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Case Study: Meeting Room Solutions 

Consulting firm overhauls meeting room booking and usage 

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Challenge

 

Challenge

 
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Dozens of meetings are scheduled every day at this consulting firm. But due to a lack of a consistent or coordinated room-reservation processes, it was often hard to find an empty room to hold them. Rooms were often double-booked, or reserved for an extended basis — whether needed or not. And some even stayed booked after the employee who reserved them left the company.

The company’s first solution was to add more conference rooms. But that didn’t do much to alleviate the situation, because the issue wasn’t a lack of space — it was that they didn’t know how to use those resources effectively.

 
 

This large consulting firm introduced new room-booking software at their corporate headquarters so employees could better collaborate with each other. 

 
 
 

Solution

 

Solution

 
 

As it turned out, a Ricoh strategic account executive (SAE) got to experience the issue first hand when the firm couldn’t find an available meeting room. That’s when the SAE told the company that we could help solve their problem. 

 
 

Building on a six-year relationship with the company, we analyzed:


  • How often meeting rooms were reserved but unused.
  • When larger rooms were reserved for smaller groups.
  • Other unique situations that reduced efficiency.

Armed with all of our findings, we then worked with the company’s IT team to customize Condeco room-booking software and digital display screens to improve room use.

 
 

About the customer

For more than two decades, this successful consulting firm in Canada knows how valuable loyalty is in business, as it's helped a wide range of global clients capture new clients — and keep them. 

 
 

Results

With the new solution in place, finding a meeting room is no longer a major issue. In fact, praise from the employees is almost universal. From their computer, mobile phone or the digital screens located outside each room, employees can:

  • Check the status of a room in real time.
  • Book a room directly from Microsoft Outlook® or Lotus Notes calendars.
  • Order resources such as AV equipment or catering.


The company can also more effectively manage no-shows and release rooms for others. And because the software is scalable, they can adapt it to suit their changing business needs.


Most importantly, Condeco’s room-booking solution allows system admins to track traffic patterns, activity, resource usage and more. The company hopes this data can help them develop long-term strategies to further reduce costs and increase sustainability.