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Case Studies

Condeco Booking Software Helps Time Inc. Manage Use of Meeting Rooms

Time Inc. was moving its New York City headquarters from Midtown to Downtown. The new facility would include more than 130 meeting rooms. It was thought that meetings would continue to be arranged using Microsoft Outlook, but with rooms being in use nearly 100 percent of the time, there was frequent double booking or no-show issues. A more effective solution was sought by Time Inc.’s facilities management.

Case Study

Company:

Publisher

Location:

New York, NY, USA

Objective:

Time Inc. was moving its New York City headquarters from Midtown to Downtown. The new facility would include more than 130 meeting rooms. It was thought that meetings would continue to be arranged using Microsoft Outlook, but with rooms being in use nearly 100 percent of the time, there was frequent double booking or no-show issues. A more comprehensive and effective solution was sought by Time Inc.’s facilities management.

Solution:

Time Inc. reached out to Condeco to convert its meeting room management system from Outlook to Condeco’s Meeting Room Booking Software and Touch Screens. Condeco worked with Time Inc. to ensure the entire process would be quick and easy. For the meeting rooms, Condeco helped set up all data collection for each. Condeco also programmed the screens installed on 75 of the meeting rooms.

Results:

Condeco Touch Screens enabled “walk-up” booking of rooms because color- coded LED lighting made it easier to see if and when a room was available; meeting setups were made easier using one integrated system; meeting room and desk usage data is available to validate requests for additional space; reduced the number of temporary resources required to change meetings rooms around because scheduling and time allocations and personnel communication are now more concise; and fewer complaints about meeting rooms means less time spent addressing problems and more time for productive activities.

Time Inc. was moving its New York City headquarters from Midtown to Downtown. The new 700,000 square foot facility would include more than 130 meeting rooms. Originally, it was thought that meetings would continue to be arranged using Microsoft Outlook, but with rooms being in use nearly 100 percent of the time, there was frequent double booking or no-show issues. A more comprehensive and effective solution was sought by Time Inc.’s facilities management.

Time Inc.’s Director of Operations for its U.S. facilities was familiar with Condeco products and services from a previous employer. She knew a more integrated workspace solution would help consolidate and streamline the numerous activities required to execute Time Inc.’s many meetings efficiently – especially for audio-visual and IT teams, as well as those resources who are responsible for reconfiguring rooms. When the new headquarters opportunity arose, Time Inc. reached out to Condeco to convert its meeting room management system from Outlook to Condeco’s Meeting Room Booking Software and Touch Screens.

To reduce the floor space required for desks and make more efficient use of desk space for its video group, Time Inc. chose Condeco’s Desk Booking Software. The group operates as two distinct shifts, so instead of having each employee in the group occupy his or her own desk, the Condeco software enables easy hoteling of 126 desks.

To implement these solutions, Condeco worked with Time Inc. to ensure the entire process would be quick and easy. For the meeting rooms, Condeco helped set up all data collection – phone, audio-visual, configuration and catering capabilities – for each. Condeco also programmed the screens installed on 75 of the meeting rooms.

But Condeco’s support did not end there – extensive training by Condeco’s support professionals on how to maximize benefits from the software and devices was provided.

Managers received an entire day of training on how to use the system, run reports on room and desk usage and no-shows, as well as block any special meeting rooms allocated only for executives or a designated group’s use. This was followed by two days of training modules for end users; employees could select the day and time for training that best fit their work schedule. Training culminated in a “badge activation party” in food service areas, hosted by Condeco, to program employee badges with the RFID codes they would use when swiping in and out of meeting rooms with the new screens.

Today, more than 3,000 employees at Time Inc.’s New York headquarters enjoy the benefits of Condeco workspace solutions. Condeco’s Meeting Room Booking Software and Touch Screens have made a dramatic difference:

For End Users:

  • Condeco Touch Screens enable “walk-up” booking of rooms because color- coded LED lighting makes it easy to see if and when a room is available
  • Experience of setting up and executing meetings is easier because coordinating AV, IT, catering, set-up and security can all be done in one integrated system
  • Meeting room “bump” feature allows for rooms to automatically become available (after a designated time period) if not being used when scheduled

For Facilities Operations:

  • Use meeting room and desk usage data to validate requests for additional space, when needed, and plan accordingly
  • Reduce the number of temporary resources required to change meetings rooms around, because scheduling, time allocations and communication of needs are more concise
  • Fewer complaints about meeting rooms means less time spent addressing problems and more time for productive activities

Early resistance to desk hoteling among video group employees was quickly overcome when they found that Condeco’s Desk Booking Software allowed them to book those desks with the addition of specific equipment needed for their work. These employees can also book the desks they want remotely, instead of having to commute into the city to reserve the space.