Notification and Work Flow
How many times has an organizer failed to communicate that a scheduled meeting requires a level of support from the facilities management, catering or AV teams? Better yet, how many times has the organizer communicated to these teams for a scheduled meeting only to move the time/date or simply cancel the meeting and then fail to update the support teams?
The results of poor communication and a lack of timely updates to support organizations like facilities management, catering, video conference and audio visual includes an inefficient staff, poorly organized and unprofessional meetings, wasted time and lost money.
A few keys to effective meeting management when services are required include the following:
- Automate notification services as much as possible - assume the meeting organizer will not remember to contact the support teams.
- Automate notification services when a meeting is cancelled or moved.
- Provide relevant information in the notifications - customize your messaging to meet your internal teams requirements.
- Only send notifications to those teams that require the information - to many notifications will cause all of them to be ignored.
- Make sure notifications are sent in real time and correspond to a ticketing system so it can be modified or updated by the service provider.
On a regular basis, review work flow reporting, inspect the number of service notifications and review the services or service levels you are providing so you can staff appropriately, ensure you are providing excellent service and maximizing your overall service teams efficiency.
Capturing service notifications that correspond to real and accurate scheduled meetings will optimize your service teams efficiency and ensure that you have the support needed to run effective and professional meetings.
