Outlook.

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When are we changing?

Employees will be able to access the apps on devices and PCs by September 30, 2021. Kiosk TBD depending on sourcing delivery of the equipment.

Reservations & Wayfinding Capabilities

Reservations Methods (Work mode: Hybrid)

Outlook

Schedule Conference Room

Locate Conference Room

Add Participant(s)

Reserve

No Services Required

*Services Required

Make Reservations

Schedule Conference Room

View Map or Calendar for Available Space

Select Services Needed

Reserve

Task: Reserve Hotel Space

Outlook

NOT AVAILABLE

Make Reservations

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View Map or Calendar for Available Space

Select the Space

Reserve

Email Notification to Service teams

*Only available for Conference Room

Task: Reserve Conference Room

Outlook

Attach Virtual Meeting Link

Add Participant(s)

Reserve

Make Reservations

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View Map or Calendar for Available Space

Select the Space/Services

Reserve

Virtual

*Visiting Campus w/ or w/o Services

*Only available for Conference or Office Space

Reservations Methods (Work mode: Remote)

Outlook

NOT AVAILABLE

Make Reservations

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View Map or Calendar for Available Space

Select the Space

Reserve

Task: Reserve Conference Room

Task: Reserve Hotel Space

Communication and engagement channels

Feedback &

Measurements

Two-way Feedback

• MS Teams Q&As connection
• Pilot groups
• Leader, CAN, CCN and townhall meetings

Communication Measurements

• Surveys (MS Forms)
• Ad hoc and informal solicitation

Awareness & Desire

• Townhalls
• All Hands
• Leader Newsletter
• Powtoons
• Splash Features
• Splash Highlights
• Workplace+ Splash
• Workplace+ SharePoint

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Knowledge

• Training Hub and courses
• Leader and employee guide updates?
• Demos (Exec and Admin)
• Training Videos
• 5Ds Learning Journeys

Ability

• Change Champion Network
• Training completions
• Digital acumen assessments
• PLUS newsletter – CIT focused

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Communication Channels

Reinforcement

• Process/performance updates through email/newsletters and change networks
• Splash updates
• Ongoing training opportunities
• Bag giveaways
• Spin-to-Spend
• Open house

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Make Reservations Core Messages

• The SeviceNow Make Reservations app links to a robust reservation system for reserving rooms and hoteling cubicles.
• Employees can reserve a space from a form or floor map, while previewing pictures and specific details for the space, ensuring the room has what they need.
• Employees are in control of the reservations using the portal. They can see reservable space in their neighborhoods or view when and where their team members are sitting so they can reserve a desk nearby.
• Identify occupied spaces on floor plans for cleaning to ensure the workplace is safe and sanitized.

Wayfinding Core Messages

• Wayfinding helps users navigate and visualize spaces around the building. 
• Users can search for people, locations, or things such as printers or vending machines and Wayfinding will find the exact location on an interactive map.
• Floor maps can guide users to destinations such as an office desk, training or conference room.
• Employees and visitors can get directions from their smartphones or Wayfinding kiosks. When they input a search item they can view the location as it exists in the building.

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Timeline

Deliverable / Milestone

Meeting

Release 1 UAT (8/1)

Map Update: furniture change (8/15)

Release 2 Map update (8/10)

Release 1 Launch – facilities only (8/13)

Outlook integration (8/15)

Release 2 UAT (9/15) (40+ users; includes mobile)

Release 2 Launch All Employees (9/30)

Release 3 (TBD)

Release 1 Training Dev Begins (8/13)

Confirm core messages (8/14)

Release 2 Training Dev Begins (9/3)

Training on Hub (9/27)

Training Videos on Hub (10/4)

Comm plan/timeline (8/20)

Splash blast (9/30)

Training Video highlight on Splash (10/4)

OCM/Trn Meeting for Alignment (8/11)

OCM/Trn Meeting for Alignment (8/25)

OCM/Trn Meeting for Alignment (9/15)

OCM/Trn/Proj Meeting for Alignment (9/29)

OCM/Trn/Proj Meeting for Alignment (10/6)

Materials creation and approvals Release 2 UAT (8/22)

CCN Monthly Meeting (9/16)

CAN Monthly Meeting��

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CAN Monthly Meeting��

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CAN Monthly Meeting��

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OCM/Trn/Proj Meeting for Alignment (8/13)

OCM/Trn/Proj Meeting for Alignment (TBD)

OCM/Trn/Proj Meeting for Alignment (TBD)

OCM/Trn/Proj Meeting for Alignment (TBD)

OCM/Trn/Proj Meeting for Alignment (TBD)

OCM/Trn/Proj Meeting for Alignment (TBD)

OCM/Trn Meeting for Alignment (9/8)

OCM/Trn Meeting for Alignment (9/22)