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

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

2 Planon s Meeting management solutions include: Planon ProCenter Planon Self-Service Planon Meeting Manager for Outlook Supporting the core business with appropriate meeting rooms and associated services is a key activity for any Facility Management department. Changing work styles, increasing time pressure, 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 utilization of meeting rooms. PLANON ACCELERATOR : MULTIPLE STAKEHOLDERS, ONE INTEGRATED SOLUTION Planon Accelerator is the ready-to-use best-practice solution that delivers standard, integrated business processes in Real Estate Management, Space & Workplace Management, Maintenance Management, Integrated Services Management, and Sustainability Management. Planon Accelerator provides dashboards, workflows, reports, catalogues, templates, data import tools, and configuration options without the need for expensive customization. Planon Accelerator offers integrated meeting management solutions for all stakeholders including employees, 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. Our experience shows that different users need different solutions. Therefore Planon Accelerator has numerous options for effective room booking and meeting management. The integration of these options in a single software solution enables organizations to use the functions that suit their needs best. PROFESSIONAL MEETING MANAGEMENT WITH PLANON PROCENTER Planon ProCenter provides meeting organizers and event managers with the tools and processes to plan, execute, and evaluate both regular room bookings and one-off reservations or events. Additional services and activities including furniture, AV equipment, catering, guests, or cleaning services can all be managed from this integrated solution. This ensures a comprehensive reservation process, efficient service delivery and improved utilization of meeting rooms and facilities. Define meeting room capacity, set transition times between reservations, configure divisible meeting rooms, and define service catalogues and tariffs. Plan room reservations with the easy-touse graphical plan board or enter search criteria such as date, time, duration, or capacity for an automatic availability search. Add support services to reservations, calculate costs involved, and use automated workflows to ensure correct execution and delivery. Create reoccurring meetings with the built-in meeting scheduler and automatically check availability for each occurrence. Use reservation statuses such as requested, completed, or cancelled to effectively manage meeting rooms and reservations. Planon Apps Planon Kiosk Solutions Planon Sensor Integration 2 Planon meeting management 3

3 24/7 ROOM BOOKING MADE EASY WITH PLANON SELF-SERVICE Planon Self-Service enables employees to book meeting rooms 24/7 online. Employees can search for available meeting rooms based on any criteria and easily book the appropriate room, without the need to contact the service desk. Planon Self-Service allows you to: Enable employees to order within their defined authorization level additional services including catering, cleaning, or AV equipment, and give them immediate insight into costs. Let employees book additional facilities like projectors or video conferencing equipment and give them immediate insight in costs. Pre-register visitors and have parking spaces reserved for them to ensure a professional welcome. Let employees easily create recurring reservations. Fine-tune reservation forms to meet the organization s changing needs and embed the forms easily within the company intranet. COMBINE CALENDARS WITH PLANON MEETING MANAGER FOR 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 dominates the planning process. Many organizations use Microsoft Outlook, therefore Planon Meeting Manager for Outlook combines employees calendars with the availability of meeting rooms. Planon Meeting Manager for Outlook allows you 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 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. BOOK A MEETING ROOM ON-THE-MOVE WITH PLANON APPS A high percentage of employees now use a smart phone in both their personal and professional lives, meaning that the vast majority are always online. The power of smart phones includes innovations such as RFID readers as well as the now standard functionality of digital cameras, GPS location awareness, and voice recognition. The popularity of smart phones continues to be driven by the number of apps available. Apps are easy-to-use combining the device s technology with a user s preferences and behavior and easy-to-learn, often with high value for the users. Planon has therefore created Planon Apps to enable employees to easily search and book meeting rooms. Planon Apps allows you to: Visualize in real-time all available and used meeting rooms on a selected floor. Show the availability of a specific meeting room on a smart phone, including its facilities such as video conferencing and room capacity. 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 if a meeting finishes early. Report a service request such as a broken projector and check its status. FIND AND SELECT MEETING ROOMS WITH PLANON KIOSK SOLUTIONS 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, which synchronize immediately with Planon s software. Planon Kiosk Solutions allow you to: View the availability of meeting rooms on a kiosk screen or room panel. Enable employees to make a reservation on a touch screen. Enable employees to check into a room by scanning their corporate ID card. Use CAD floor plans to visualize meeting rooms on a kiosk screen. Display welcome messages to visitors and meeting schedules on screens. Using Planon Self-Service, employees can search for available meeting rooms based on any criteria and easily book the appropriate room With Planon Apps, employees can see all available spaces and immediately book a room 4 5

4 REAL-TIME OCCUPANCY INFORMATION WITH SENSOR INTEGRATION The Planon software supports real-time integration with sensor technology. Any type of networked detection sensor can send real-time data such as available or occupied direct to the Planon database. This integration enables managers to analyze historical occupancy, trends, and the actual utilizations 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. Planon Sensor Integration allows you 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 the standardized integration that is 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. EFFICIENT SERVICE DELIVERY WITH PLANON PROCENTER In many cases additional services are involved to ensure optimal execution of reservations and events. Planon ProCenter provides preconfigured processes for planning, executing, and monitoring different types of reservations. For regular room bookings, these may be limited to catering or cleaning. For larger events this can include equipment installation or security. Planon ProCenter connects all users including planners, managers, coordinators, executors, and external suppliers in an integrated solution. This ensures the efficient execution of services and results in successful events and satisfied customers. 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 standardized reservations and services. RELIABLE REPORTING AND ANALYSIS WITH PLANON PROCENTER Planon ProCenter contains an extensive set of standard reports, dashboards, and analysis that enable you to improve the offering and utilization 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 ProCenter gives you the information to answers these questions based on reservations and eventual sensor integration. Create graphical occupancy analysis of meeting rooms in terms of reservation numbers, reserved time, and number of people. Analyze no-shows by department, requestor, period, or 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 analysis. Planon Self-Service enables employees to book meeting rooms, request additional services, and see the associated costs 6 7

5 Planon is the leading global software provider that enables organizations to solve their facility management and real estate challenges effectively with integrated software solutions. The Planon solutions include Real Estate Management, Space & Workplace Management, Maintenance Management, Integrated Services Management and Sustainability Management. Started in 1982, Planon has over 1,800 clients in 40 countries and offices in the United States, Canada, UK, Austria, Belgium, France, Germany, India, the Netherlands, and Singapore. canada 606 rue Cathcart Suite 500 Montréal (QC) H3B 1K9 Tel.: (514) United states 35 Braintree Hill Park Suite 202 Braintree, MA Tel.: (781)