Background information

Harboe brewery wanted to optimize their internal meeting room booking process. Previously, bookings were handled manually, creating inefficiencies, double bookings and low room utilization.

Goal

• Remove double bookings

• Get a real-time overview of room status

• Increase utilization rates without investing in new facilities

• Provide employees with a user-friendly booking experience

Choosing a solution

MyDesk was chosen as the digital platform because of:

• Intuitive interface

• Visual overviews of rooms

• Integration with office 365 and outlook

• Analytics for meeting patterns and room needs

Implementation

1. Mapping existing meeting rooms

2. Setup in mydesk including room sizes and equipment

3. Integration with outlook for synchronized calendars

4. Pilot phase with testing and feedback

5. Employee training and onboarding

6. Full deployment and operational support

The results

• 95% reduction in double bookings

• 25% better utilization of meeting rooms

• 30% time savings in administration

• High employee satisfaction with the usability of the system

Learning points

• Visual booking overview for a better overview

• Integration with everyday tools is key to success

• Continuous user feedback ensures higher adoption

• Data insights can be used for future planning

Concrete example

An employee quickly finds an available room via the MyDesk app in Outlook, books with a few clicks, and the meeting automatically appears in all participants’ Outlook calendars. After the meeting, management can analyze room usage and adjust resources accordingly.