strategic meetings management the future of today?
DESCRIPTION
A new room-booking tool from Regus and Condeco could save businesses almost two hours a week in the time it takes to find and arrange external meeting rooms. The easy-to-use software app allows companies to book rooms all over the world in minutes. Given that, at present, they can spend almost 2 hours phoning room providers, and managing and processing quotes,[1] the solution can save users a huge amount of time during the year. The partnership between Regus, the world’s leading provider of flexible workspaces, and Condeco brings together Regus’s global network of workspaces and Condeco’s room-booking software. Businesses that find their own internal meeting rooms are already booked or not suitable can immediately access Regus’s network of more than 5,000 meeting rooms and 1,000 video communication facilities at over 1,200 business centres in 95 countries, courtesy of its partnership with Condeco. The app lets users book space from their mobile phone or tablet when working on the move. The one-click system also removes the language barriers that staff may face when they try to book meeting space in a different country. Simon Hunt, Global Product Director e-Trading at Regus, comments: “If you only book one external meeting room a week because your own meeting space is booked, you can spend an average of nearly two hours booking that room, according to BDRC. “Add up the time savings from this new tool over the year, and it could save you around 90 hours annually - that’s around 12 working days a year that you could spend on more useful activities.” Pervez Gibbs, Head of Marketing, UK and North America, Condeco, adds: “This exciting partnership between Condeco and Regus comes from both organisations’ understanding of how to help businesses operate more efficiently. The result is a product that will save businesses of all sizes many hours a year, and enable them to use their time better. By giving them greater clarity over their meeting room use and expenses, it will also help them track and control spending better – a valuable tool when every business is seeking greater efficiency.”TRANSCRIPT
Strategic Meetings Management the future today? May 2012
Agenda
Strategic Meetings Management Challenges
Goal of Clinic – Introduce new solutions
Why the solutions of today have benefits?
The Solutions – Live Demonstration
Questions & AnswersPlease ask questions as we go
Why people pursue Strategic Meetings Management Policies?
Benchmark Meeting Program Impact Area of Impact
Process automation 3% - 6.5% Cost
Sourcing & Procurement 4.8% - 8% Cost
Visibility & Control 2.4% - 5.5% Cost
Compliance & Risk 1.6% - 5% Cost
Meetings Effectiveness 0.5% - 5% Revenue & Benefit
Total 12.3% - 30% Cost & Benefit
SMMP – Industry TrendsHow big is the pie?
Residential £99bn
Non Residential < 30 delegates £24.8bn
58% of external driven by lack of internal
Source: BDRC
29% of internal driven by geocentric need
68% of Hotel Meetings non residential
Source: Grass Roots Meetings Industry Report-
Starcite Study
External Meetings
Internal Meetings
Internal and External MeetingsWhy are they so painful? Can they be improved?
58% of external generated by lack of internal
That’s a high failure rate
Internal MeetingsWhy?
Other areas
Monday & Friday too many internal rooms
Tues-Thursday never enough
The Real Estate & FM guys can’t win!
Easy to access?
Can you book freely online?
Are they guarded vociferously?
Are support services reliable?
Is there a pecking order to acquire one?
And if you over run?
Your clients are late?
Heavily utilised? Reality less than 30%
High Amend & Cancel rate 30%+
90% supply are hoteliers
Lack of quality IT
No Online Inventory ~ whatsoever
High cost High Touch to phone & Book
Are they in all financial centres?
Channels to book are high touch too ~ HBA’s
21st century Wifi?
21st century Re-Charging for IPAD’s , IPhones
Can you measure spend easily?
Can you consolidate suppliers?
Is the Meeting Effectiveness always there?
No automation, measurement, visibility or control
Why?Internal Meetings Other areas
Future Customer Demands – Merged Solutions
• Large Meetings
• Small Meetings
• Internal Meetings
• No longer all the travel to the meeting
• Book the meeting too!
• Integrate Meetings & Flexible working
• Hot Desks, Day Offices
• The whole unified Communications suite
• Instant Messaging
• Audio Conferencing
• Video Conferencing
• From any device into the meeting
• Skype
• Microsoft 360
• Apple
• More Advanced
• Less Secure
Manage all Meetings
Integrate Meetingswith travel
Merge Meetings into Workplace Management
Integrate all audio & visual
Look how fast they are moving
Incorporate “Your Own Devices”
Why Condeco & Regus?
Global Inventory 1200 Business Centres
Access Regus through the Outlook scheduler connected to Regus Inventory
Book Internal & external meeting rooms using the same DESKTOP systems
Drive compliance at the DESKTOP, all integrated into the Exchange or Notes server
4,500 Meeting Rooms 850 HD Video Rooms38,000 Hot Desks
Demonstration
Integrated into MS Exchange & Directories
Desktop deployment for office based workers
• Easy to use, now alleviates internal resource limits & related stress
Web Services for mobile deployment
• Extends control agenda by delivering a mobile working platform
• Source / schedule solutions in real time
• No reason for lack of compliance
Included
Condeco Scheduling
4 Innovative Solutions from Condeco & Regus
Overflow to an outsourced meeting room & flexible workspace provider
• No last minute panics
• Consolidate Suppliers & gain leverage, we will show you this live today
Strategic Meetings Management
• Gain Visibility, Control & Save
Alternative to Travel which helps drive Video Conferencing utilisation
• Add 550 Video “City Pairs” & 850 destinations to your video network in one move
Optimise real estate sq ft costs & Video Conferencing capital expenditure
• Review Fixed Cost Infrastructure V Variable Cost “pay as you go” flexible working solutions
What’s Delivered
Visibility
Visibility reporting by cost centre an usage type
Reporting suite of standard & Bespoke Crystal reports
Control Savings
Control simple MS Outlook and web booking service to drive compliance
Authorised & Permission based usage at the users finger tips
Real savings in your Fixed cost floor space and travel expense budgets
To suit a Travel Managers Agenda, A Real Estate Agenda, a Workplace Directors Agenda
Huge compliance as it’s a technology supported solution users can access easily
Key Benefits
“Take control & save money on small
meetings.”
Meetings Manager
Travel ManagerFinance
“Easy to deploy.”
“Enable a Video 1st Policy today.”
“Save 30% and switch fixed costs to variable costs.”
“The right Real Estate portfolio efficiency.”
Real Estate
“Get visibility and consolidate suppliers.”
Procurement
Stakeholder“The rooms you need, when & where
you need them.”
Meeting Host
“Book by desktop, laptop, tablet, simple to use &
peace of mind.”
Meeting Booker
Next Steps
Meeting Rooms now
Hot Desk & Day Offices & Video will be available in the next 30 days
The upgrade is a 24 hour Software Release Upgrade
The Regus module for Condeco
Questions & Answers
Lynda LoweSales & Marketing Director
Simon HuntVice President of Business Development
The Regus Condeco 121 Offer
Plus 25% off “Room Charges”
Step 1: User schedules an appointment and checks for a meeting room through MS Outlook
Step 2: User finds a room with VC and selects this room
Step 3: User selects any additional VC end points and meeting rooms and adds these rooms to the booking.
Step 4: User confirms meeting room and any additional resources
Step 5: User confirms the meeting and it saves in their Outlook appointment diary
Step 6: User finds a room but there is no internal availability or they have access, such as a Travel or Meetings Manager to book an external room
Step 7: User carries out an external room search by location into the Regus room inventory
Step 8: User is presented with external meeting room options with pre-determined preferential rates
Step 9: User selects the available room to meet their requirements
Step 10: User confirms their booking
Step 11: External room booking is confirmed, without having to leave the Condeco system