Auto Trader CASE STUDY

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1 CASE STUDY wanted a workplace that would reflect their newly digitized business. Condeco Room Booking Software and screens helped them create a more flexible, professional and collaborative environment for their tech savvy workers.

2 Client Challenge is the UK s number one motoring digital marketplace. From simple classified listings to highly advanced Internet car retailing technologies, has been leading UK motoring marketplace since In June 2013 went from a publishing company to a fully online digital business. The online migration resulted in significant growth for Auto Trader and a new work environment was needed that reflected their flexible working style. They were operating through several regional offices all over the country, which they wanted to consolidate to make a more unified, collaborative business model. The company found themselves in a culture where meetings were necessary in order to collaborate. This was making available meeting rooms hard to find and causing a high proportion of no-shows, where people were forgetting to cancel unwanted meeting rooms. wanted to introduce more break out spaces for collaboration, which would free up the meeting rooms for more formal, private events. Meetings were being booked in an MS Exchange calendar by local PAs or IT, this was a very time consuming process and additional catering options had to be managed completely separate.

3 was keen to increase their efficiency with back-end reports about utilisation, catering and services. The business also wanted to be able to book meetings through MS Outlook and add any additional requirements within the same booking form. set out to create a bigger, better workplace for staff that reflected their new agile, digital environment. The online motoring leader needed technology that supported this change, which would be seamless, intuitive and efficient. 2 Large UK offices 51 Meeting rooms

4 Solution Russell Warman, s Head of Infrastructure looked at various room booking solutions available in the market, including lower cost options such as Android or ipad panels. But he found the solutions were very limited in what information they could show. was aware that Condeco was the best solution on the market to help them achieve their goals, so they chose to implement Condeco Room Booking Software in Condeco provided room booking screens for thirty-eight meeting rooms in s new Manchester office. Following this successful deployment, implemented Condeco in their new London office in 2014, with an additional thirteen meeting rooms available for booking. Condeco s Outlook Add-in allows staff to book meetings at both locations directly from their MS Outlook calendar and request additional services like catering within the same form. This improves efficiencies across the business and saves individuals valuable time every day. Condeco Meeting Room Touch Screens not only look fantastic in the new office environment, but also streamline the resource scheduling process including letting people make instant bookings from the room screen. People can immediately see if the room is in-use from the red, amber and green occupancy lights, which means meetings aren t disturbed when in progress. To help them reduce their no-show problem Condeco s auto-bump feature means if a meeting fails to start within 15 minutes, it is automatically freed up for others to use. The implementation process was very quick and easy; the IT team built and configured the rooms themselves with guidance from Condeco s service team. s PAs and receptionists required very little additional training, as the system is so user friendly and straightforward to navigate. Each room is named after an unusual car name to tie in with the company s fun, unique theme and contributes to the cool, modern environment.

5 Condeco gives us exactly what we need as a business. The software and screens are simple to use and the auto-bump function reduces our no-shows. The catering options can be cost coded back to the relevant departments, so we can efficiently manage the waste. As one of the project leads in technology, I created and configured the rooms for London and found this a very simple process. Jason Swords, User Experience Lead Results was able to create a more professional, tech savvy environment with Condeco s solutions. The meeting rooms are now better managed and they have seen a gradual decrease in meeting room no-shows since implementing the solutions. IT, reception and PAs now have more time for doing their tasks as individuals can now book their own meetings, services and catering. Condeco s technology has helped create a more collaborative and agile working environment, and lets the business gain valuable intelligence about how their resources and assets are being used.

6 Client Feedback Products used Condeco gives us exactly what we need as a business. The software and screens are simple to use and the auto-bump function reduces our no-shows. The catering options can be cost coded back to the relevant departments, so we can efficiently manage the waste. As one of the project leads in technology, I created and configured the rooms for London and found this a very simple process. Meeting room booking software Digital signage Jason Swords, User Experience Lead Condeco has given us more time to do other things than just manage meeting rooms. Everything is self-serve and so much more fast paced. Nicola Palmer, PA Concierge Manchester