PLANON MEETING MANAGEMENT. For professional, integrated room booking management and related services

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Blaise Brooks
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1 For professional, integrated room booking management and related services

Planon s Meeting management solutions include: Professional meeting and event management Efficient services planning and delivery Easy room and services booking with 24/7 self-service Reliable

2 Planon s Meeting management solutions include: Professional meeting and event management Efficient services planning and delivery Easy room and services booking with 24/7 self-service Reliable reporting and analyses Seamless integration with Microsoft Outlook Smart meeting room check-in with mobile apps Intuitive use of touch screen kiosks Real-time integration with sensor technology Full integration with other Planon solutions Supporting the core business with appropriate meeting rooms and associated services is a key activity for any facility and space management department. Changing work styles, dynamics in business, and the need for collaboration make this a critical service for both internal and external meetings. Depending on the building, the number of meeting rooms and conference facilities can be scarce and in high demand. In addition, ensuring those meeting rooms and conference facilities are equipped to meet the needs of its occupants can be expensive, which is why an intuitive and reliable reservation system is important to ensure the optimal utilization of meeting rooms. Planon Meeting Management offers an integrated meeting management process with solutions for all stakeholders like employees, students, service desk operators, event managers, and service delivery staff. This integrated approach provides extensive management information including occupancy analysis and internal charge backs enabling process improvements and increased efficiency. 2

PROFESSIONAL MEETING AND EVENT MANAGEMENT Planon Meeting Management provides meeting organizers and event managers with the tools and processes to plan, execute, and evaluate regular and recurring

3 PROFESSIONAL MEETING AND EVENT MANAGEMENT Planon Meeting Management provides meeting organizers and event managers with the tools and processes to plan, execute, and evaluate regular and recurring room bookings, as well as special reservations or events. Additional services and activities including furniture, AV equipment, catering, visitor welcome, and cleaning services can all be managed from one integrated solution. This ensures a comprehensive reservation process, timely service delivery and improved utilization of meeting rooms and facilities. Some key features include the ability to: Define meeting room capacity, set transition times between reservations, configure divisible meeting rooms and define services catalogues and tariffs. Plan room reservations with easy-to-use graphical plan boards or enter search criteria like date, time, duration, or capacity for an automatic availability search. Add catering, cleaning, or other services to reservations, as well as calculate costs involved and use automated workflows to ensure correct execution and delivery. Create recurring meetings with the built-in meeting scheduler and automatically check availability for each occurrence. Use reservation statuses such as requested, completed or cancelled to manage meeting rooms and reservations. EFFECTIVE PLANNING AND TIMELY DELIVERY OF SERVICES In many cases additional services are involved to ensure meetings and events run smoothly. Planon Meeting Management provides preconfigured processes for planning, executing, and monitoring different type of reservations. For regular room bookings, these may be limited to catering or cleaning. For larger events, this can include equipment installation, security, and hospitality services. Planon Meeting Management connects all users including planners, managers, coordinators, administrators, and external suppliers in one integrated solution. This ensures the efficient execution of services to help propel successful events that result in satisfied customers. Some key features include the ability to: Plan and dispatch work orders manually or automatically to both internal and external staff. Monitor Service Level Agreements (SLA s) and contracts. Manage budgets for all activities and services. Receive automated alerts when reservations are cancelled or changed, as well as alerts when sensors detect no shows. Configure automated workflows for standardized reservations and services. 3

EASY ROOM AND SERVICES BOOKING WITH 24/7 SELF-SERVICE Planon Self-Service enables employees, students, or any other authorized person to book meeting rooms and services such as catering, hotel, taxi,

Users can search for available meeting rooms based on any criteria and easily book the appropriate room, without the need to contact the service desk.

4 EASY ROOM AND SERVICES BOOKING WITH 24/7 SELF-SERVICE Planon Self-Service enables employees, students, or any other authorized person to book meeting rooms and services such as catering, hotel, taxi, or parking with ease and at their convenience 24/7 via the internet. Users can search for available meeting rooms based on any criteria and easily book the appropriate room, without the need to contact the service desk. Some key features of Planon Self-Service include: Enable users to order within defined authorization additional services like catering, cleaning, or AV equipment. Let users book additional facilities like projectors or video conferencing equipment and give them immediate insight in costs. Make sure visitors are pre-registered and have parking spaces reserved for them to ensure a professional welcome. Enable users to easily create recurring reservations. Ability to fine-tune reservation forms to meet the organization s changing needs, along with the ability to embed the forms on the organization s web portal. RELIABLE REPORTING AND ANALYSIS Planon Meeting Management contains an extensive set of standard reports, dashboards, and analyses that enable you to improve the offering and utilization of meeting rooms and conference facilities. Do you need more or less meeting rooms? Which rooms are most commonly used? What is the number of no-shows? What is the average occupancy? What are the peak hours and days? What are the costs per department? Planon Meeting Management gives you the information to answer these questions based on reservation data and sensor integration. Some key features include the ability to: Create graphical occupancy analysis for meeting rooms in terms of numbers of reservations, reserved time, and number of people. Analyze no-shows by department, requestor, time, or by meeting room. Create cost and charge-back reports. Predict future meeting room needs by analyzing peak time use. Monitor quality of service delivery through performance analyses. 4

SEAMLESS INTEGRATION WITH MICROSOFT OUTLOOK Research shows that a meeting request with more than four attendees will typically change three times because people s calendars and priorities constantly

For organizations who utilize Microsoft Outlook, Planon Connect for Outlook offers a seamless and bidirectional integration to combine employees calendars in Outlook with the availability of meeting

Some key features of Planon Connect for Outlook include: Ability to use Microsoft Outlook to plan meetings based on attendees calendars and automatically search for an available meeting room.

5 SEAMLESS INTEGRATION WITH MICROSOFT OUTLOOK Research shows that a meeting request with more than four attendees will typically change three times because people s calendars and priorities constantly change. Thus, the availability of attendees always dominates the planning process. For organizations who utilize Microsoft Outlook, Planon Connect for Outlook offers a seamless and bidirectional integration to combine employees calendars in Outlook with the availability of meeting rooms in your building. Some key features of Planon Connect for Outlook include: Ability to use Microsoft Outlook to plan meetings based on attendees calendars and automatically search for an available meeting room. Ensure that when the time or duration of a meeting changes in Microsoft Outlook, there is an automated real-time check on the availability of the corresponding meeting room. Guarantee that when a meeting in Microsoft Outlook is cancelled, the applicable room immediately is released for other reservations. Support for the planning of meetings that include multiple time zones. Benefit from integration with all Microsoft platforms including Outlook Web Access, Outlook Mobile and Exchange. SMART MEETING ROOM CHECK-IN WITH MOBILE APPS Today, many employees, students, and other end users rely on their smartphones in both their personal and professional lives to stay connected, which means that the vast majority is always online. Planon Apps enables employees to easily search and book meeting rooms, or immediately check-in and claim a meeting room that they are currently in at any time from their smartphones. Some key features of Planon Apps include the ability to: Visualize all available and in-use meeting rooms in real-time on a selected floor. Show the availability of a specific meeting room on a smartphone, including its facilities such as video conferencing. Easily book a meeting room by scanning a QR code or touching an RFID tag. Extend a reservation if a meeting runs over time or ability to release it in case a meeting finishes early. Report a service request such as a printer out of toner or a lightbulb that needs to be changed and check the status of those requests. 5

INTUITIVE USE OF TOUCH SCREEN KIOSKS Today, visitor zones and open-plan meeting spaces are increasingly equipped with display screens, touch screen kiosks, and room panels.

Employees and visitors can view available meeting rooms and make real-time reservations on a kiosk screen or room-booking panel.

6 INTUITIVE USE OF TOUCH SCREEN KIOSKS Today, visitor zones and open-plan meeting spaces are increasingly equipped with display screens, touch screen kiosks, and room panels. These technologies improve the utilization of meeting rooms and create better experiences for visitors. Planon s software enables a seamless integration with such screens or kiosks. Employees and visitors can view available meeting rooms and make real-time reservations on a kiosk screen or room-booking panel. The integration features a bidirectional synchronization between the real-time information on the displays panels and kiosks with Planon s software. Some key features of Planon Kiosk Solutions include the ability to: View the availability of meeting rooms on a kiosk screen or room panel. Enable users to make a reservation using a touch screen. Enable users to check-in to a room by scanning their corporate ID card. Use CAD floor plans to enable meeting room visualization on a kiosk screen. Display welcome messages to visitors and meeting schedules on screen. REAL-TIME INTEGRATION WITH SENSOR TECHNOLOGY Planon software supports real-time integration with sensor technology. Any type of networked detection sensor like LoRa can send real-time data such as available or occupied to the Planon database. This integration enables managers to analyze historical occupancy to determine trends and the actual utilization of workplaces and meeting rooms. When a sensor sees that a reserved room is not in use, the room can be immediately released for a new reservation. This automated no-show detection increases the utilization and efficiency of meeting rooms. Some key features of Planon Connect for Sensor Data include the ability to: Record sensor readings automatically in Planon s software and save them in an aggregated way. Connect different types of sensors to the Planon database. Benefit from standardized integration based on the Planon Integration Framework. Configure and apply what-if rules and time constraints for no-shows. Support real-time dynamics for meeting room management to improve utilization. 6

FULL INTEGRATION WITH OTHER PLANON SOLUTIONS Planon Meeting Management is part of Planon Universe for Corporate Real Estate and Facility Managers.

7 FULL INTEGRATION WITH OTHER PLANON SOLUTIONS Planon Meeting Management is part of Planon Universe for Corporate Real Estate and Facility Managers. This Integrated Workplace Management System (IWMS) solution includes integrated business processes in Real Estate Management, Space & Workplace Management, Asset & Maintenance Management, Integrated Services Management, and Sustainability Management. Some key benefits of this integrated solution include the ability to: Eliminate point solutions and implement an integrated solution in planned phases. Optimize maintenance and cleaning schedules based on actual utilization and peak times. Increase quality of services by comprehensive monitoring of contractor performances. Improve space utilization by combining meeting room and space management in one solution. Align meeting room capacity with the changing workplace demand and real estate portfolio strategy. 7

8 With over 30 years of experience, Planon is the leading global provider of innovative software that supports corporate real estate and facility managers in optimizing the performance of their workplace by simplifying business processes and reducing costs. Furthermore, Planon delivers an integrated software platform that helps commercial service providers to increase operating efficiency and customer value through radical process automation and seamless system integration. Planon s software has been completely designed in-house and is fully integrated to deliver reliable management information. Gartner the leading independent technology research organization has consistently rated Planon as a global leader in their market. Planon has implemented its comprehensive solutions for over 2,000 clients, supported by offices around the world. To learn more about Planon s software, visit or follow us on INTERNATIONAL Tel.: info-int@ CANADA Tel.: info-ca@ HONG KONG Tel.: info-hk@ THE NETHERLANDS Tel.: info-nl@ AUSTRIA Tel.: info-at@ FRANCE Tel.: info-fr@ INDIA Tel.: info-in@ UNITED KINGDOM Tel.: info-uk@ BELGIUM Tel.: info-be@ GERMANY Tel.: info-de@ SINGAPORE Tel.: info-sg@ UNITED STATES Tel.: info-us@

PLANON MEETING MANAGEMENT. For professional, integrated room booking management and related services

PLANON MEETING MANAGEMENT. For professional, integrated room booking management and related services PLANON MEETING MANAGEMENT For professional, integrated room booking management and related services Planon s Meeting Management solutions support: Professional meeting and event management Efficient services