Meeting Management
for Corporate and
Public Offices
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Revolutionizing Meeting Room Management in Corporate & Public Offices
Meetings are a team sport. AskCody makes your team, the winning team.
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Complex Scheduling Tools: Many corporate offices use scheduling tools that are not user-friendly or intuitive, making it difficult for employees to quickly book rooms.
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Lack of Real-Time Availability Data: Without real-time updates, employees might book a room thinking it’s free, only to find out it has already been taken. This leads to frustration and wasted time.
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Limited Visibility and Access: In some systems, not all employees have visibility into all available spaces due to restricted permissions or segmented booking systems. This can prevent optimal use of meeting spaces.
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Double Bookings: Without a robust system, rooms can be booked by multiple teams simultaneously, leading to conflicts and the need for last-minute adjustments.
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Mismatch Between Needs and Resources: Finding a room with the specific equipment (projectors, video conferencing tools, etc.) and capacity needed can be tedious if such features are not well cataloged and searchable in the booking system.
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Time Consumed in Booking: Employees spend a significant amount of time searching for available rooms, booking them, and sometimes re-booking due to conflicts or changes in meeting requirements.
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Underutilization of Space: Some rooms may consistently be in high demand while others are rarely used, leading to an inefficient allocation of space.
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Technical Difficulties: Issues with integrating room booking systems with other corporate tools like email clients and calendars can disrupt the booking process.
Without real-time updates, employees might book a room thinking it's free, only to find out it has already been taken. This leads to frustration and wasted time.
Case studies from Corporate and Public Offices choosing AskCody
How Olympus Incorporated AskCody Technology to Streamline Meetings and Visitor Management
Improving Workplace Efficiency with AskCody: A Case Study
How Skanderborg Municipality Improved Meeting Management with AskCody
The cost of poor meeting management
- Reduced Productivity: Employees waste valuable time managing logistics instead of focusing on core activities.
- Increased Frustration: Challenges in booking rooms can lead to frustration among employees, affecting morale and overall job satisfaction.
- Ineffective Meetings: Meetings may start late or be rushed due to previous bookings overrunning, impacting the effectiveness of the meeting itself.
- Operational Inefficiency: Poor use of resources can lead to higher costs and less effective use of office space.
- Loss of Business Opportunities: Inefficiencies and delays can affect decision-making processes and client interactions, potentially leading to missed business opportunities.
- Employee Turnover: Continued frustration with administrative processes can contribute to higher employee turnover.
![iStock-1318178053](https://www.askcody.com/hs-fs/hubfs/iStock-1318178053.jpg?width=300&name=iStock-1318178053.jpg)
![iStock-621587594](https://www.askcody.com/hs-fs/hubfs/Leftover/Blog/Blog%20Pictures/iStock-621587594.jpg?width=300&name=iStock-621587594.jpg)
It impacts both employee and visitor experience, too
- Productivity: An efficient booking system directly enhances productivity by reducing the time employees spend on administrative tasks such as finding and reserving meeting spaces. This allows employees to focus more on their core responsibilities and contributes to overall job satisfaction.
- Morale and Satisfaction: Easy and reliable access to meeting spaces can significantly boost employee morale. Conversely, a cumbersome booking process can be a source of ongoing frustration, potentially leading to dissatisfaction and even affecting retention rates.
- Collaboration: Effective meeting management encourages collaboration. When employees can easily find and book appropriate spaces, it facilitates smoother, more timely, and productive meetings. This is especially important in environments that thrive on teamwork and creative collaboration.
- Flexibility: In today’s dynamic work environments, the need for flexibility is paramount. A good system supports this by allowing employees to easily modify or cancel bookings, adapt to changes, and thus maintain agility in their work processes.
- Professionalism: The ease with which meetings are scheduled and managed often reflects on the company’s overall professionalism. Visitors and clients can perceive a company more positively when meetings start on time and are well-coordinated.
- Efficiency: For visitors, the experience of being quickly and efficiently directed to the right meeting location without unnecessary waiting or confusion significantly enhances their experience. This is particularly crucial for first impressions.
- Comfort and Convenience: An efficient system ensures that meeting spaces are well-suited to the purpose of the visit, equipped with necessary technology and amenities, which makes the meeting more comfortable and productive for visitors.
- Visitor Management: Integrated visitor management systems that accompany some room booking solutions can further streamline the experience by handling visitor check-ins, badges, and directions within the building, making visits smoother and more enjoyable.
Poor meeting management impacts daily operations
- Brand Image: How meetings are managed can affect a company's brand image. Seamless integration of technology and efficient use of space can project an image of innovation and competence.
- Resource Optimization: Effective use of meeting spaces can lead to significant cost savings and more rational use of office resources, aligning with sustainability goals by reducing the need for excess real estate.
- Scalability: As companies grow, the demand for meeting spaces increases. A scalable meeting management system can accommodate growth without proportionate increases in administrative burdens or costs.
Thanks for trusting us with your meetings
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![Workplace Central header image](https://www.askcody.com/hs-fs/hubfs/AskCody%20Products/Workplace%20Central/Workplace%20Central%20header%20image-transparent-bg.webp?width=300&name=Workplace%20Central%20header%20image-transparent-bg.webp)
We give office admins the workplace overview to improve staff collaboration
Central makes it easy to manage room bookings, resource allocation, and service requests, all from one centralized platform.
Central is your calendar overview to handle all workspace requests ensuring smooth collaboration among your service staff.
This helps you effectively manage room setup, AV equipment, catering, and visitors.
Track service requests back to client matter number with automated catering cost
With AskCody, you can seamlessly track costs back to a client/matter or general ledger number.
This makes it easy for firms to include catering in their meetings because all costs are automatically added to the correct account.
In general, the Meeting Services portion makes AskCody a great fit for law firms, because we make it easy to book, edit, and keep track of service requests.
![Client matter number](https://www.askcody.com/hs-fs/hubfs/Client%20matter%20number.webp?width=300&name=Client%20matter%20number.webp)
![Visitor Management](https://www.askcody.com/hs-fs/hubfs/Visitor%20Management.webp?width=300&name=Visitor%20Management.webp)
We offer out-of-the-box Visitor Management
Visitor Management gives incoming guests a professional, white-glove experience when visiting your location.
Having a tool to welcome guests helps the reception be prepared for arriving and departing visitors, print badges, sign NDA's and sent notifications to meeting hosts.
For law firm Eversheds Sutherland the AskCody Visitor Management solution has helped them get ISO certified because they can ensure guests' data is documented and tracked in accordance with the ISO standards.
See real-time meeting room and workspace availability
Showing real-time free/busy status on workspaces and meeting rooms in your office maps enhances your employee's workplace experience. Access to real-time information about the current and upcoming availability of desks and meeting rooms allows them to make informed decisions about where to work or hold meetings without manual checks or inquiries.
Providing efficient navigation and real-time availability of information contributes to a positive sense of empowerment and control over the workspace environment.
![Screenshot 2024-04-07 at 21.07.13](https://www.askcody.com/hs-fs/hubfs/Screenshot%202024-04-07%20at%2021.07.13.png?width=300&name=Screenshot%202024-04-07%20at%2021.07.13.png)
![Form_graphic_2](https://www.askcody.com/hs-fs/hubfs/Form_graphic_2.png?width=300&name=Form_graphic_2.png)
“A Wonderful Upgrade to our Room Reservation System!"
I LOVE that AskCody is integrated with Outlook. It makes reserving, editing and canceling reservations so quick and easy. The interface is very easy to use and is so customizable to our needs. I love that we can make it our own and customize our rooms, vendors, and services from the Admin side"
![Shayla Moore](https://www.askcody.com/hs-fs/hubfs/Shayla%20Moore.jpeg?width=70&name=Shayla%20Moore.jpeg 1x, https://www.askcody.com/hs-fs/hubfs/Shayla%20Moore.jpeg?width=105&name=Shayla%20Moore.jpeg 1.5x)
"Quality room management system with quality people supporting it"
I give AskCody 10/10. It is a phenomenal solution. Easy to implement. It's easy to train on, and it is easy to use. We use AskCody to allow our population to easily and confidently book rooms across all our offices, giving them the ability to do it themselves. Kind of removing the middle person"
![Lucas-(Luke)-Schnoebelen-sorthvidtransperant-1](https://www.askcody.com/hs-fs/hubfs/Lucas-(Luke)-Schnoebelen-sorthvidtransperant-1.png?width=300&name=Lucas-(Luke)-Schnoebelen-sorthvidtransperant-1.png)
“It gives our clients coming in this concierge, white-glove experience"
“Having the responsibility back in the hands of the assistants allows reception to provide more of a concierge, white-glove experience for clients coming in.
![Henry Chace](https://www.askcody.com/hs-fs/hubfs/Customers/Burns%20and%20Levinson/Henry%20Chace.png?width=300&name=Henry%20Chace.png)
“An Outlook-based system makes training painless"
“With AskCody we have a system based on Outlook which everyone is already familiar with, so training of the end user is painless. The system can be explained in a clear, logical, and relevant way".
![DePhillips_Jennie_BurnsandLevinson_picture](https://www.askcody.com/hs-fs/hubfs/Customers/Burns%20and%20Levinson/DePhillips_Jennie_BurnsandLevinson_picture.png?width=300&name=DePhillips_Jennie_BurnsandLevinson_picture.png)
“A massive productivity boost for our secretaries!"
"Our secretaries managed two or three attorneys and partners before. Now they're managing maybe five or six. It's only possible to manage that increased workload, because they can handle everything in one spot with AskCody. "
![Susann_300x420px](https://www.askcody.com/hs-fs/hubfs/Susann_300x420px.png?width=70&name=Susann_300x420px.png 1x, https://www.askcody.com/hs-fs/hubfs/Susann_300x420px.png?width=105&name=Susann_300x420px.png 1.5x)
“We handle all reservations and requests for a room under one roof"
"Admins can manage each reservation for a room and each request that is needed for that event or meeting all under one roof, really helped a lot with organizing and it's much better for our attorneys as well. Everyone gets it"
![Dale-Pollak_eversheds-sutherland-1](https://www.askcody.com/hs-fs/hubfs/Customers/Eversheds%20Sutherland/Dale-Pollak_eversheds-sutherland-1.png?width=300&name=Dale-Pollak_eversheds-sutherland-1.png)
The AskCody Solution for Corporate and Public Offices
- Simplified Booking Process
- Real-Time Availability and Advanced Search Features
- Mobile Functionality
- Visitor Management Integration
- Office floorplans and room displays
- Analytics and Insights
- Enhanced Collaboration
- Integrated meeting service management and Advanced Service Cataloging
- Impact on Organizational Culture
- Set and forget; book once and everything is updated when the meeting is rescheduled
It’s not about how easy it is to schedule a meeting; it’s about how easy it is to run successful meetings by managing the entire meetings journey. You see, it’s not about how easy it is to book or schedule the meeting in the first place; it’s about how easy it easy to manage the meeting, ensuring that the meeting starts on time, every time.
Meetings are dynamic, and in a complex environment like Corporate Offices, meetings are rescheduled or edited multiple times, before taking place. With follow-the-meeting intelligence, everything is updated automatically notifying all involved parties automatically when meetings are edited or rescheduled.
![iStock-1214358338-1](https://www.askcody.com/hs-fs/hubfs/iStock-1214358338-1.jpg?width=300&name=iStock-1214358338-1.jpg)
Spend your time on what matters to the business, not scheduling meetings
Common questions from Coporate and Public Offices?
Yes, you have multiple settings to ensure privacy and confidentiality.
You can setup private meetings to ensure information is kept confidential.
There are also many options in the Visitor Management solution to ensure privacy and confidentiality.
Yes, with delegated access or shared access to calendars as configured in Microsoft Outlook.
Delegated Access gives access to the entire account, including calendars and email.
Shared Access gives access to calendars (i.e. can't send emails on behalf of other people).
Meetings are canceled, rescheduled, postponed, or relocated all the time. That’s why all the assigned resources such as catering, AV and telepresence, meeting room equipment, and table arrangements follow the meeting if it is rescheduled. If a meeting is canceled, the assigned resources will be released automatically. The kitchen or the AV provider will be notified immediately from the AskCody Management Portal.
AskCody is not just Outlook add-ins or meeting room booking system features. It's a complete Platform with a backend designed to make the meeting experience more efficient and effective than ever for providers of meeting services, office managers, facilities managers and real estate owners.
Office Managers can use the AskCody room reservation system to manage additional resources, workflows, items, bookings of corporate kitchens and canteens, and accept or reject bookings. Kitchen and facility managers can view at a glance what they need and how many people need meeting services, as well as the location. Now they have an instant one-stop interface with an updated overview in real-time.
Your IT or Finance department will love the ease-of-use associated with the data export in AskCody. Data is simply exported to incorporate with accounting, databases, and ERP through simple CSV exports or by leveraging the AskCody API.
Yes, you can support a decentralized room booking process with AskCody. Some users can request rooms with others empowered to approve their requests.
Learn more in this support article, user roles and membership hierarchy.
Let's show you how it's done!
Achieve meeting excellence and improve operations with AskCody