With a preva lent trend towards flexible working patterns enabled by new technology, such as teleworking and mobile working, office space is becoming increasingly less utilized. In fact, on any given working day, most offices use barely 50% of the space they have available, which not only wastes money but also huge amounts of energy, translating to increased carbon footprint.
In response to this changing work environment, organizations with a mobile or flexible workforce are making significant savings on overheads and real estate by adopting a hot-desking or hotelling strategy; they are allocating workspace on an as-needed basis to accommodate more people in less space.
Such a strategy requires an effective management solution which can schedule all available workspace, whether it is a meeting room, a hot desk, office or boardroom.
Rendezvous Workspace is NFS’s new solution for Meeting and Event Planning, which is now being used by leading law firms and global corporations to help them address today’s workspace challenges by responding to three important business challenges:
Operating Cost
By improving facilities utilization through a more efficient booking process and flexible working, many companies are driving down the cost of operating facilities. An efficient workspace solution is a critical component in being able to achieve this key objective.
Scheduling Flexibility
Today, users of facilities need maximum flexibility to view availability and make bookings. Rendezvous provides this through a browser interface, Outlook and a Touch Screen Smart Kiosk. NFS’s new Business Rules Engine provides variable controls and automated notification to ensure optimum workflow and high utilization of resources. Users can create their own unique booking process for each resource category or building location using the Rendezvous Workspace Workflow Wizard.
Client Services
User friendly and efficient services for staff, clients and other visitors contribute to a successful meeting experience. Rendezvous Workspace is a new technology that makes this possible through direct booking from floor plans, with Path Finder navigation to guarantee a problem-free arrival at the meeting destination. Visitor management, including badge printing, host notification and integration to access control systems, give visitors optimum first impressions.
Rendezvous Workspace was designed to be different from traditional room scheduling solutions. It has been designed to manage:
- Hot Desks
- Hotelling
- Meeting Rooms
- Car Parking
- Visitors
- Videconference
Rendezvous Workpace offers several benefits:
Easy-to-use
As the solution is browser-based there are no access restrictions, plus, Rendezvous Workspace can be launched from Outlook (2003 and 2007) and is fully integrated with the Outlook calendar,
including full “drag and drop” capability.
Highly adaptable
Rendezvous Workspace is designed to be fully tailored to individual companies’ needs and business processes, with fully customizable resources, rooms, access and security levels, and the ability to work on several database platforms.
Accessible anywhere and anytime
Users can book meeting rooms, hot desks, catering and resources anywhere in the world, as Rendezvous Workspace can be accessed via the web, Outlook, or via a web-enabled mobile device.
Seamless automation
Users can save time by automating meeting reminders, changing notifications, and cancelling alerts and service alerts.
Video-conference scheduling
Not only does Rendezvous Workspace schedule multi-time zone and multi-location video conferences, but it also sends automatic notifications.
Reduced carbon footprint
Rendezvous Workspace will help to make significant energy savings by eliminating paper trails as well as by improving room and resource utilization and reducing non-critical travel. HVAC emissions are reduced by heating and cooling space only as needed based on room use and occupancy.
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