Feature: Meetings Management ➔
to three years and now link up internal meeting space availability with external preferred meeting space suppliers, therefore enabling companies to consider all options. “It can produce reports to show, for example,
that they are using London for 30 per cent of meetings but in 25 individual hotels which are very similar. Then they can think how to consolidate their programme and look at a preferred programme,” says Hussey. He also advises using a single agent, not only
for the expertise and experience they can provide, but also to act as a central point for data. “By using one agent you can see that seven different departments are using the same venue but are getting different rates and different cancellation terms.” In a recent interview with The Business Travel Magazine, Tesco buyer manager, group travel, Danielle Bartlett, said the supermarket giant was unhappy with a situation where meeting space was under-utilised as many within the business were unaware of the opportunity to use internal space. Tesco, a BSI client, therefore decided to
TIPS FOR A TOP MEETINGS PROGRAMME
• Getting someone senior in the business involved is invaluable – someone who is accountable and willing to take charge
• Approach companies of a similar size and culture and ask them what they did to develop a policy and share your experiences
• Engage with the top 20 bookers in volume terms because they will appreciate being involved from the start of the change process
• Devote dedicated resources to the area to maximise financial and other benefits such as risk mitigation and greater overall efficiency
• It’s not only about cost savings but also getting the maximum return from every meeting or event so decide what you want the outcome to be – staff engagement, new products, new policies – and how you are going to test that your stated objectives have been achieved
_ _y
introduce a mandated policy alongside an online booking tool for internal and external meeting space with an initial objective of reducing meetings spend by 20 per cent. The retail giant achieved savings of £6.9million in ‘cost avoidance’ meetings, which represented a 40 per cent drop in external meetings. Simultaneously, Tesco managed to increase internal meeting room occupancy to 97 per cent in high, mid-week periods and 60 per cent in off-peak periods. BSIDirect tracks each booking for meeting planning and budget approval and can produce a range of reports including reasons why internal space was not used. BSI’s next step is to integrate further external suppliers and is working on a new partnership with Regus. The technology also enables users to have a calendar view of all events and meetings that are taking place and allows company employees to synchronise the meeting with their MS Outlook calendar and prompts them to cancel any internal space booked if the meeting is cancelled. Inntel unveiled similar technology this year called Smart Space which also aims to put internal meeting space front of mind, enables bookers to compare rooms by size and facilities and provides them with live access to internal space. If the client books externally the system also keeps an eye on internal space in case something suitable becomes available. This whole area of optimising existing space is currently the centre of many discussions as it is seen as a big area of inefficiency with people booking the same meeting room for the same three hours every week and often not using it for the whole period. HRG commercial director, Stewart Harvey,
g
says, “We discovered that a lot of clients’ meeting space was used very well but by mostly the same people repetitively so the
Sheraton Hotels
“This area of optimising existing office meeting space is currently the centre of many discussions as it is seen as a big area of inefficiency”
Crowne Plaza
next thing is to target the people who are going outside to hotels and asking if internal rooms have been efficiently booked.” He also believes corporates
need to look at use of rooms outside normal hours and prioritise the meetings that are
most important at any given time. “Most people tend to lack data about their
own behaviour and tend not to be great at self- awareness. Where there will be movement in meetings management is in being specific about the hour of use,” says Harvey.
Reason to use Inntel no. 1
… We will save you money on every booking
the meetings and travel management company of choice
to be enlightened on more reasons to use us, please contact Jane Dibble 08448 475500 /
jane.dibble@inntel.co.uk
www.inntel.co.uk
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