Mutualidad, an insurance entity that offers savings and investment solutions to professionals in the legal sector, has trusted Ricoh to deploy a comprehensive renovation and modernization of the workplace, a project that is part of the deployment of the 2025-2028 Strategic Plan, aimed at promoting growth and operational excellence, with a focus on people and the creation of value in a digital space.
Its change of headquarters in Madrid was conceived as an opportunity to activate a real transformation, where the digital space plays a key role. Technology has made it possible to promote a new way of working and collaboration, improving the employee experience and creating spaces adapted to the needs of internal and external communication within an advanced digital space.
“We needed technology that would allow us to be more agile and efficient, that would promote faster and more effective collaboration within a digital space,” explains Pablo López-Aranguren, head of IT at Mutualidad.
Ecosystem of spaces, technology and people
To achieve this objective, Mutualidad defined a strategy based on four key levers: spaces, people, technology and communication, all of them integrated into a cohesive digital space. It had the support of Ricoh throughout the entire process, from the search, testing and selection of cutting-edge technology, to implementation, production and support, consolidating an efficient digital space. Digital signage was also deployed as an internal communication channel, reinforcing the experience of the digital space for both employees and mutual members.
The project included the implementation of Microsoft Teams Rooms integrated with Yealink, touch panels for agile room management and audiovisual solutions adapted to each space, also incorporating a Bring Your Own Device (BYOD) approach to guarantee connectivity within a flexible digital space, where users can work with their own devices or platforms.
Among the most notable spaces is the board room, equipped with a high-performance integrated system that includes Bosch microphones, PTZ cameras, professional audio and distribution through Creston IP infrastructure, all perfectly integrated into the organization’s digital space.
A multi-flexible auditorium for events
One of the differential spaces of the project is the multi-flexible auditorium, located on the ground floor of the building, which has been transformed to host everything from large events of more than 200 people to smaller meetings, always maintaining a high-quality audiovisual experience within a digital space prepared for multiple uses.
It has three screens to guarantee visibility from any point, professional sound tables, microphones for interaction with the public, videoconferencing system and recording options, all integrated in a digital space that maximizes the experience. “Audiovisual technology became the differential element of the space, elevating the experience of the event and expanding the possibilities of use within this digital space,” highlights David Cerviño, head of Mutualidad Events.
Throughout the project, a significant effort was also made in change management to ensure a rapid and natural adoption of the new digital space. Together with Ricoh, Mutualidad promoted training and information sessions with employees and created an internal group of Ambassadors of Change as a dissemination and feedback channel.
The Mutualidad headquarters is today a digital space prepared for the present and the future: hybrid, flexible, audiovisual and focused on people
The results are tangible: the company has a reliable and homogeneous digital space, which has reduced the learning curve and allows a consistent experience, aligned with the design of the space. In addition, its employees have gained autonomy to hold meetings without technical support and perceive improvements in collaboration and efficiency within the digital space. The auditorium, for its part, has established itself as a strategic space for events, with notable improvements in planning and execution, reinforcing the value of the organization’s digital space.
“The Mutualidad headquarters is today a digital space prepared for the present and the future: hybrid, flexible, audiovisual and focused on people. Thanks to a comprehensive project, we have transformed our way of working, communicating and connecting. In addition, audiovisual technology integrates perfectly with the design and furniture, ensuring a homogeneous aesthetic aligned with the architectural concept,” says the company’s IT manager.
The Ricoh workplace as a hybrid experience
Ricoh, as a global integrator, conceives the modern workplace as an ecosystem where spaces, technology and people connect to boost communication, efficiency and productivity in a collaborative and hybrid digital space. “This project with Mutualidad reflects how, with the appropriate support, innovation in the workplace and in the digital space becomes a tangible reality,” summarizes Jorge Martín, pre-sales specialist for Workplace solutions at Ricoh Spain.
