23% reduction in administrative costs
For an e-commerce client, we optimized the use of shared spaces. As a result, they abandoned a larger, fixed office in favor of our model.
Ecom-Wro struggled with rising costs of maintaining an open-plan office. By moving the team to our modular system, they significantly improved the company's financial liquidity.
The challenge
The client was renting a 180 m² space, which was actively used by only 14 out of 22 employees in a rotating work model. Fixed rent, security, and cleaning service costs generated a monthly expenditure of 22,400 PLN, regardless of office attendance.
The situation was becoming inefficient, especially since the logistics and IT departments worked mainly remotely. The company board noticed they were paying for unused desks, while the budget for digital infrastructure development was frozen by the high rent.
Our approach
The Oradawe team conducted an audit of actual space usage over 14 days. Instead of offering a classic lease, we proposed switching to a flexible model where the company pays only for assigned workstation packages and a shared meeting zone.
Our task was not only to reduce the square footage but to provide full office functionality without interrupting team work continuity. We used our own desk booking management software, allowing Ecom-Wro full control over expenses in real-time.
The solution
We reduced the rental space by 47% by switching to a hot-desking system. The company gained access to a fully equipped conference room and kitchen facilities, which previously required the client to maintain independently.
We implemented a billing system where Ecom-Wro pays for 12 fixed desks and 4 flexible ones. This allowed for reallocating funds from rent to purchasing a new server room, which was a board priority for 2024.
Results
After a quarter of cooperation, Ecom-Wro achieved a stable cost structure while maintaining work comfort for the entire team. Savings of 5,150 PLN per month translated directly into better financial results for the e-commerce department.
Timeline
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January 2024Audit of employee attendance at the Ecom-Wro office
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February 2024Preparation of the modular adaptation project
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March 2024Move-in and booking system implementation
"At first I was skeptical about hot-desking, but the facts are undeniable. Monthly costs fell by over 5 thousand, and the team didn't feel any loss in work comfort."