Overview

Audio Visual Distributors (AVD) partners with innovative workplace technology leaders like Yarooms to help integrators deliver comprehensive solutions to their clients. The University of Sydney’s Faculty of Science faced critical space constraints and needed a solution that would maximise efficiency without costly building expansions. Yarooms’ Workplace Experience Platform delivered measurable savings and transformed how staff interact with campus workspaces.

This case study demonstrates how intelligent space management technology can deliver six-figure cost savings whilst improving employee satisfaction and operational transparency for end clients.

About University of Sydney Faculty of Science

Established in 1882, the Faculty of Science is one of the University of Sydney’s largest faculties, educating the next generation of science talent in Australia. With hundreds of staff members and limited campus real estate, the faculty needed a modern approach to workspace allocation that would support both dedicated and flexible working arrangements.

The Challenge

Before implementing Yarooms, the Faculty of Science faced several critical workspace management hurdles:

  • Calendar blocking issues – The existing solution automatically blocked users’ Outlook calendars for entire days upon booking a space, rendering calendars unusable for further scheduling
  • Zero visibility – No ability to collect space utilisation data or monitor unattended bookings, leaving facilities managers in the dark
  • Poor user experience – The clunky interface resulted in low adoption rates amongst staff, undermining the entire booking system
  • Space scarcity – Limited physical space threatened to require costly expansion into additional buildings
  • No hot-desking capability – Unable to implement flexible seating policies that modern workplaces demand

The faculty faced a stark choice: invest upwards of $100,000 in building expansions or find a smarter way to use existing space.

The Solution: Yarooms Workplace Experience Platform

The integrator implemented a comprehensive Yarooms solution tailored to campus environments, featuring:

  • Intuitive booking interface – Students and staff can search for and reserve workspaces, classrooms and resources in real-time without double bookings
  • Multiple space type support – Configurable booking scenarios and business rules for different organisational requirements
  • Hot-desking functionality – Enables flexible desk-sharing policies with intelligent check-in systems
  • Real-time analytics – Comprehensive reporting on space utilisation, attendance patterns and booking behaviour
  • Seamless integration – Works within existing Microsoft 365 and calendar systems without disrupting workflows

Key Outcomes

✔ $100,000+ in Avoided Costs

By maximising efficiency of limited space through Yarooms, the Faculty of Science eliminated the need for costly expansions into additional buildings, saving upwards of $100,000.

✔ Successful Hot-Desking Policy

The faculty implemented a flexible policy where employees have dedicated desks on their in-office days, but those desks become shared resources when staff work remotely. “If you’re in the office three days a week, you’ll have your dedicated desk on those days—though you’ll still need to check in. On your out-of-office days, your desk becomes a shared resource, open to anyone,” explains Paul Brooks, reflecting on the system.

✔ Optimal Space Utilisation

Staff can now find available workspace when needed, with full visibility of who’s in the office and where they’re located, fostering dynamic collaboration.

✔ Employee Satisfaction

“The real goal was about functionality, employee satisfaction and accessibility. Does this system work for our staff? Are they happy with the workplace experience it provides? And, crucially, can they find a space when they need to be in the office? The answer to all these questions has been a resounding yes,” says Paul Brooks.

✔ Data-Driven Decision Making

Facilities managers now have concrete utilisation metrics to inform future space planning and resource allocation decisions.

Why This Matters for Integrators

This case study highlights a significant opportunity for AV and workplace technology integrators:

  • Recurring revenue potential – Yarooms operates on a subscription model, creating ongoing income streams
  • Complements existing AV solutions – Integrates seamlessly with room booking displays, digital signage and conferencing systems
  • Addresses C-suite priorities – Cost savings and space optimisation resonate with decision-makers facing real estate pressure
  • Differentiation – Positions integrators as strategic workplace consultants, not just equipment suppliers
  • Scalable – Solutions work for single sites or multi-location enterprises

Support for Integrators

AVD provides comprehensive support to help integrators successfully deploy Yarooms:

  • Technical pre-sales consultation and solution design assistance
  • Training on platform configuration and customisation
  • Marketing collateral and case studies for client presentations
  • Local Australian support for rapid issue resolution
  • Access to Yarooms’ global partner resources and certification programmes

Conclusion

The University of Sydney Faculty of Science demonstrates that workplace management technology delivers tangible ROI that clients can measure and appreciate. For integrators, Yarooms represents an opportunity to expand service offerings, create recurring revenue and position themselves as strategic partners in the evolving hybrid workplace landscape.

Ready to add workplace management solutions to your portfolio? Contact AVD to learn how Yarooms can open new revenue streams for your business.