Amira van Weegen
Marketing Manager
August 25, 2025
How MaibornWolff achieves a 90% utilisation rate in workspace management with anny
5 mins
From a custom solution to a success story with anny
Hybrid work and flexible office spaces have long been a reality for most companies. However, this also brings some challenges. The question arises: how do you keep track of workstations, meeting rooms, and events when teams are distributed across multiple locations?
MaibornWolff faced this exact question. After a phase with their own solution, the company decided to use anny, taking a step toward flexible and future-proof workspace management. MaibornWolff uses anny not only for workstations but also for events, visitor management, and health services.
The company MaibornWolff
MaibornWolff is a leading IT consulting firm that has been in the market for over 35 years and continues to grow steadily. With around 1000 employees, the company serves numerous clients from various industries, ranging from automotive to energy.
What makes it special: MaibornWolff has an international presence. In addition to six offices in Germany, there is one additional branch in Spain and Tunisia. This diversity of locations makes flexible workspace management extremely valuable, offering employees the same transparency and flexibility regardless of their workplace.
Why is workspace management software important?
The initial situation was typical for many companies: Initially, a custom solution was programmed to manage office occupancy during the pandemic. However, it wasn't long before we faced both technical and organizational limitations.
Niklas, responsible for the introduction of new solutions, recalls:
“We noticed that our entire office usage behavior had changed. We could no longer further develop our custom solution. So, we needed a tool that would work sustainably.”
The need was clear: a scalable solution that grows over the long term and offers more than just simple workplace booking.
What challenges did you encounter in the office routine without anny?
Before the introduction of anny, employees regularly faced the same questions:
Where can I find a workspace today that meets my needs, for example, not facing the back?
Which rooms have the right equipment for my meeting?
How do I navigate a location where I have barely or never worked before?
The increasing flexibility due to open office spaces and distribution across several international locations was particularly challenging. While there used to be classic project offices with fixed spots, employees now had to spontaneously orient themselves. This not only led to organizational overhead but also to uncertainty and inefficiencies in daily work.
This was compounded by the issue of safety. Companies need to know how many people are in the office, not least for evacuation plans or emergencies. Without a centralized system, this was cumbersome and time-consuming.
Finding the right solution
The selection process at MaibornWolff began with a clearly defined list of requirements. From the start, it was clear that a new tool needed to not only provide short-term relief but also be sustainable in the long run. The focus was on three key criteria: Data protection and compliance - especially important given strict internal guidelines -, integration with the existing Identity Management including topics like user and permission management, and the future-proofing of the system. The latter meant that the software should not only be suitable for workplace and room bookings but also have potential for further applications like visitor management and events.
As part of a market analysis, several providers were intensively examined, and the option of further developing the existing in-house solution was also considered. However, it quickly became apparent that this would be technically challenging. While the alternatives covered individual requirements, they did not offer the desired overall solution.
anny ultimately won over as the best overall package: a broad range of features that goes far beyond classic booking systems, a high level of user-friendliness that promotes team acceptance, and an attractive price-performance ratio.
Why did MaibornWolff choose anny?
Several aspects were particularly critical and led MaibornWolff to choose anny as a solution for their workspace management:
The interactive map view, which visually depicts workspaces and rooms.
The ability to make absolutely everything bookable - from desks and meeting rooms to events.
Feature requests that were taken seriously early on, conveying a sense of collaboration on equal terms.
Moreover, with anny, MaibornWolff was able to implement additional use cases. These include corporate health management, where employees can register for offers in compliance with data protection regulations, as well as the organization of internal and external events. Through the integration of the check-in app, visitor management was also represented - including certified event check-ins.
Niklas emphasizes again:
"We come from software development and were impressed by how comprehensive the tool is."
Successful implementation
The implementation of anny was swift and structured. Together with the anny team, an ambitious schedule was developed, including the digitization of office and room plans.
What stands out is the close collaboration: Questions were answered quickly, and special cases were addressed with specific solution proposals. For MaibornWolff, this was crucial, as it wasn't only about the pure implementation, but also about change management within the team.
Niklas describes it this way:
“We had a tight schedule, especially with the digitization of the maps, and you supported us very well. Even in special cases or more complex processes, we could always turn to you, and you provided us with quick answers.”
What measurable results was MaibornWolff able to achieve with anny?
The positive feedback on anny is also reflected in the KPIs. What is particularly noteworthy is the usage rate: In some offices, up to 90% of employees book their workspaces, rooms, and events with anny. This strong result was made possible because MaibornWolff invested sufficient time in onboarding and training from the very beginning.
The application primarily relies on the mobile anny app, through which all bookings can be conducted effortlessly. Due to the broad usage in different scenarios, the team quickly adapted to anny and seamlessly integrated the solution into their daily office routine.
Additionally, anny provides valuable data: Which days are the most booked? Which rooms are preferred? Which locations still have available capacity? This transparency allows MaibornWolff to manage office spaces more strategically while simultaneously offering employees better planning security.
What does the future hold? New use cases and tips for other businesses
MaibornWolff is working to unlock the full potential of anny. Next, additional applications will follow, including badge printing for events, expanded parking space booking, and booking of specialized equipment for specific departments.
Niklas has clear advice for companies considering using anny:
"Just start! Begin with a clear use case, calculate resources, and then expand step by step. You quickly realize how versatile the tool is."
This way, anny remains not just software for MaibornWolff, but a central tool for the future of work.
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