How a Workplace Ticketing System Can Streamline Your Office Management

Keeping an office running smoothly involves a ton of moving parts.

From making sure the kitchen is stocked with snacks to addressing your employees’ IT issues, it’s a lot to manage. 

This is where a workplace ticketing system comes into the picture. In this article, we’ll explore how using a workplace ticketing tool can help you streamline your office management efforts—and the benefits you might see as a result. 

What is a workplace ticketing system?

A workplace ticketing system organizes and tracks internal requests in a centralized location. These requests can be anything from asking for new equipment to placing a special lunch order. 

Here’s an example: Imagine it’s a new hire’s first day in the office. Naturally, they’re going to have many questions—especially in the first few weeks.

Instead of tapping on the IT manager’s shoulder every time a question arises (which might not even be possible if your company is hybrid), they can use the workplace ticketing tool to do things like request a standing desk, receive access to certain Slack channels, and resolve any technical issues they encounter with their new equipment. 

What are the benefits of using a workplace ticketing tool?

Workplace ticketing systems are a must-have for most organizations—regardless of whether they’re fully remote, in-person, or hybrid. 

Here are some of the benefits of using a ticketing tool: 

Streamlined requests

As a member of the People, HR, or IT team at your organization, you likely receive a ton of employee requests every day—especially if you’re a large organization. And these requests probably come in through multiple channels, including (but not limited to) email, Slack, or face-to-face if you’re in the office. 

The problem with this approach is that it’s easy for things to fall through the cracks. If you miss an employee’s Slack message because you’re having a busy day, their request goes unaddressed. It’s also mentally draining to constantly shift between different platforms.

A workplace ticketing tool addresses all these issues by streamlining all requests into a centralized location—so you can close all your tabs without worrying about dropping the ball.

Increased efficiency

A workplace ticketing system can also help you be more efficient. 

Instead of trying to address requests as they come in, you can prioritize the most urgent tasks based on the information in the ticket. For instance, if there’s an office-wide Wi-Fi issue, that should take precedence over a request for a new keyboard. 

Since a workplace ticketing tool allows you to track tasks from start to finish, you don’t have to worry about requests being left unresolved. Instead, you can make sure your workflow is efficient and timely, and address tasks in order of priority.

Empowered employees

While a workplace ticketing system is highly efficient for IT and HR teams, it’s also easier for employees because they can easily file tickets when they need to and always know where to go when they need help.

This removes any awkwardness of employees having to bother you with a request, or having to navigate a confusing process just to ask for a refill on snacks.

A high-quality workplace ticketing system should also integrate with your existing tools. For instance, Eden Workplace’s IT and workplace ticketing solution integrates with popular apps like Slack and email so your employees can submit requests through these channels—but still have them end up in one centralized location.  

Improved communication in hybrid workplaces

A workplace ticketing system is great because it doesn’t rely on face-to-face interactions. This makes it a useful tool for remote or hybrid teams, where it’s often not possible to drop by someone’s desk and make a request.

Using a tool for office requests can also keep your office safer. Since most companies have safety protocols in place due to the COVID-19 pandemic, it’s helpful to have a tool that minimizes the need for in-person assistance without compromising everything that needs to be done in the office. 

Access to reporting and analytics

Many workplace ticketing tools have a reporting and analytics function. This can be valuable as it allows teams to use data to make informed decisions. 

For example, by looking at the volume of requests received by the IT team, you can identify what types of problems are the most common. You could even use this information to make the case for hiring another team member or training your IT techs to specialize in certain request types. 

When can you use a workplace ticketing system?

Workplace ticketing systems are incredibly flexible. 

Here are a few use cases to help you visualize how to use this tool in your company: 

Office-related requests

When you’re in a physical office, there’s a lot of maintenance required to keep everything running smoothly. 

Here are a few examples of office-related requests that you could receive through your workplace ticketing system: 

• Re-stocking the kitchen with snacks and beverages
• Replacing a lightbulb in a conference room
• Ordering lunch for clients or office guests

IT-related requests

This is the classic example of where a ticketing solution comes in handy. 

Most organizations rely on technology to keep their business running smoothly. That’s why IT-related requests are some of the most common ones employees will have. 

Below are examples of tickets you may see: 

• Addressing slow Wi-Fi connection in the office
• Resolving software bugs 
• Requesting access to Slack channels or documents

HR-related requests 

Many processes—such as hiring or benefits enrollment—require collaboration between HR teams, managers, and employees. 

For these types of requests, you'll likely see tickets about: 

• Receiving onboarding-related resources
• Approving contracts for new hires
• Asking for reimbursements 

Team-specific requests

Your workplace ticketing system doesn’t have to be limited to office, HR, and IT needs. Other teams can use the tool to receive requests as well. 

Here are a few examples: 

• Receiving site feedback for the web development team
• Viewing reporting requests for the data analytics team
• Accepting swag orders for the marketing team

Streamline your office management efforts with a workplace ticketing system

It’s never been more challenging to manage an office, whether it’s in-person or virtual. But tools like a workplace ticketing system can make your job much more manageable and create a better experience for your employees. 

If you’d like to learn more about our IT and workplace ticketing solution, book a demo with us today.