DOCUMENT/DATA MANAGEMENT


Using meeting room scheduling software that integrates with all your office systems, including the Outlook calendar, removes a lot of fuss.


“Studies have shown that people can be reluctant to set up a video conference


if it’s a time-consuming or complicated process, but if it takes just a couple of minutes, that obstacle is removed.”


By displaying colleague, room and equipment availability in real time, it allows your meeting organiser to locate and book the necessary space in a few minutes, and send out invitations.


Good meeting room scheduling software also integrates with Exchange and Outlook 365, providing users with a familiar interface, and with collaboration aids such as ZOOM, Microsoft Teams and Skype.


Key benefits of an integrated approach


to collaboration An integrated approach cuts out a lot of stress - whether it’s in the scheduling process or during the actual initiation of the call – getting the required people into the right space, with the right facilities and services to hand, at the right time.


It sets the bar for an effective meeting experience, and delivers: clarity for all participants about the meeting and the resources needed; automatic notifications for everyone if there are changes to times and locations; booking services as part of a single meeting transaction; a


Business area Back office


Activities


Accounting, call handling, many marketing tasks and desk-based research.


Front of house


Reception work, aspects of sales and account management, onsite client services.


secure and welcoming visitor experience, with self-check- in to a room or space to collaborate with a project team; better workforce performance with less wasted time, improving productivity and potentially reducing indirect operational costs; and, useful reports on how your space and resources are actually being utilised.


Looking to the future During the coronavirus crisis, many organisations have thanked their lucky stars that they had meeting room scheduling software already in place, because the transition to homeworking and remote collaboration has been that bit smoother.


Others, unsupported by the technology, have patched together remote operating, and made their way slowly to something like business as usual. Workers have grown used to FaceTime instead of face to face; maybe even started to enjoy an extra half an hour in bed instead of being stuck in traffic.


Whichever category your business fits into, you’ve probably noticed some tantalising possibilities.


The potential for reducing your real estate costs, maybe, or the potential to improve staff retention: happy workers tend to stay put. Maybe you’ve even noticed improvements in productivity that you never expected.


As we come out of the crisis – and we will, even if it’s a slow process – take some time to absorb and assess this massive agile working and remote collaboration experiment, and work out how it might benefit you going forward.


Now’s the time to start planning the future shape of your operations, and selecting the right technology tools for the job – and during that process, remember to keep integration at the top of your mind.


www.nfstechnologygroup.com You need:


Applications and data in a secure cloud, combined with IP based telephony.


Technology delivered on a mobile device, such


as a smartphone or tablet, supplemented by remote access to specialist help,


using collaboration tools such as Skype, Teams, Google Hangouts, Ring Central or ZOOM.


Knowledge-based activities


Project planning, delivering helpdesk


services, business analysis.


A combination of technologies and resources - audio/video conferencing; database access from a mobile device; access to specialist expertise; and in


many cases, meeting space - possibly in different locations.


www.tomorrowsfm.com TOMORROW’S FM | 39


Your teams need to share ideas and critical information easily to push activities constantly forward and achieve their outcomes.


Why?


Your workforce can work from anywhere and be productive.


Making this function with


the right technology solutions enhances your customer experience as well as workforce productivity.


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