Condeco 2.5 User Manual

Case Study: Genesis
Summary
Condeco helped Genesis streamline their room booking and resource
management with one simplified system. Condeco’s meeting room
system and screens helped Genesis create a stylish meeting room floor
that provides a first class visitor experience.
Client
Genesis is a market-leading consultancy focused on providing
engineering and technical services to the global upstream oil and gas
industry. Their services are utilised by oil and gas companies during
their planning and development phase of oil and gas projects. Genesis
has over 1500 employees and offices in 17 locations worldwide with a
headquarters in London.
Challenge
Genesis is a growing company with regular clients visiting and working
at their sites. Their previous method for booking meeting rooms was
very labour intensive and lacked scalability. Their Conference
Coordinator was spending eight hours a day managing the companies
meeting room requests using a single spreadsheet.
Genesis’ London office was relocating to a bigger building in the city
center. An entire floor in the new office was designed for just meeting
rooms and video conferencing, which would allow Genesis to host
more meetings, workshops, events and conferences. This needed to be
managed carefully and quickly by the Conference Coordinator, which
meant a new system was needed.
Genesis also wanted to link their new
email system MS Outlook with the
new booking system and knew that
Condeco had a solid MS Outlook
Add-in function.
Additionally, Genesis wanted to
introduce some digital signage for
the rooms to stop no-shows and people interrupting meetings. For
example, the Genesis office in Kuala Lumpur was sticking paper on
meeting doors to let others know it was in use.
Lastly, a crucial requirement was the ‘wow’ effect. When people walked
into the new building, Genesis wanted to showcase their innovative,
attractive technology and impress new visitors.
Genesis needed a system that would support this move, and make the
new changes smoother and easier.
Solution
The implementation process took
around four months from planning to
go live, and was a smooth transition
from start to finish.
Genesis has learnt there is even more
functionality than originally thought
such as the ability to merge two
rooms into one big room and change
the parameters for individual rooms.
They also like having the ability to add
pictures of how each room looks and list which resources are also
available.
The room booking system is used to schedule meetings, manage
catering and services, and book loan laptops. They monitor and
manage this in exactly the same way as the room, which keeps the
whole process streamlined and easy to manage.
Before Condeco, Genesis weren’t able to measure the utilisation of
their rooms, but now they can see who is using which room instantly
and create advanced reports about each room.
The meeting room screens allow people to see which rooms are
available via red, amber or green LED lights, and users can instantly
book an available room directly from the screen. The displays also
require meeting attendees to check-in before a meeting begins. If a
meeting fails to start they use Condeco’s auto-bump feature to release
the room automatically for others to book.
Managing the cultural change has been easy as employees are
delighted with the freedom and simplicity of the new system.
Condeco’s visitor management function has improved the
professionalism and visitor experience as badges can be printed on
Results
Since implementation, Genesis’ parent company has been extremely
impressed with the new conferencing facilities. So much so, they’ve
started holding their functions and events there, and are currently
looking at implementing the system in some of their own offices.
arrival for guests. Employees can also automatically send out
directions and a map for guests along with the meeting invite.
After the move, Genesis held a competition to name the new meeting
rooms after famous engineers. Each room now has a plaque with a
small description of the engineer it has been named after which always
intrigues visitors.
The Conference Coordinator used to spend her whole day managing
bookings and requests using one spreadsheet. Now she can oversee
and approve what’s being booked. She has special permissions to
move meetings of higher priority. The colour-coordinated bookings
allow her to quickly identify which types of meetings are booked and
manage these accordingly. The system has also freed-up more time to
focus on the meeting and greeting of visitors, adding value to their
overall experience.
The new system has also increased productivity by 15-30 minutes per
booking, as people can
quickly locate free rooms
themselves and manage
the catering and services
all in one easy system.
The advanced reporting function has allowed Genesis to see which
rooms are being underutilised so they’ve been able to consider other
uses for these rooms.
Genesis is also looking to utilise the mobile room booking app across
the whole business to allow employees to make instant bookings
whilst on the go.
To date the new room booking software and screens have been rolled
out in London, Aberdeen and Perth, with Kuala Lumpur and Abu Dhabi
underway.
Genesis’ response
“I love Condeco, it’s a smooth, seamless system that’s made my life
wonderful – I have never used a booking system before – and I’m
amazed at how easy it is to use. It’s changed my life.”
Sian, Genesis Conference Coordinator.
For more information visit: www.condecosoftware.com