Head of Workplace and Real Estate at Zoom
Zoom creates a tech-forward workplace experience to make employees and visitors feel right at home
Zoom is a collaboration tool that helps people connect through remote conferencing services to 50,000+ corporate customers. In the last year and a half, the company has gone through an IPO and experienced a huge surge in growth, expanding to twelve office locations worldwide.
Even with massive scale, the values of simplicity, experience, and creating an amazing company culture are still at the heart of everything Zoom does. Whether it’s a guest checking in to their office or an employee having their package hand-delivered to their desk, Zoom cares deeply about providing an enjoyable experience that matches their tech-forward company culture for everyone in their workplace.
“Making sure we deploy things that are very functional and work with our technology and culture is extremely important to us,” says Alana Smith, Head of Workplace and Real Estate at Zoom.
In charge of multiple offices and overseeing new office build-outs, Alana knew she needed to bring in Envoy’s digital visitor management system when she joined Zoom. Having already leveraged it at her previous company, she knew Envoy’s sophisticated visitor check-in was essential for Zoom’s HQ and other offices that welcome guests and customers from around the world.
“Envoy is simple, with an intuitive UI for visitors to navigate,” says Alana. “It also has the wonderful feature of having someone sign an NDA before entering our space, which is extremely important to us. To complete the sign-in process, visitors take their photograph through Envoy, which gets printed onto their visitor badges right away. Alana says that the experience happens all within minutes so “it doesn’t feel like there is all this paperwork or ‘old-school’ sign-in stuff.”
Delivery management software that delights admins and employees
Zoom initially came to Envoy to digitize visitor management, but their rapid expansion meant the workplace team was handling more inbound personal and professional deliveries at the office. Before Envoy, Alana and her team struggled to keep up with the volume of packages with manual delivery logs and tracking. “There was a large period of disorganization,” says Alana. “Things were piling up in a room, with employees forgetting about their packages and staff trying to stay on top of it all.”
Zoom has a unique process where they receive packages offsite and then have them delivered personally to each staff at the office. They needed to find a more streamlined way to manage it all. When Eric Oleynick, Customer Success and Zoom Account Manager at Envoy, started working with Zoom, he invested time learning about what their office was like, what kinds of policies and processes they already had in place for accepting visitors and deliveries into their space and brainstorming with the workplace team about what the ideal process should be.
“Every company is different. Sometimes, every office within a company has a slightly different way of managing their visitors and packages,” says Eric, “Understanding what their existing and ideal workflows look like influences how we recommend they use Visitors or Deliveries.”
No more package pile-up
The admin and workplace teams now save a ton of time with digital delivery scanning, logging, and automatic notifications for inbound deliveries. It’s now easy to track and record metrics of packages coming through, and employees now get automated confirmation that their package has been received so they can sign for it and have it hand-delivered to their desks.
The facilities tech team at Zoom has also been able to optimize how they deliver packages to employees. “Since we’ve deployed Deliveries, it has created a white-glove, personal experience between our facilities tech team and the employees here,” says Alana.
Packages aren’t piling up in a room or falling through the cracks anymore and the added transparency gives everyone peace of mind. Alana says, “Zoom employees have really embraced Envoy Deliveries. They’re all busy and Envoy reminds them of packages they might have forgotten about, helping them keep their personal lives in order as well.”
Automated scanning, logging, and notification of deliveries is a game-changer for Zoom’s multi-site workplace operations
Zoom is currently using Envoy in eight of their offices and that number is expected to grow. “It’s amazing how quickly you can get started with the Deliveries product,” says Eric. “After we come up with the new workflow and roll-out plan, all you need is the hardware and an active subscription.” With Envoy, Zoom is able to make sure their guests and employees feel right at home.
“Envoy is a great tool because it allows us to make sure our employees have the resources they need to do their job, that our space is functional, and that everyone who walks into our office feels welcome,” says Alana. “There is nothing better than good hospitality.”