European Social Fund Agency

"Workplace planning has become simpler, more flexible, and more efficient – employees can easily book their preferred spot, while the administration can monitor occupancy and optimise office space usage."
European Social Fund Agency

Industry

Non-profit

Employees

200+

Location

Vilnius

Solutions

Desk booking
Meeting room booking

About European Social Fund Agency

European Social Fund Agency (ESFA) – a public non-profit legal entity established by the State in 2002, with the Republic of Lithuania as its founder and the Ministry of Social Security and Labour exercising the rights and obligations of the shareholder. ESFA’s mission is to be a reliable partner, ensuring purposeful and meaningful investments in people. The agency’s activities are based on social innovation, aiming to create a more inclusive, conscious, and sustainable world.

European Social Fund Agency implements its goals through three main areas of activity:
LAB – developing good practises, testing and implementing social innovations, measuring their impact, and promoting their dissemination.
HUB – a platform of experts, knowledge, data, tools, and models for implementing social change.
TEAM – a collaborative space bringing together the public sector, business, NGOs, and the academic community.

The agency fosters a favourable social innovation ecosystem across the EU, contributing to employment, social inclusion, education, poverty reduction, as well as the objectives of the European Green Deal and the digital transformation.

ESFA Challenges

The company’s hybrid work policy is flexible and largely depends on team agreements, but the goal is for employees to work in the office an average of 2 days per week (8 times per month). Any planned visits outside the office (business trips, training, meetings, etc.) are also included in this policy.

  • There is no system for reserving workplaces
  • MS Outlook is used to reserve meeting rooms
  • Workplaces (offices) are divided among teams, but only about 70% of physical workplaces are available. Some spaces are also freely accessible to everyone

European Social Fund Agency's Goals

  • Create an automated solution that manages complex workplace and meeting room layouts
  • Gain visibility into actual usage patterns to optimise office layout and reduce wasted space
  • Enable seamless booking for hybrid teams working an average of 2 days per week (8 times per month) with varying schedules and external visits

The Solution

Desk booking

Desk booking

Meeting room booking

Meeting room booking

TableAir implemented a comprehensive desk and meeting room booking system tailored to ESFA’s complex workspace arrangements. The solution accommodated their varied desk allocation model – from free-to-book hot desks to team-assigned spaces and open-use areas. The platform integrated seamlessly with their hybrid working policy, allowing employees to book workspaces whether they’re coming in for regular office days or scheduled client visits and events.

The Microsoft Teams integration proved particularly valuable, allowing staff to book desks directly from their familiar Teams interface. This simplified the booking process for their hybrid working arrangements and ensured workspace reservations were automatically synced with calendar appointments. Meeting room booking through Teams provided additional convenience for scheduling collaborative sessions.

It was created as a digital platform that provides real-time visibility of available spaces across all workspace types. Meeting room booking was streamlined with instant availability checking, eliminating the frustration of searching for free rooms.

Results

  • It was created as an automated workspace reservations system, freeing up administrative resources from technical administrative work
  • Provided clear insights into workspace utilisation patterns, enabling data-driven decisions about office layout and capacity planning
  • Reduced booking friction and meeting room search time through seamless Teams integration
0
Desks managed
with TableAir
0
Meeting rooms
managed with TableAir
0
Remote workspaces
managed with TableAir
The TableAir workspace booking system has become an indispensable tool in our company's daily operations. Since its implementation, workplace planning has become simpler, more flexible, and more efficient – employees can easily book their preferred spot, while the administration can monitor occupancy and optimise office space usage. The intuitive interface, fast booking process, and support for hybrid work have significantly improved our work organisation and overall employee experience.

We particularly value the smooth and professional collaboration with the TableAir team – they respond quickly to any issues, listen to our needs, and adapt solutions to ensure the system works as efficiently as possible in our organisational context. This kind of partnership not only saves time but also helps create a modern, dynamic, and employee-friendly work environment.
Eimantė Sebestijonė
Senior HR specialist
Operations Administration Department