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How an edtech company drives value with Eptura
An edtech company implemented Eptura’s solutions to enhance workplace planning, optimize space utilization, and streamline processes for a seamless employee experience across global locations, achieving significant operational efficiencies
Customer profile
Educational software company
Employees1200+
LocationSalt Lake City, UT
A leading edtech company has experienced significant growth since its founding in 2008, evolving from a small startup to a publicly traded corporation with over 1,200 employees. Today, it provides innovative SaaS solutions that support learning throughout an individual’s life, from education to professional development. This transformation highlights the company’s commitment to leveraging technology to enhance learning experiences.
The challenge
1
Inefficient space management
Facilities managers spent 20+ hours/month manually counting empty desks and updating space plans, indicating a significant operational burden.
2
Outdated software and processes
Moving a single employee required 5+ mouse clicks, and changes took weeks to reflect on floor plans, causing frustration and inefficiency.
3
Rapid growth and manual coordination
250+ added employees quarterly, with all coordination done manually on spreadsheets, leading to potential errors and scalability issues.
The edtech organization faced significant challenges during rapid growth, adding 250+ employees quarterly. Manual processes, such as updating spreadsheets and counting empty desks, were time-consuming and prone to errors. With nearly 2,400 employee moves in one year, the company needed a more streamlined and automated solution to improve operational efficiency.
By addressing these challenges, the organization aimed to create a more efficient workplace management strategy.
The solution
By leveraging Eptura’s insights, the company was able to optimize their space, identify areas of over or under utilization, and make informed decisions about their real estate needs, ultimately lowering their costs.
It helped us assess what we actually needed for our conference room space. We were able to identify which rooms were either too large or too small, and as we started building other locations, we took information from Eptura insight reports to help decide how much square footage we actually needed: Are we over or under utilizing our spaces? And as everyone knows, real estate can be pretty pricey, but technology has helped us lower our costs.
"The Results
Streamlined floor planning and space management
Cost savings and operational efficiency
This edtech company achieved significant operational efficiencies and cost savings by using Eptura’s solutions. Streamlined floor planning and the elimination of manual desk counting not only saved time but also allowed the company to accommodate 750 new team members in 2018 without the need for additional leasing for five years. As the Senior Director of Global Workplaces noted, “Every quarter, our expansion was in need of fulfilling space for about 250 employees. With Eptura, we were able to spread a few of the workstations by mimicking scenarios. At one point we had six-foot workstations. We created a scenario with five-foot workstations, giving us more ‘we’ space vs. ‘me’ space and that helped us alleviate the need for adding additional square footage in existing buildings. Eptura helped us defer leasing additional space for five years.” Additionally, the faster floor map revisions and responsive customer support further enhanced productivity and efficiency. Overall, these improvements made their operations more efficient and scalable.
Every quarter, our expansion was in need of fulfilling space for about 250+ employees. With Eptura, we were able to spread a few of the workstations by mimicking scenarios. At one point we had six-foot workstations. We created a scenario with five-foot workstations, giving us more ‘we’ space vs. ‘me’ space and that helped us alleviate the need for adding additional square footage in existing buildings. Eptura helped us defer leasing additional space for five years.
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