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

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Derek Barber
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1 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 planning and delivery Easy room and services booking with 24/7 selfservice Reliable

2 Planon s Meeting Management solutions support: Professional meeting and event management Efficient services planning and delivery Easy room and services booking with 24/7 selfservice Reliable reporting and analysis Seamless integration with Microsoft Outlook Smart meeting room check-in with mobile apps Intuitive use of touch screen kiosks Supporting the core business with appropriate meeting rooms and associated services is a key activity for any Facility and Space Manager. Changing work styles, dynamics in business, and the need for collaboration make this a critical service for both internal and external meetings. Meeting rooms and conference facilities are scarce and expensive. That s why an intuitive and reliable reservation system is important to ensure the optimal utilisation 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. Real-time integration with sensor technology Full integration with other Planon solutions 2 PLANON MEETING MANAGEMENT planonsoftware.com

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

3 PROFESSIONAL MEETING AND EVENT MANAGEMENT Planon Meeting Management provides meeting organisers and event managers with the tools and processes to plan, execute and evaluate both regular and recurring room bookings and special reservations or events. Additional services and activities including furniture, AV equipment, catering, visitor welcome or cleaning services can all be managed from one integrated solution. This ensures a comprehensive reservation process, efficient service delivery and improved utilisation of meeting rooms and facilities. Some key features include: 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, calculate costs involved and use automated workflows to ensure correct execution and delivery. Create recurring meetings with the inbuilt meeting scheduler and automatically check availability for each occurrence. Use reservation status such as requested, completed or cancelled to effectively manage meeting rooms and reservations. EFFICIENT SERVICES PLANNING AND DELIVERY In many cases additional services are involved to ensure optimal execution of meetings and events. 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 and external suppliers in one integrated solution. This ensures the efficient execution of services and results in successful events and satisfied customers. Some key features include: 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 change, get cancelled or no-shows are sensor detected. Configure automated workflows for standardised reservations and services. planonsoftware.com PLANON MEETING MANAGEMENT 3

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

Some key features of Planon Self-Service include: Enable users to order within defined authorisation additional services like catering, cleaning or AV equipment.

4 EASY ROOM AND SERVICES BOOKING WITH 24/7 SELF-SERVICE Planon Self-Service enables employees, students or any other authorised person to book meeting rooms and services such as catering, hotel, taxi or parking space 24/7 easily 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 authorisation additional services like catering, cleaning or AV equipment. Let users book additional facilities like projectors or video conferencing equipment and give them immediate insight into costs. Make sure visitors can be pre-registered and have parking spaces reserved for them to ensure a professional welcome. Enable users to easily create recurring reservations. Easily fine-tune reservation forms to meet the organisation s changing needs and embed the forms easily within the company web portal. RELIABLE REPORTING AND ANALYSIS Planon Meeting Management contains an extensive set of standard reports, dashboards and analysis that enable you to improve the offering and utilisation of meeting rooms and conference facilities. Do you need more or less meeting rooms? What are the most frequently used rooms? 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 eventual sensor integration. Some key features include: Create graphical occupancy analysis for meeting rooms in terms of numbers of reservations, reserved time, and number of people. Analyse no-shows by department, requestor, period or meeting room. Create cost and charge-back reports. Predict future meeting room needs by analysing peak time use. Monitor quality of service delivery through performance analysis. 4 PLANON MEETING MANAGEMENT planonsoftware.com

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

Many organisations use Microsoft Outlook, therefore Planon Connect for Outlook offers a seamless and bidirectional integration to combine employees calendars in Outlook with the availability of

Some key features of Planon Connect for Outlook include: 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 is dominating the planning process. Many organisations use Microsoft Outlook, therefore Planon Connect for Outlook offers a seamless and bidirectional integration to combine employees calendars in Outlook with the availability of meeting rooms in the Planon solution. Some key features of Planon Connect for Outlook include: 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 is changed 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 is immediately released for other reservations. Support the planning of meetings in 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 A high proportion of employees, students or other users use a smartphone in both their personal and professional lives, meaning that the vast majority is always online. The power of smartphones includes innovations such as RFID readers as well as the now standard functionality of digital cameras, GPS location awareness, voice recognition and Wi-Fi. Smartphone apps are easy-to-use, combining the device s technology with a user s preferences and behaviour, and often have high value for the users. Planon Apps enables employees to easily search and book, or immediately check-in on meeting rooms. Some key features of Planon Apps include: Visualise real-time all available and in-use meeting rooms 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 release it in case a meeting finishes early. Report a service request such as a photocopier out of toner and check its status. planonsoftware.com PLANON MEETING MANAGEMENT 5

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

Employees or 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 Visitor zones and open-plan meeting spaces are increasingly equipped with display screens, touch screen kiosks, or room panels. Such technology improves the effective use of meeting rooms and creates a positive image with visitors. Planon s software enables a seamless integration with such screens or kiosks. Employees or visitors can view available meeting rooms and make real-time reservations on a kiosk screen or room booking panel. The integration features a bidirectional synchronisation between the real-time information on the display panels and kiosks with Planon s software. Some key features of Planon Kiosk Solutions include: 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 visualisation on a kiosk screen. Display welcome messages to visitors and meeting schedules on screen. REAL-TIME INTEGRATION WITH SENSOR TECHNOLOGY The Planon software supports real-time integration with sensor technology. Any type of networked like Lora detection sensor can send real-time data such as available or occupied directly to the Planon database. This integration enables managers to analyse historical occupancy, trends and the actual utilisation 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 improves the utilisation and efficiency of meeting rooms. Some key features of Planon Connect for Sensor Data include: 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 standardised 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 utilisation. 6 PLANON MEETING MANAGEMENT planonsoftware.com

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 Solution (IWMS) 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: Eliminate point solutions and implement an integrated solution in a phased way. Optimise maintenance and cleaning schedules based on real utilisation and peak times. Increase services quality by full monitoring of contractors performances. Improve space utilisation by combining meeting room and space management in one solution. Align meeting room capacity with the changing workplace demand and real estate portfolio strategy. planonsoftware.com PLANON MEETING MANAGEMENT 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 optimising 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. planonsoftware.com Planon s software has been completely designed in-house and is fully integrated to deliver reliable management information. Gartner the leading independent technology research organisation 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 planonsoftware.com or follow us INTERNATIONAL Tel.: info-int@planonsoftware.com CANADA Tel.: info-ca@planonsoftware.com HONG KONG Tel.: info-hk@planonsoftware.com THE NETHERLANDS Tel.: info-nl@planonsoftware.com AUSTRIA Tel.: info-at@planonsoftware.com FRANCE Tel.: info-fr@planonsoftware.com INDIA Tel.: info-in@planonsoftware.com UNITED KINGDOM Tel.: info-uk@planonsoftware.com BELGIUM Tel.: info-be@planonsoftware.com GERMANY Tel.: info-de@planonsoftware.com SINGAPORE Tel.: info-sg@planonsoftware.com UNITED STATES Tel.: info-us@planonsoftware.com

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

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