booking and managing meetings was difficult and could be time consuming.

The Trust was looking for something that was easy to use with more resource management and reporting functionality than just an Outlook calendar.

Why NFS? The Rendezvous room and desk booking system from NFS was selected, following an extensive evaluation process which included visiting Rendezvous users.

NFS and the Trust then successfully embarked on a partnership to evolve the Rendezvous solution to meet changing needs across the Trust.

Terry Murphy, Assistant Director of Property said: “Working in a busy NHS trust, the time of our staff is precious. We needed a room booking system that was easy to use, could get the job done quickly and be transparent enough so that all staff can see which rooms are available, and when.”

Six ways the Trust benefits

Customised use – the system caters for different levels of Trust user.

Speedy self-service – employees access it easily via the Quickbook app.

Time-saving: permitted users, e.g. nurses, can book space they need without further authorisation.

Value for money – no expensive hardware was required - NFS hosts Rendezvous securely in the cloud.

Efficiency savings – Efficient agile working means savings on non-clinical services, so more can be spent on the clinical side for patients.

Business continuity – Rendezvous Workspace is supported by the NFS 24/7 helpdesk and the cloud deployment delivers 99.8% system availability using the robust Microsoft Azure cloud hosted service.

Customised for users The Trust has two different types of Rendezvous user, with different needs – administrators who need full access to all the facilities, and other employees whose need self- service access to just some features.

So NFS set up the system with one fully-supported link for admin staff, while other employees use the QuickBook app for easy self-service.

Anyone who needs to make a booking can locate the space they need, such as a meeting room and put in a request for authorisation.

The customisation goes into highly granular operational information on space.

What happens next? To enhance the booking service further, NFS is looking to develop a room and desk booking app incorporating QR code scanning, suitable for both IOS and Android, which is now in use as the growing community of mobile users need to locate and book space.

The QR code functionality will supports cost effective check-in for booked space, providing valuable insights into resource utilisation.

Looking to the future Assistant Director of Property Terry Murphy said: “The room booking system has contributed to the journey the Trust has started in moving forward to a more agile working environment.

“It has also allowed the Trust to better use its space and increase utilisation of the meeting rooms.”

“Now that the Trust has started the agile working journey it will look to consolidate and improve space utilisation whilst at the same time improving the working environment.” TOMORROW’S FM | 31

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