From Concept to Implementation: Your 3-Step Guide to Deploying Hereworks Solve

Transforming your workplace support system can be simple and straightforward. With Hereworks Solve, you can create a seamless, location-aware ticketing system that puts help right at your occupants' fingertips. Here's your practical roadmap to get from proof of concept to full deployment in three strategic steps.

Understanding Solve Assets: The Foundation of Smart Workplace Support

Before diving into implementation, it's crucial to understand what makes Solve unique. Solve assets are the designated, functional areas within your building that provide measurable value to occupants and your organisation. Think of them as the touchpoints where people interact with your space—meeting rooms, workstations, collaboration areas, phone booths, lounges, tea stations, restrooms, lobbies, and print bays.

Each asset becomes a smart support hub where occupants can instantly report issues, request help, or access information – all simply by scanning a tag.

Step 1: Define Your "What" - Asset Selection & Use Case Planning

Choose Your Assets Strategically

The success of your implementation hinges on selecting the right assets. Start by asking these critical questions:

1. What asset will you tag?

2. Why this specific asset? What current issues does it have?

3. What issues happen most frequently with this asset?

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Map Your Expected Ticket Types

Different assets generate different types of requests. Plan for these four categories:

1. Maintenance Requests - room needs cleaning, coffee station needs restocking

2. Fault Reports - aircon not working, printer offline, restroom facilities blocked

3. Usage Questions - quick guides for A/V equipment, coffee machine instructions, visitor WiFi details

4. Support Needs - connection assistance, catering requests, accessibility support

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Establish Smart Naming Conventions

Create a consistent, location-aware naming system that's intuitive for users:

• Meeting Room [Name] (e.g., "Meeting Room Innovation Hub")

• Workstation [Floor].[Number] (e.g., "Workstation 3.15")

• Restroom [Floor].[Gender] (e.g., "Restroom 2.Women")

• Lobby [Floor].[Location] (e.g., "Lobby Ground.North")

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Deliverables:  

✅ Specific assets identified

✅ Clear naming convention established

✅ 3-5 expected ticket types documented

✅ Asset selection rationale defined

✅ Asset templates created

Step 2: Plan Your "Where" - Strategic Tag Placement & Routing

Optimise Tag Placement for Maximum Impact

The physical placement of your Solve tags can make or break user adoption. Consider these placement options:

Direct Asset Placement: Mounted directly on equipment or furniture

• Best for: Printers, coffee machines, meeting room displays

Proximity Placement: On nearby walls or surfaces

• Best for: Large assets, areas where direct mounting isn't feasible
  

Signage Integration: Incorporated into existing information boards

• Best for: General area support, lobbies, common areas

Design Your Ticket Routing Strategy

Efficient ticket routing ensures rapid response and resolution:

1. Immediate Considerations:

• Which team or person will receive tickets from each asset?

• What's their current capacity to handle additional requests?

• What are realistic response time expectations?

2. Future-proofing:

• Which existing ticketing system will integrate with Solve?

• What API connections or middleware will be required?

• How will ticket resolution be tracked and reported?

Deliverables:  

✅ Exact tag placement locations decided

✅ Ticket routing destinations confirmed

✅ Integration requirements identified for proposal phase

Step 3: Engage Your "Who" - People Strategy & Adoption Planning

Define Roles and Responsibilities

Success depends on clear ownership and accountability:

1. Setup Team:

• Who will physically place the tags?

• Who will configure assets and templates in the system?

• Who will handle initial testing and troubleshooting?

2. End Users:

• Staff, visitors, contractors, students—who will actually use the system?

• What's their typical tech comfort level? (remember, Solve is as easy to use as a digital wallet, if not easier)

• What barriers to adoption should you anticipate?

3. Response Team:

• Which individuals or teams will handle incoming tickets?

• What's their current workload and availability?

• Do they need additional training or resources?

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Build Your Adoption Strategy

Technology alone doesn't drive adoption—people do. Plan for:

1. Communication:

• How will people discover and understand the new system?

• What signage or visual cues are needed?

• Should you create quick-reference guides or video tutorials?

2. Training:

• Do response teams need process training?

• Should you run user awareness sessions?

• How will you onboard new employees or visitors?

Feedback Loop:

• How will you measure adoption success?

• What metrics will indicate system effectiveness?

• How will you gather and act on user feedback?

Deliverables:  

✅ Implementation logistics defined

✅ Target user groups identified

✅ Response teams assigned and prepared

✅ Adoption and communication plan created

Your Next Steps

Ready to transform your workplace support system? This three-step framework provides the foundation for a successful Hereworks Solve implementation.  Remember: the goal isn't perfection from day one—it's creating a system that evolves with your workplace needs and genuinely improves the workplace experience.

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