Fortune 100 Global Financial Institution
Organization Details
Profile
With global headquarters in the US, this EmergingSoft customer is one of the fastest growing financial institutions in the world with multiple divisions and many office locations. The company has over 25,000 employees spread over 100+ locations scheduling 600,000+ internal meetings annually.
Before deploying MeetingPlanner from EmergingSoft, the organization had multiple scheduling solutions, processes and business rules implemented across the enterprise causing internal confusion, employee inefficiency and unmeasurable office space utilization. To support the organizations aggressive growth, improve employee productivity and maximize their real estate investments, the company decided to standardize on one enterprise system that could support their flexible scheduling requirements and accurately track space utilization.
Previous Scheduling Processes
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Legacy web systems
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Standard Microsoft Outlook and Exchange
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Meeting Room Digital Signage
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Manual Systems
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No integration
Scheduling Challenge
- 30-60% actual utilization of rooms depending on location and process
- Extreme inefficiency in scheduling meetings
- Average meeting was taking over 10 minutes to schedule
- Large and complex meetings were taking 2 FTE hours and could involve up to 7 people
- Excessive double booking
- Disparate systems with no integration
- Limited room visibility
- Most rooms were managed by departments and not shared with other groups
- Low productivity and excessive costs
Realized Benefits
- Seamless integration into Outlook has reduced the time to schedule a meeting by 90%!
- Integration with video conferencing and corporate services has improved employee efficiency and work-flow associated with scheduling
- Accurate, flexible and reliable digital signage
- No more double bookings
- Increased internal customer satisfaction and productivity
- Complete visibility to available space and room details
- Fast adoption and low training requirements because of ease of use and Microsoft Outlook integration
- Room Utilization has increased!
EmergingSoft Solution
After a thorough review of their internal requirements and external vendor options, the company picked MeetingPlanner from EmergingSoft to support all room, shared space, equipment and services scheduling across the enterprise. One centralized database and application deployment of MeetingPlanner provides seamless Microsoft Outlook integrated, web and digital signage scheduling capabilities for the entire organization!
MeetingPlanner provides this organization with following unique capabilities with one enterprise solution:
- 100% Microsoft Outlook integration - 2003, 2007 and 2010
- Easy to use interface
- Recurring meeting scheduling and conflict management
- Services scheduling for video conference, equipment, room setup and catering
- Complete visibility to available rooms
- Automated work-flow
- Powerful reporting
