High Performance Conferencing
Corporate Conference space built with pbRoom modules:
- Raises utilisation rate to more than 80% (cf. state of the art average of 55%)
- Raises efficiency of organising meetings by 30%
- Raises comfort level of employees and visitors
- Raises the level and quality of services provided
- Reduces CO2 emissions
- Costs 10% less than standard rooms to install
- Costs up to 30% less to operate than conventional space for the same number of meetings
In the age of knowledge workers and nomadic work styles the office has become a place for collaboration and teamwork. Meeting space is therefore the service most demanded of an office today.
With up to 20% of meetings being last-minute, conference rooms should be available just in time without wasting space regardless of whether meetings finish early or late. It is important that rooms are set up exactly as desired and be well equipped with technology that works every time. Conference rooms should also operate with a minimum of support staff and be effortless to share between departments.
Designing space to fulfil these requirements begins with the understanding that conference rooms are the central element of a process that consists of several steps - from scheduling, inviting, guiding visitors to operating the room, clearing up and accounting.
For automated scheduling and efficient sharing to work, it is imperative that the state of occupancy of all rooms is as transparent as standing in front of a glass door to each room. The flow of information between organisers, participants, reception and FM service providers has, therefore, to be seamless.
This requires a process that integrates calendaring, people directories, service ordering, space management, security and reception, building automation and accounting. Each and every part of a conference room from the door lock and light switch to the furniture, projector and WLAN for guests must be made a part of this process and play its role.
All of this can be readily achieved by equipping conference rooms with pbRoom modules.
pbRoom is a pre-packaged module combining all the hardware and software needed to provide the basic functionality in a modern conference room. Your standard room may already have some components such as a PJLink compatible projector, which would make upgrading to a pbRoom straightforward.
Scheduling
pbRoom handles the simplest to the most complex bookings and synchronises with Lotus Notes or Outlook Exchange. Multiple room, multiple time-zone video conferences and set up requests are all possible. External visitors are automatically registered at reception and in the security system. Last minute bookings can be made via touch panels deployed around the building.
Real Time Space Management
Meetings often do not run as planned. All day meetings finish early, while a one hour meeting might last longer. A pbRoom detects no-shows in real time and can be customised to release the room, or even the full series of recurring meetings, if there are no-shows for more than one instance. Conversely, ad-hoc walk-ins are also automatically detected and the room reserved.
Room preparation
Detailed and customised reports give service providers a comprehensive overview of layout, equipment and catering requests. Service staff can be planned for and deployed efficiently to provide a high level of service. Even ad-hoc meetings can be serviced in real time since pbRoom can sense occupancy and inform support staff immediately.
Signage
pbRoom provides an instant cockpit view of exactly what is going on and where. Remember you have a meeting and have forgotten where? Need to know where to find a vacant room right now? With strategically placed interactive touch panels, anyone anywhere has a complete overview of what is happening in a pbRoom.
Access Control
Your reserved room is occupied? Feel uncomfortable about asking colleagues to leave? pbRoom avoids people conflicts by controlling door access via employee badges or pin codes. If a previous meeting starts to overrun pbRoom automatically prompts them discreetly to wrap up. Need to step out for lunch? No need to worry about leaving behind papers and belongings.
Room Operation
Every pbRoom has the same simple interface for controlling lights, projectors and any options that may be installed such as audio visual equipment, video conferencing, blinds, curtains and climate. You can walk over and use the room touch panel or remain seated and use your laptop. Need more time for the meeting? Extend your reservation or find another room at a touch.
Visitor Comfort
pbRoom helps make your visitors feel comfortable and welcome. It starts with the meeting invitation which provides detailed information followed by automatic registration at the front desk. Visitors can be given WLAN access via a code and, if desired, long term visitors can be assigned an account to make reservations independent of Groupware.
Service Provider Support
pbRoom makes the life of service providers easier not only for room set up or tear down but during the meeting itself. Each room can be remotely managed and help to operate the video conference equipment from anywhere via a smartphone. You can also turn off beamers or check for open windows without going from room to room. Naturally all manner of reports can be programmed and pbRoom can even be connected to your Facility Management system.