Our client is a renowned global investment management organization in the US. With over 10,000 employees distributed globally, the firm manages hundreds of billions in assets and is recognized for its client-focused approach and long-term perspective. As they transitioned to a state-of-the-art new headquarters, the leadership team recognized the need to modernize and streamline the employee experience to match the innovation of the physical space. 

Project Scope and Objectives

The relocation to their new global headquarters provided a pivotal moment for transformation. The client aimed to unify fragmented workplace technologies, improve employee engagement, and empower hybrid work models through an intuitive mobile experience. Their objectives were threefold:

• Eliminate digital friction and app fatigue.

• Provide spatial intelligence to help employees navigate and utilize workplace amenities.

• Create a personalized, integrated experience aligned with corporate branding and values.

Key Challenges

• Employees relied on outdated intranet portals and hidden SharePoint links to access essential services.

• Navigating the newly designed headquarters was disorienting without visual guidance.

• The ticketing system for facilities and IT support was complex and slow.

• Workplace amenities and wellness programs were underutilized due to lack of visibility.

CXAI’s Strategic Approach

The CXAI team implemented a phased, collaborative strategy to ensure a smooth rollout:

1. Discovery Phase: Engaged HR, IT, Real Estate, and Security stakeholders to map out core user needs.

2. Design & Validation: Created mockups and prototypes that went through multiple feedback loops with the client's project team

3. Implementation: Configured all workflows and experiences to reflect the client's organizational structure, services, and space types in the user acceptance and functional testing in an isolated UAT environment prior to Production release.

4. Security & Compliance: Integrated with Microsoft Intune for secure mobile app management and ensured all data flows met enterprise security protocols.

5. Active Monitoring: Implemented active monitoring across key performance indicators, including CPU and memory usage, disk space, server uptime, error rates to ensure robust application and integration health.

Solution Execution

CXAI delivered a unified mobile platform with:

• Interactive Wayfinding: Users could search, locate, and get directions to any facility, reservable space, or amenity within the new HQ.

• System Integrations: Mobile application management, SSO, Web Conferencing tools, and facilities management tools for space and locker booking.

• Personalized Homepage: Featuring navigation, wellness events, café menus, digital concierge, support ticketing, and internal communications.

• Ticket Simplification: Replaced complex workflows with a visual, easy-to-use interface that guides users through reporting and follow-up. 

Technologies & Integrations

• Mobile Device Management and Mobile Application Management

• Conferencing and Collaboration Tools

• Authentication & Identity: OAuth Protocol for Single Sign on, Native Biometrics feature

• Facilities Management Systems: 2-way integration with a robust corporate real estate management tool streamlining change management 

• Employee Services: Wellness program modules and support ticketing tools

Business Results

• Widespread Platform Adoption: The mobile experience saw strong and consistent usage throughout the first three months, signaling early user trust and relevance.

• Daily Engagement Patterns: Hundreds of employees interacted with the app weekly, incorporating it into their daily workflows.

• Meaningful Usage of Core Features: Employees actively leveraged wayfinding, booking, and ticketing capabilities—highlighting successful alignment with their on-site needs.

• Behavioral Shifts Toward Self-Service: Early data shows a measurable shift toward self-navigation and digital access to workplace services, reducing reliance on manual or ad hoc support.

App Engagement & Feature Adoption 

• Employees interacted most with features that enhance daily productivity and navigation: 

• • “My Day” view accounted for over 50% of bottom navigation interactions. 

• • Dining, Amenities, and Location Info were next in terms of popularity for user interactions.

• The app enabled a shift toward self-service, with high usage in: 

• • Support ticketing 

• • Wellness portals 

• • Transportation info 

• • Space booking flows 

Workplace Utilization & Behavioral Patterns 

• More than 85% of users consistently engaged with the platform, showing strong user follow-through and planning behavior. 

• Bookings were most frequent on Tuesdays and Wednesdays, supporting hybrid work patterns and peak collaboration days. 

• Meeting room reservations surged, with conference rooms and flex spaces as the most frequently booked.

Space & Resource Navigation 

• The integrated wayfinding feature saw extensive usage, with over 70% of on-site users engaging with Map and Booking Flow tools, demonstrating its critical role in helping employees navigate the firm’s complex new headquarters layout. 

• Additionally, more than 75% of assigned lockers were actively used, with frequent unlocks signaling strong adoption of spatial tools that enhance the on-site experience. 

Geographic Reach & Device Adoption 

• Usage spanned across 15+ cities while iOS devices dominated (87% usage)

Unified Impact: Aligned. Empowered. Modern.

Stakeholders have gained operational clarity, employees feel more empowered, and the company has aligned its brand and experience with the demands of a modern, hybrid, and human-centric workplace.  

1. For the Company 

ROI on Workplace Innovation 

The consistently high engagement metrics across desk/room booking, dining, wayfinding, and digital support demonstrate that CXAI is not just being adopted, it’s being operationalized. This validates the company’s investment in modern workplace technology and: 

• Reduces waste from underutilized amenities or real estate. 

• Optimizes space allocation strategies based on real behavior patterns. 

• Strengthens the business case for expanding CXAI across other locations. 

Lower Operational Overhead 

With users increasingly leveraging self-service tools (ticketing, wellness, wayfinding), the company reduces its dependency on manual, labor-intensive support models. That translates to: 

• Fewer internal help desk queries. 

• Less confusion or miscommunication around scheduling, space, and events. 

• More accurate real-time data for workplace operations and planning. 

Reputation as a Future-Ready Employer 

The breadth and depth of app usage, particularly on newer iOS and Android devices across locations as a tech-forward employer that: 

• Enables hybrid work fluidity. 

• Embraces digital-first, human-centered design. 

• Aligns with expectations of next-gen talent and ESG-aligned investors. 

2. For Stakeholders (HR, IT, Facilities, Real Estate) 

HR: Employee Experience & Engagement 

Wellness, and dining modules received thousands of interactions — showing that employees are actively engaging with workplace programs. This gives HR teams: 

• Real-world behavioral data on what employees value. 

• A direct feedback loop to tailor wellbeing, engagement, and communication efforts. 

• A case for expanding high-impact programs based on digital adoption patterns. 

IT: Simplification & Control 

The centralized use of SSO, Microsoft Intune, and Graph API integrations reduced app sprawl and shadow IT risk. This allows IT teams to: 

• Standardize support and troubleshooting across devices. 

• Ensure data security and compliance via MAM (Mobile Application Management). 

• Confidently scale to new geographies with tested architecture. 

Facilities & CRE: Real-Time Space Utilization 

• With tens of thousands of desk bookings and a high volume of room reservations logged, Facilities and CRE teams now benefit from actionable insights into: 

• • Peak usage days, with the majority of activity occurring mid-week (Tuesdays and Wednesdays). 

• • Preferred space types, including Flex Space and Conference Rooms, which consistently rank among the most utilized. 

• • Long-term usage patterns, enabling data-driven decisions for real estate optimization and workplace redesign. 

3. For Employees (User Experience) 

Simpler, More Personalized Workday 

The engagement data shows employees are successfully navigating their workday: 

• From booking desks to checking café menus and wayfinding. 

• Using personalized modules as a command center. 

• Reducing cognitive load by centralizing fragmented tools. 

Empowered Self-Service Culture 

The spike in usage of digital ticketing, support tools, and locker access highlights a shift toward autonomy. Employees now: 

• Resolve needs faster without waiting on support. 

• Discover wellness events and resources proactively. 

• Customize how and when they engage with workplace services. 

Elevated Hybrid Work Enablement 

Employees booking spaces in advance — often multiple days ahead — shows planning behavior and digital maturity. CXAI supports this by: 

• Making remote-to-onsite transitions smoother. 

• Encouraging intentional collaboration. 

• Reinforcing a sense of agency in how employees choose to work. 

This case study reflects how thoughtful technology partnerships and human-centered design can transform workplace experience at scale. 

Let’s Build the Future of Work Together 

At CXAI, we believe technology should make work more human — not more complicated. 

If you're rethinking how your workplace can better serve your people and your business, we’d love to show you how our platform can help. CXAI Apps provide your employees a seamless, consistent experience across all devices - from wearables and mobile phones to PCs and Kiosks. With CXAI VU, you gain powerful analytics and insights to help predict outcomes and improve decision-making. All of this is powered by our enterprise-grade CXAI BTS rule engine, designed to boost employee productivity and engagement in a secure environment.  

Let’s schedule a walkthrough. See what a truly modern, unified workplace experience looks like — and how it can drive real impact for your organization. 

Book a demo here.