This asset management company, managing $1.3 trillion of institutional funds, embarked on a hybrid work environment optimisation project to adapt to post-pandemic changes.

Company Profile

An asset management company based in Boston, US, manages a significant $1.3 trillion of institutional client money. Despite managing vast assets, it maintains a relatively small workforce of 2,500 employees globally, with 400 based in London. The company’s investment teams, functioning as individual boutiques, face unique technology challenges. Centralised infrastructure and information security teams provide support across all regions.

CEO’s Mission

In the wake of the pandemic, the company faced the necessity of conducting a hybrid work environment optimisation initiative while also reducing its office footprint in London. This shift aimed to accommodate new working norms and improve operational efficiency.

CIO’s Objectives

  • Enhance work-from-home capabilities, including reliable video conferencing and network access.
  • Facilitate hot-desking in the office to support flexibility and collaboration.
  • Review and upgrade end-user technology to ensure seamless work integration for the 400 London staff both in-office and remotely.

What the CIO Did

Scoping and Planning

The CIO began by engaging with end users, business managers, and senior IT executives to gather insights into the challenges and potential solutions. The findings led to a proposal to the London CEO and Executive Committee, advocating for a shift from a static desktop environment to an enterprise mobile solution for all employees.

Technology Decisions Made

  • Transitioned staff from desktop PCs to laptops with virtualised images to facilitate mobility.
  • Implemented Citrix VPN for enhanced remote access capabilities.
  • Conducted thorough vendor reviews for laptop hardware, focusing on performance, cost, and support.
  • Collaborated with IT Infrastructure managers for network configuration and rollout plan.
  • Adopted Microsoft Teams for video conferencing, replacing the costly Webex VC system and saving £750k annually.
  • Provided dual monitors and keyboards for employees’ work-from-home setups.
  • Upgraded and built BYOD (Bring Your Own Device) functionality for certain workflows.
  • Shifted to a laptop leasing model, achieving significant cost savings over a five-year lease and enhancing efficiency.
  • Eliminated a 80-seat BCP (Business Continuity Planning) site, resulting in annual savings of £1m, as the work-from-home strategy made it redundant.
  • Worked with the Facilities department to design a user-friendly hot-desk environment, integrating a desk booking system for the new hot-desking policy.

Delivery

The CIO successfully led the rollout of the laptop program in London, managing risk assessments and decommissioning the BCP site. Regular project updates were communicated to staff and senior managers through various channels, including town hall meetings, team gatherings, and emails. This initiative was a crucial part of the hybrid work environment optimisation, ensuring that employees could work efficiently and flexibly in the new hybrid work setting.

The Results

  • Transformation of the London end-user technology stack has meant staff are now able to work efficiently from home and in the office using the Company laptops.
  • Integrated desks and booking systems in the office have enabled hot desking, allowing staff to have flexibility in their hybrid working environments whilst not compromising on productivity whilst also opening up greater collaboration.  
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