How Condeco has helped Coventry City Council to better manage their meeting rooms and maximise existing resources
With plans to consolidate two different systems and the imminent disposal of its training centre holding 27 training and meeting rooms, Coventry City Council needed a feature-rich, reliable solution that would be future-proof. Many of the existing rooms they had were not made available to book on the system. This contributed to unnecessary external meeting room hire and the underutilisation of internal meeting room space.
Both of the existing booking systems were limited. One didn’t allow selfservice at all, so every booking needed to be requested through a central room booking team. The second system was unable to show people the features available in each room. This resulted in people booking the same few rooms that they were familiar with.
The council wanted a single solution that allowed all 4,600 employees to book their meetings independently. In conjunction with the new system, the organisation also wanted to further develop their room booking policy so they could control which rooms were free for everyone to schedule and which resources were available to book for meetings and training.
After reviewing many workplace technology suppliers, Condeco’s solution fulfilled their requirements. It provided the council with the most functionality and also enabled Coventry City Council to connect additional Condeco workplace solutions in the future
Coventry City Council implemented Condeco Room Booking Software and enhanced the solution with Condeco Room Screens and meeting room wayfinders.
One of the benefits of Condeco is the simplicity. People don’t require much training as the software and hardware is designed to be easy.
The system also has a vendor management feature that makes the vendor process much more efficient. Cost codes can be added to meeting requests and the vendor workflow lets you track your requests in real-time. Any changes to the booking automatically updates the vendor request, so waste is kept to a minimum and meetings can continue smoothly. Now the organisation has a paperless process and can minimise their costs and time.
The system enables administrators to control who can book the rooms and whether it has specific requirements e.g. clear down times and setup times. Rooms can be allocated and
managed by a central admin team so if needed they can prioritize specific rooms for urgent or private meetings. The rooms can also be managed to meet specific requirements of users such as accessibility and other facilities.
People have more flexibility when it comes to choosing the right room and making the booking themselves. Condeco helps the organisation share the spaces more effectively and efficiently, whilst empowering employees.
The Condeco Wayfinders allow employees and visitors to find meeting details quickly via the clear digital screens.
Condeco Room Screens let people see available and booked rooms instantly via the coloured LED lights (red, amber and green). This helps to increase the utilisation of the rooms and prevent room booking conflicts.
By implementing Condeco alongside a rigorously enforced room hire policy and building consolidation strategy, the council has reduced external venue hire spend and been able to close it’s Training Centre. The data gathered from the system will support the move to new offices. With more ability to manage the rooms and track the utilisation, the council as part of its building consolidation strategy decided to close their corporate training centre.
Initially there was concerns about being able to accommodate the extra meetings in-house,
but since the closure the council hasn’t had any problems with finding available space internally. Despite the substantial reduction in rooms and physical space, Condeco’s detailed reports have indicated an overall increase in room utilisation.
Coventry City Council is planning to consolidate more of their buildings in 2017 and add Condeco Desk Booking to their workplace toolkit. This will help them manage the workstations more efficiently in their headquarters and increase flexible working across the business.
“We needed a reliable resource booking system that encouraged self-service and gave us the tools to match meeting room supply and demand as we moved to a flexible, agile-based workforce model. Condeco achieves this well, it is easy-to-use and gives us additional functionality that we can grow into.”
Shokat Lal, Assistant Director for HR and Workforce Services, Coventry City Council
“Condeco integrates well with our individual Microsoft Outlook Calendars and appears as if it’s part of Outlook itself. So room selection, room booking and meeting scheduling can all happen at the same time and place making self-service really simple.”
Dave Lloyd, Project Manager, Coventry City Council