Room Scheduling Software
If you're looking for an advanced software solution that gives you a new outlook on scheduling and meeting room management, look no further. DeskFlex is here. With Room Scheduling Software you will now be able to maximize your conference room and resources operation, and provide A+ service to your staff and visitors. Overall, with DeskFlex you get the most usability from an ideal meeting-scheduling tool.
Overview
Desk Flex, Inc. is one of today's leaders in Conference Room Management software. Our product provides an innovative way to organize and manage the scheduling of conference rooms, meeting rooms, and office spaces with a vast amount of scheduling options for multiple locations within the company -whether local or abroad. We have now made it possible for your employees to easily schedule office spaces and conference and meeting rooms via your organization's intranet or a kiosk.
Imagine for example that your organization has 10 meeting rooms available - with DeskFlex, users are allowed to view room availability and make bookings without leaving their desk, or even from home. It's equally suited to public situations such as Clubs, Universities, or Libraries where rooms need to be reserved in advance. It's a comprehensive meeting room manager, scheduler, and resource management system.
Administrators can generate reports to analyze activity, allocate departmental costs, etc. Prepared reports are available such as Usage by User, Type of Space, or by Room. Reports can also be exported in .csv format for use in spreadsheets if required.
Features
- Interactive Floor Plans
- Active Directory Management
- Web Scheduling
- System Customization
- 24/7 Technical Support
- Utilization Reports
Benefits
Some of the most unique benefits of Room Scheduling Software include the control and usage of Administrative tasks. With Room Scheduling Software, Supervisors can receive duplicate reservation information via email in order to monitor user booking activity. Administrators can also generate reports to track room utilization by person, department, or job title.
We took the guesswork out of scheduling by offering day, week, and month views for you to choose from. This makes advance scheduling more convenient and user friendly.
Outlook® Scheduling
Organizing a meeting or event can be challenging enough, but getting people to the meeting can sometimes be just as hard. Rather than posting flyers around the organization or sending out mass emails to introduce the meeting, many organizations and companies are turning to on-line calendars that not only reach a broader audience, but can help an event planner determine the best time to host an event or schedule a meeting.
Booking a room has never been easier. With the arrival of our Outlook Integration component, you're now able to create and view DeskFlex reservations and events in your Outlook Calendar. This allows you to save time by providing a quick access look at previous reservations as well as a view of upcoming events or scheduled meetings.
Users can also review the free or busy schedules of other employees within the company in order to cut down scheduling errors. This integration simplifies your meeting room expectations. You can, directly from Outlook, create, modify, view and cancel reservations all with just a simple click of your mouse.
Advantages
- Instant booking of meeting rooms, conference rooms, studios, and other facilities from home or office for more convenience.
- Allows self-service booking by all staff or/and clients to help reduce administration overhead and costs.
- Real-time visuals for checking and booking reservations, which removes the potential for scheduling conflicts.
- Schedule tons of rooms and spaces at all your companies' locations within multiple time zones, without leaving your desk.
- Create one-time or recurring reservations for quick, time friendly scheduling.
- DeskFlex Conference Room Management capabilities allow mobile workers to book temporary office space on an as-needed basis.
- Maximize the utilization of corporate assets and services, including meetings rooms, catering services, and equipment.
- Eliminate reservation confusion and double bookings.
- Simplify the allocation and administration of shared resources.
Cost Effective
Workspace Management software is growing in popularity because it allows remote employees the flexibility to go into the office and have a space to work only when needed. But managing these workspaces can be challenging.
One of the most common problems many organizations face is how to schedule and manage their shared meeting rooms and other corporate assets. Typical paper-based reservation "systems" or insufficient people-based scheduling applications usually result in frustrating double-bookings or inadequate resource utilization, costing you valuable time - and money.
Fortunately, many facility managers are implementing DeskFlex's workspace management software to support office, desk, meeting room, and even parking space scheduling. By using DeskFlex, remote employees can reserve shared workspace for the times they will be in the office. As a result, company management is making it easier to implement a telecommuting workforce which, in turn, helps preserve the environment and lessens the amount of travel expenses that result from lost or unnecessary travel.
Implementation
Our software comes complete with User Guides and Training manuals. We have taken the guess work out and simplified the DeskFlex software for more user friendly operations. No more switching from one application to another.
Because most companies' employees spend the majority of their time away from the office, our software reduces the amount of office resources they need to occupy on a regular basis. This allows companies large or small to utilize the workspace sharing capabilities of DeskFlex.
System Requirements
Web Browser
- Microsoft Internet Explorer 6.0 and up
- Mozilla Firefox 1.5 and up
- Safari 3.1 and up
Outlook Integration
- Outlook 2003 or 2007
Case Study
Sandwell PCT
Sandwell Primary Care Trust is responsible for providing primary care to a large part of the West Midlands within the UK's National Health Service
Andrew Lawley, Head of Estates and Facilities. A DeskFlex client for less than a year.
While a nontraditional Hoteling location, Sandwell brings a unique DeskFlex experience to this white paper. The original goal of sharing space through an automated system was to increase meeting room utilization while at the same time increasing staff satisfaction. A very analytical, step-by-step approach was initiated and measured along the way.
The following is taken from an interview recently conducted, and transcribed here in context, but not on the basis of direct quotations.
The beginning of our analytical work began with a staff questionnaire. It showed that meeting room accessibility was one of the major areas of staff dissatisfaction. Staff questionnaire showed that staff felt that the access to meeting rooms wasn't fair (them and us), the booking procedure was onerous, and the perception was 100% utilization- people often felt it wasn't even worth trying to get a meeting room.
Space survey showed approximately 40% utilization of meeting rooms.
DeskFlex was implemented and shows a very positive 17% increase in HQ meeting room utilization and a further improvement is anticipated as full DeskFlex access is rolled out to more staff. This has shown the PCT what can be improved and has hastened our plan to add more space types and more buildings onto DeskFlex.
Based on the running costs of the existing meeting room spaces, a 17% increase in usage produces a payback for the Desk Flex software of less than a year.