Microsoft Enhances Hybrid Work with AI-Powered ‘Places’
The shift to flexible work has presented both opportunities and challenges, and Microsoft is addressing these with a new AI-powered offering. The company is leveraging Microsoft Places, integrated with Teams Premium, to streamline coordination, modernize their approach, and optimize the hybrid work experience.
“We’re a fully hybrid company here at Microsoft,” says Nathalie D’Hers, corporate vice president of Microsoft Digital. “Places is helping our employees work effectively when and where they choose to work.”
Microsoft’s internal IT organization, Microsoft Digital, played a key role in developing and piloting Places as Customer Zero. The platform aims to help employees make informed decisions about where to work, book spaces, and connect with colleagues. Microsoft’s own research, as cited in the Work Trend Index, indicates that more than 70% of employees desire flexible remote work options, and 66% of business decision-makers are considering redesigning physical spaces to better accommodate hybrid work.
One of the key benefits of Places is improving employee presence and connection in a flexible workplace. The system addresses the spontaneous interactions and informal conversations often missed in remote work scenarios.
“Flexible work has changed the way many people come to the office and use space,” says Jason McWreath, Director of Business Programs with Microsoft Digital. “Understanding more about our colleagues’ presence in the flexible workplace is critical to understanding and fostering connection.”
Key Features and Functionality
Places offers several features to improve the hybrid work experience. These include:
- Workplace Presence: Employees can update their status to indicate their office location, promoting transparency and team communication. Over 129,000 employees are actively using this feature.
- Work Plans: Employees can share their schedules and see when colleagues will be in the office, facilitating in-person interactions and better collaboration.
- Places Cards: Direct integration with Outlook Calendar allows employees to see colleagues’ upcoming office attendance and adjust plans accordingly.
- Team Guidance: Managers can set and communicate office attendance expectations, enhancing team coordination and helping teams balance remote and in-office work.
- Places Finder: This feature assists users in finding and booking desks, rooms, and workspaces, with image and floorplan integration.
- Desk Booking: Users can reserve individual desks for their office days, ensuring workspace availability.
- Managed Booking with Microsoft 365 Copilot: AI-powered automation manages room and desk bookings, changes, and conflicts, improving the booking process.
- Auto Release: Automatic release of unused rooms and desks, optimizing space use.
- Space Analytics: Provides data on space usage, enabling informed decisions about office layouts and capacity.
Customer Zero Approach and Future Plans
Microsoft Digital operates as Customer Zero for Microsoft products, providing essential feedback for improvements before external release. This approach ensures comprehensive testing and rigorous review processes. Compliance, security, and governance are primary considerations from the beginning. The Places team collaborated closely with Microsoft Global Workplace Services, the company’s facilities team.
“Our collaboration with the Places product team has greatly enhanced the efficiency of space usage in our buildings already,” says Mike Messer, director, and technical program lead for Microsoft Global Workplace Services.
Places integrates with existing Microsoft 365 apps such as Teams and Outlook and also went through a works council review ensuring that new features respect employee privacy and provide adequate control over their data. Plans include expanding Places adoption with early adopter sites globally, targeting 50,000 employees for early adoption. The company anticipates significant benefits for building usage and occupancy efficiency across global office locations, fostering a modern, optimized, and productive flexible work environment. “Our journey with Places is just beginning,” says D’Hers.
