State Secretariat for Economic Affairs (SECO) and Power Platform

The State Secretariat for Economic Affairs (SECO), an agency of the Swiss Confederation, is responsible for implementing and coordinating Switzerland’s economic policy measures. It is attached to the Federal Department of Economic Affairs, Education and Research (EAER).

SECO’s principal assignments include promoting sustainable economic growth, safeguarding employment, making the Swiss economy more competitive, and developing economic policy strategies. It collaborates closely with a variety of stakeholder groups, companies, and other government agencies to advance the interests of the Swiss economy.

SECO is also in charge of implementing international economic relations, trade agreements, regional business development, and overseeing economic development. The agency thus plays an important part in shaping and applying economic policy measures and laws at a national level in Switzerland.

The pandemic—a driver of digital transformation

SECO sees itself as a service provider on all matters relating to Swiss economic policy. During the coronavirus pandemic, one of its assignments was to approve and handle what became known as “corona loans” to support the corporate community. It is also working hard to ramp up the EasyGov.swiss platform for business users. These and other extra tasks forced the agency to recruit more people, which in turn confronted SECO with a challenge: How would they reorganize existing office space in such a way that everyone would still have their own workspace despite higher staffing numbers? The last thing it wanted was for employees to have to hunt for free workspaces every morning. Before even arriving at work, they needed to know exactly where their individual space would be. To implement an innovative and seamless shared desk policy, SECO therefore opted for a digital solution. Having long worked with Microsoft tools such as Microsoft 365, it commissioned Microsoft partner Corporate Software AG to develop a workspace app that would enable the available space to be carved up intelligently and booked in advance without difficulty.

“We were able to engineer this app in a matter of weeks, as it slotted easily into the Microsoft infrastructure that was already in place. That gave us a huge advantage! Since then, the app has kept our office operations running smoothly.”

Johnny Raetzo, Head of IT and Information Management, State Secretariat for Economic Affairs (SECO)

From initial idea to turnkey app in just a few weeks

A number of preparatory steps were needed before the app could be implemented. To start with, mock-ups that already pointed to a concrete solution path were hammered out at design thinking workshops. Next, the Microsoft partner very quickly developed a prototype workspace app that was initially tested at a SECO department of about 20 people. The impressive speed of development and implementation was essentially due to the way Microsoft Power Platform, Power Automate, and Power Apps work: Many modules were already available and did not have to be developed from scratch. Another benefit was that plans of the entire building already existed and could be integrated into the app. Repeated feedback loops then allowed the app to be gradually improved and refined. After just a few weeks, the finished app was ready to roll out across the entire site. Since then, staff have been able to access it via Microsoft Teams and book their preferred workspace on a digital ground plan that depicts every available space. Nor are there any privacy concerns: the app complies fully with all requirements of the Swiss Data Protection Regulation.

“The app is so intuitive that there was no need for any training courses. The staff can access it easily via their computer or smartphone and can book their workspaces for up to three weeks in advance.”

Johnny Raetzo, Head of IT and Information Management, State Secretariat for Economic Affairs (SECO)

A single click unlocks a flexible workspace

After pilot testing the app with around 20 people, it was rolled out for all of the department’s 60 or so staff. Their feedback was decidedly positive from the word go. Apart from the permanent workspaces that are still needed for individual units, other spaces can be booked in advance on a flexible basis. For up to three weeks in advance, staff can now decide when they want to come to the office and where exactly they want to sit. The hassle of looking around for somewhere to work is a thing of the past, and the time people save can be put to good use for more important activities. The app thus genuinely drives productivity. But it also significantly simplifies cooperation between colleagues. When arranging meetings, people can book workspaces right next to each other. And if someone has a lot of meetings with a different department planned for a given day, they can simply book a space on the same floor as that department. Best of all, employees know for sure that a suitable workspace is available—as well as knowing where it is before they even arrive at the office.

On to the digital future with a host of fresh ideas

The workspace app now gives SECO both an innovative solution and a crucial edge in advancing its digitalization strategy. The app is perfectly tailored to its needs and is open to further development in different directions. The plans are already in place: one major objective is to use the constant streams of data to precisely predict the density of office use. This, in turn, could serve to further improve workspace organization to the benefit of all the staff. Additionally, SECO’s IT chiefs want to gradually move over to independent administration of the workspace app and integrate more buildings and units at the same location. Whatever the future brings, Johnny Raetzo stresses that consulting services from Microsoft and its partner Corporate Software will remain indispensable for SECO going forward. Moreover, the agency’s positive experience with the workspace app has already fueled the idea of also introducing the app to other Swiss agencies and authorities. Either way, SECO is determined to maintain its role as a technological pioneer in the future, inspiring other institutions with innovations like the workspace app. Along the way, Microsoft will remain by its side as a reliable partner.

“We are already thinking about how to further develop the app. For example, it would also be possible in the future to reserve parking spaces. Step by step, we want to put the tremendous potential of this Power App to good use.”

Johnny Raetzo, Head of IT and Information Management, State Secretariat for Economic Affairs (SECO)