EMS Software: Enabling the Workplace of the Future
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EMS Software: Enabling the Workplace of the Future From Webinar July 21, 2016 Employee experience is one of the most important components of a comprehensive Workplace of the Future strategy. Workplace flexibility, hoteling, activity-based workspaces — all of these must be provided to employees in a seamless, easy way.
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EMS Software: Enabling the Workplace of the Future
- 1. EMS Software John Fitzgerald – Product Marketing Billie Hawkins – Solutions Consultant EMS Software July 21, 2016 We Help People Create Great Meetings
- 2. A Few Housekeeping Items • Your lines will be muted during the webinar • Please submit questions via the Q&A box on the right side of your screen • Recordings will be emailed to attendees on Friday, July 19th © 2016 EMS Software, LLC2
- 3. Overview © 2016 EMS Software, LLC3 • Changing Nature of Work • The Workplace of the Future • Demonstration • EMS: Enabling the Workplace of the Future • Customer Case Study • Why EMS Software • Questions • Quick Survey
- 4. The Nature of Work Is Changing © 2016 EMS Software, LLC4 Three generations now make up the workforce. There is an increased need for collaboration and innovation. Employees are demanding work-from-anywhere flexibility.
- 5. © 2016 EMS Software, LLC5 With Impacts Felt Across The Office Office space is shrinking because of costs. Hoteling and open floor plans are the norm. Candidates view the office as part of their job hunting criteria. The office has to be cool, open and social – while still being an office.
- 6. © 2016 EMS Software, LLC6 By Everyone In The Office “Expert” Users “Everyday” Users Event Coordinators Facilities Real Estate Employees
- 7. Challenges Organizations Face Today © 2016 EMS Software, LLC7 Your everyday users… • Want to quickly and easily schedule a meeting. • Need to work in the right place at the right time. • Do not want to have to use multiple tools to find a place to work and meet. Your expert users… • Struggle with supporting multiple responsibilities. • Use multiple systems and manual processes to manage facilities, resources, and services. • Just want one tool to help them do their job. Your bottom line… • Cost of real estate continues to rise. • Spaces are either over-utilized, under-utilized, or both. • In-office productivity by employees needs to be maximized.
- 8. Answer: The Workplace of the Future © 2016 EMS Software, LLC8 People, Culture, & Organizational Structure Place & Space Tools & Infrastructure SOCIAL TECHNOLOGICAL PHYSICAL
- 9. © 2016 EMS Software, LLC9 WHAT DOES THE WORKPLACE OF THE FUTURE LOOK LIKE?
- 10. © 2016 EMS Software, LLC10 • 8:30 AM – Joe checks-in by using his badge to enter the building. A Work Day in the Life • 8:35 AM – Reserves a workspace for the day. • 10:00 AM – Attends a team meeting with local and remote staff. • 4:25 PM – Schedules a customer visit in the executive briefing center. • 1:40 PM – Schedules a private room to take call with his financial advisor. • 3:15 PM – Uses a digital sign to reserve a huddle room
- 11. DEMONSTRATION 11
- 12. Enabling the Workplace of the Future © 2016 EMS Software, LLC12 Microsoft Outlook Mobile App Web App Room Signs Kiosks Exchange/ Outlook Video Conferencing AD/LDAP HRIS SIS Facility Management Systems Building Automated Controls
- 13. EMS Software Delivers © 2016 EMS Software, LLC13 Meeting and Room Scheduling Event Management Office Hoteling Classroom Scheduling Utilization statistics Integration Services
- 14. Return on Investment Realized in: © 2016 EMS Software, LLC14 84% of Customers Achieve ROI in Less than 12 months < Data collected and verified by:
- 15. Customer Case Study © 2016 EMS Software, LLC15 98% Reduction in Help Desk Calls with EMS 6,000 Employees 60 Offices Pension system market leader, managing the accounts of 2.3 million participants Challenges Results • Managing hundreds of meetings and video conferences daily across 300 meeting rooms. • No visibility to track room utilization. • Reservationists and employees struggled to book rooms in an efficient manner. • A/V department needed detailed inventory and tracking. With EMS Software, TIAA achieved: • A 98% reduction in requests to an outsourced help desk by enabling users to make their own reservations, translating to significant cost reductions. • Improved communication between TIAA and its catering providers. With EMS, users have access to menu details, service orders, and billing information. • Reduced administrative effort by reallocating staff from event planning and logistics to more customer-facing responsibilities.
- 16. Customer Case Study © 2016 EMS Software, LLC16 $18B in Revenue 55,000 Employees 6.2M Customers A leading communications, media, and automotive services company. Challenges Results • Scheduling a meeting required the use of multiple scheduling and resource management systems. • No integration with Microsoft Outlook. • Major resource management systems, such as video conferencing and catering, operated in silos which lead to manual processes and inefficiencies. With EMS Software, Cox Enterprises: • Increased productivity for end users by spending less time scheduling meetings while using Microsoft Outlook. • Reduced administrative effort scheduling and managing meetings by using a single system. • Improved meeting attendee communications with more meetings started on time.
- 17. Customer Case Study © 2016 EMS Software, LLC17 $36M Saved per Year with EMS 400K Employees 21M Square Feet of Space One of the 10 largest private US-based companies with branches in more than 100 countries Challenges Results • Existing hoteling solution software provided no visibility into whether the booked space was used as planned or at all. • No visibility into critical information about their actual space utilization. • Suspected that space was often forgotten, abandoned, or reserved as a contingency plan. With EMS Software, the firm: • Captured utilization rates that revealed utilization rates of only 49% for assigned offices and transient employees used only 67% of the hoteling space. • Discovered that 1,600 workspaces were vacant daily. • Able to dramatically reduce their real estate costs – resulting in annual savings of $36 million.
- 18. EMS Software 18 • Founded in 1986 • Headquarters in Denver • 2,200+ Customers • 75+ Countries • 95% Customer Retention • 25%+ Annual Growth • Profitable Quick Facts Select Enterprise Customers Data collected and verified by: Why Customers Partner with Us • Greatest Depth and Breadth of Functionality • Fastest and Easiest Way to Schedule a Meeting • Proven 8-12x Return on Investment • Exceptional Customer Experience
- 19. © 2016 EMS Software, LLC19
- 20. With EMS Software You Can INCREASE PRODUCTIVITY ATTRACT AND RETAIN PEOPLE REDUCE COSTS DIFFERENTIATE YOUR BRAND
- 21. QUESTIONS? 21
- 23. Customer Case Study © 2016 EMS Software, LLC23 $64.4B in Revenue 64,000 Employees Offices in 90 Countries American multinational insurance corporation with more than 88 million customers in 130 countries. Challenges Results • Existing approach to scheduling was based upon inefficient manual processes. • No visibility into about space utilization, such as when and how often rooms were being used. • Meetings were being disrupted with time being focused on resolving unfulfilled service needs. With EMS Software, AIG: • Increased productivity by consolidating the number of systems used to schedule and manage a meeting into just one system. • Increased employee satisfaction by creating an environment where employees choose when, where and how they work. • Was able to differentiate their brand by creating positive meeting experiences with prospects, partners, and customers.
- 24. Customer Case Study © 2016 EMS Software, LLC24 4,000 Meetings per day 50% Time Savings with EMS 27,000 End users use EMS A global, Fortune 500 financial lender that offers financial assistance for individuals and businesses of all sizes. Challenges Results • Drowning in time-consuming manual processes, with frequent double-bookings for the same space. • Hundreds of hours wasted annually managing and booking meetings. • Individuals were responsible for manually scheduling meetings and coordinating available space. With EMS Software, the lender: • Enabled employees to increase their productivity with a more efficient approach to booking and managing meeting space, services, and resources. • Reduced scheduling time by 50%. • Manages more than a million reservations per year with 27,000 registered users.
Hinweis der Redaktion
- Today, three generations evenly make up the workforce: 29% baby boomers, 34% gen x’ers, and 34% millennials. (Pew Research Center). Each generation has distinct workplace expectations and preferences. There is an increased need for collaboration and innovation between employees. Knowledge-based work has surpassed task oriented work by 2:1. 82% of white-collar workers feel they need to partner with others throughout their workday to get work done. 38% of workers say there isn’t enough collaboration in their workplace. There’s a demand for work-from-anywhere flexibility. Being in the office from 9 to 5 everyday is a thing of the past. From flexible work time, to working from home (or even a coffee shop). 87% of people say flexibility is important or very important. 45% of millennials would accept a lower salary for a flexible workplace.
- The office is no longer a sea of cubicles with offices for the bosses. The modern office is built around creating the right spaces for employees. Office space is shrinking because of costs. A single workspace costs $8,000 to $14,000 per year (JLL). The amount of square footage per employee is declining – from 225 square feet to 100 square feet in the last 5 years. (CoreNet Global). Hoteling and open floor plans are the norm. Organizations are rethinking the office by adding in a variety of defined workspaces designed for specific work activities, such as huddle spaces and quiet areas. Job candidates view the office as part of their job hunting criteria. 42% of candidates decline offers with the physical office being a reason. The office has to be cool, open, and social – while still being an office. The office can have the foosball table and espresso machine, but it still needs to be a place for people to do their jobs. The office needs to provide the right spaces for the different types of work that employees need to do. The office is also an extension of your brand – it’s the place where your employees should want to come to work – but it is also where your customers and partners come to visit you. Every interaction with your customers has to be professional – from coming to and interacting with your office to the execution of a meeting. It’s a bad experience for guests to wait in the lobby while you to make sure there is a room to meet in.
- When it comes to scheduling, whether classes, meetings, or events, we broadly define the people doing this into two groups: (1) Expert users who have command of a larger number of tools and resources for managed spaces, and (2) Everyday users who schedule mostly self-service / unmanaged spaces. Expert users include those who coordinate campus events, registrar employees that schedule class spaces and service groups that provide or work with AV, IT, the physical plant and catering. Everyday users are often casual or impromptu groups who require a space and little else.
- Given the office changing, our customers are facing three main challenges across their organizations. Employees want to schedule meetings and workspaces. Expert users need to plan meetings, events, and more. Management needs to keep watchful eyes on the bottom line. All employees – the everyday users -- need to find the RIGHT place at the RIGHT time for the RIGHT type of work. The hoteling cube for working during the day, the quiet room to take a call, or a collaboration space to work on a project with coworkers. Their biggest pain point? They just want to book the room or space with the resources and services they need. They need the process be easy – not time consuming. In fact, 70% of workers say they can waste up to 15 minutes every time they want to look for a place to meet. They do not want to deal with double-booked rooms or workspaces – they just want to get stuff done. Studies show that an average employee attends 62 meetings per month which averages 23 hours per week in meetings. This is more than half of a 40 hour work week! 8 of those hours are wasted due to poorly run meetings, including meetings that don’t start on time because the room wasn’t booked, the location of the meeting was unclear, the services didn’t arrive or it wasn’t set up to spec. 38% of workers say there isn’t enough collaboration in their workplace – the culture and / or the physical space didn’t support or encourage it. We also hear from expert users – those who plan events, run conference centers, and more. Many times they wear multiple hats and deal with too much paperwork and manual processes to get stuff done. Their main painpoints are the multiple, silo’d tools, like Outlook, emails, excel spreadsheets, homegrown solutions, to schedule meetings and communicate with stakeholders. They want and need to be more efficient so they can spend more time with customers and clients and adding the finer touches that make meetings with your organization memorable. And finally, the bottom line. After employees, real estate is most often an organization’s 2nd largest expense. Organizations need to make sure that they are getting the most out of their real estate. Spaces need to be at peak utilization for the activity that users need to do. Organizations are moving to replace their permanent desks with hoteling and collaborative, activity-based workspaces to achieve sizable real estate and operational cost reductions. So how do you transition from the challenges of the traditional workspace to what your employees need today? By embracing the workspace of the future.
- To keep pace with the demands of the new work paradigm, organizations are developing new workplace strategies, often called “The Workplace of the Future.” The Workplace of the Future is built upon three pillars -- Social, Technological, and Physical needs of today’s workforce: The Social aspect of the Workplace of the Future creates spaces that is purpose-oriented and supports the highly collaborative needs of workers. The workplace needs to give users choices and flexibility – while still being innovative and “cool.” It needs to be a place employees want to go – not dread (or avoid) going to. The Physical aspect of the Workplace of the Future is all about the place and space that is offered to employees. People come into the office to be with others, work with their teams and attend meetings. It’s more organic and less structured in response to the need for more flexibility and reduced hierarchy. Gartner is calling this the rebirth of the office where people want to come to the office, so the office has to evolve to meet their needs. The office space must support: Collaboration. In traditional offices, space dedicated to individual work often accounts for 80–90% of the total area. Now, organizations are planning workplaces with more team shared spaces and less space dedicated to individual work – as much as 50% decrease in dedicated individual work space in some cases. Socialization. We go into the office to see people, forge and maintain relationships. To accommodate this need, we foresee a continued expansion in work settings analogous to gathering places in the home—living room, den, kitchen table, and backyard patio. Concentration. People still need areas for heads-down work. We can learn from the university library model, where people occupy an open environment with protocols that maintain a quiet atmosphere. Mental breaks. People need areas for rest and reflection. Spaces such as nap rooms, exercise areas and gardens can serve this function. Studies have shown that taking short breaks during the day can yield increased effectiveness. The final component of the Workplace of the Future is the technology and tools that enable it. Workers today are tech-savvy. Bring your own devices (BYOD) policies enable users to use their smartphones or tablets for work. Internet of Things (IoT) devices are popping up to help connect people to technology. Technology must support the employees’ need to work from anywhere while in the office. IT must consider things like: Employees need to always be connected. The wireless network needs to support Wi-Fi access in every nook and cranny of an office – even outside. They need collaboration platforms for chat, the ability to share screens and instant video solutions, like Microsoft Skype for Business. White noise or noise control solutions critical to an open floor plan. Employees need a solution to reserve spaces to meet and do work, check-in so that unused rooms and spaces can be utilized by others, occupancy sensors for free / busy information and so much more. In addition to the technological needs inside the four walls of the office, it needs to support workers who aren’t in the office. It needs to support Remote access and collaboration for people to work anywhere, anytime. This could be a home office or public places, such as a library, coffee house, hotel lobby, or airport lounge. The overall goal for the Workplace of the Future is to align work patterns, processes, and environment (physical, technological, and social) to maximize employee engagement and productivity, customer interaction, and operational efficiency.
- So, what does the workplace of the future look like. Let’s take a look at a day in the life of someone working in the workplace of the future
- Let’s take a look at a day in the life for Joe. Joe comes in and uses his badge to enter the building. He then uses his mobile app to check into his workspace for the day. Behind the scenes, his office phone line is routed to that desk, and the use of the workspace for the day is recorded. At 10 am, he attends his team meeting in a conference room. Remote participants are connected via video conferencing. A light breakfast and coffee is already set-up and ready in the room. The room sign outside of the conference room states that the room is in use and lists the meeting name and meeting organizer. Needing some privacy to talk about his investments, he uses Microsoft Outlook to book a phone booth to have a conversation with his financial advisor. After hearing good news from one of his prospective customers, he gathers his team for an ad-hoc meeting his team in a huddle room. They get together to put together an agenda for customer visit. After putting together the agenda and synchronizing with his team, he schedules his customers visit to the executive briefing center (EBC). He completes an online request for the meeting including the date, time, number of attendees, A/V equipment, seating configuration, and catering requests. A workflow is kicked off with the EBC manager and the extended team of facilities, media services, catering and others to ensure all meeting resources will be ready before the meeting begins. So, what enables this to happen for Joe in a Workplace of the Future environment??
- So, what does the workplace of the future look like. Let’s take a look at a day in the life of someone working in the workplace of the future
- Making all of this work seamlessly is where EMS Software comes in. Across the bottom, we have all of the systems that an organization might use to automate their Workplace of the Future. There is Microsoft Outlook, Exchange and other tools from Microsoft for calendaring and collaboration, video conference tools to connect with other office locations or remote employees, Active Directory or LDAP as the system of record for employees and the groups they belong to, Human Resource Information Systems, Student Information Systems, Facility Management Systems, and Building Automated Controls. All of these systems are components that build the Workplace of the Future. Across the top, we have all of the tools that end users will need to interact with this new workplace. There is Microsoft Outlook, mobile apps, web apps, room signage and kiosks, all of which users will leverage to reserve the different meetings, rooms, resources and services they need to get their work done. Tying all of these system and tools together is where EMS Software comes in. With pre-built integration to these systems, you can provide the tools needed to support a Workplace of the Future.
- EMS Software makes it easy to schedule and manage any type of meeting, from a simple team meeting to a complex executive briefing requiring room set-up, catering, and video conferencing. Only EMS combines the fastest and easiest way to schedule a meeting with the greatest depth and breadth of functionality. Meeting and Room Scheduling – Enabling users to quickly and easily find and book rooms for any kind of meeting. Users can filter available meeting rooms by location, capacity, available resources and services, and more. Office Hoteling – Helping employees find their ideal place to work. They need the process to be fast and easy so they can book space and support their flexible, activity-based workplace. With EMS Software users can search for, view and reserve available space from the floor plan from an application or via a kiosk. Employees can reserve rooms near co-workers or teams. Event Management – Eliminate the need for multiple, disjointed systems and manual processes which can be expensive, wasteful, and embarrassing situations. EMS helps manage rooms, resources, services, people, and everything in between using one system — enabling the easy execution of flawless events while saving time and money. Your office is your brand and executing flawless meetings is key. Classroom Scheduling – For our enterprise customers with training centers, we offer tools to schedule training classes. The solution helps to schedule classes according to room size, equipment, location, instructor preference, and availability. EMS classroom scheduling automates that labor-intensive manual process — saving valuable time and increasing productivity. Utilization Statistics - EMS delivers over 100 powerful reports to give you visibility into how, when, and by whom, your space is being used and inform decisions around real estate reduction or expansion. It helps gain an understanding of what a room is commonly used for by analyzing the most popular meeting types and helps you identify trends in room usage to help you make decisions on what types of spaces you need Integration Services – As mentioned on the previous slide, EMS software integrates with your existing systems and offers APIs to work with many of the tools in your existing IT portfolio.
- We work with an independent third-party survey company, TechValidate, to query our customers about their experiences with EMS Software. One recent data point that we have collected – and we’re really proud of it – is the return on investment that our customers realize by using our products. 84% of our customers see an ROI on their investment in less than a year. Over time, our customers have seen an 8 to 12 times return on investment with EMS Software as measured by the countless value analysis exercises that we’ve done with customers and prospects. This is realized with an increase in productivity in the time users spend to schedule a meeting, a decrease in administrative effort, and a reduction in their operations and real estate costs. Then there is the harder to measure, but still important impact on your brand. While hard to measure, your office and the experience that your employees and visitors have is crucial to what your company represents. What I would recommend would be to go to techvalidate.com and search for EMS Software. You can see what our customers say about EMS and our products in their own words.
- HUNDREDS OF COMPLEX MEETINGS DAILY TIAA employs more than 6,000 people working in 30 offices throughout the country. The company has about 300 meeting rooms, 150 of which are part of conference centers in New York, Denver, and Charlotte. Hundreds of meetings and events take place in these conference centers daily, as well as many video conferences between different locations. Each event has different space and resource requirements, ranging from the simplest of setups for a brief staff meeting to a long list of audio / visual equipment, catering and other services for a customer meeting. TIAA wanted a solution to accommodate its detailed scheduling process for the New York and Denver offices. Managers needed statistical reports to track room utilization, reservationists and employees needed rapid room scheduling, and the A/V department required detailed inventory and tracking. Most importantly, everyone wanted a solution that was powerful, flexible, and adaptable. OBTAINING EFFICIENT MEETING MANAGEMENT WITH EMS TIAA selected EMS Software as their meeting and room scheduling solution. Today, the TIAA process for reserving meeting space and allocating resources has resulted in: 98% reduction in requests to an outsourced help desk by enabling users to make their own reservations, translating to significant cost reductions. Improved communication between TIAA and its catering providers. Users have access to menu details, service orders, and billing information. Reduced administrative overhead by reallocating staff from event planning and logistics to higher value tasks like customer service ABOUT TIAA TIAA is the pension system market leader, managing the accounts of 2.3 million participants and 12,000 member institutions. In total, the organization ranks among the Fortune 100, based on assets under management.
- Inefficiency From Multiple Scheduling and Resource Management Systems Cox Enterprises used multiple systems to manage their meetings, rooms, and resources. This included Microsoft® Outlook and major resource management systems for things like video conferencing and catering. Cox sought to integrate all of their meeting, room, and resource scheduling systems onto a single platform, and looked for a solution with capabilities that best matched their requirements. Increased Productivity and Time Savings Cox Enterprises selected EMS for its capabilities, such as vendor management and Outlook integration, and has realized significant benefits. The time spent scheduling a meeting has been reduced, as well as the administrative effort spent managing meetings. Cox also improved their meeting attendee communications, resulting in more meetings starting on time. About Cox Enterprises, Inc. Cox Enterprises is a leading communications, media and automotive services company. With revenues of more than $18 billion and approximately 55,000 employees, the company's major operating subsidiaries include Cox Communications, Cox Automotive, and Cox Media Group. The company's major national brands include Autotrader, Kelley Blue Book, Manheim, Savings.com and Valpak.
- Determining space utilization A Big 4 accounting firm, one of the 10 largest private US-based companies with branches in more than 100 countries, needed to know how it was using 30 floors at its New York City headquarters. The firm suspected that space was often forgotten, abandoned, or reserved as a contingency plan. The firm used software that allowed the hundreds of employees visiting headquarters everyday to book temporary office space for hoteling. However, the software provided no visibility into whether the booked space was used as planned or at all. In general, the firm lacked critical information about their actual space utilization. Insight into space utilization reduces real estate costs After selecting and implementing EMS Software, the firm began capturing actual workspace and office usage. Using the check-in and reporting capabilities in EMS, the firm was able to compare bookings to actual use to determine true utilization rates. The results revealed that only 49% of assigned offices were being used, while transient employees used only 67% of the hoteling space — leaving 1,665 workspaces vacant daily. With this insight, the firm was able to reduce its real estate costs. It vacated six floors and sublet three for a savings of $85 million over five years. Furthermore, real estate moved from the firm’s second largest expense to its third. With 695 offices around the world, the firm continues to drive efficient use of its 21 million square feet of space. By expanding its use of EMS, the firm expects to save an additional $97 million over the next five years — translating to about $36 million in annual real estate savings. About Big 4 Accounting firm One of the largest private companies in the United States, this Big 4 accounting firm has 4,500 employees at its New York City headquarters. The firm has large real estate investments in most of the world’s most expensive metropolitan areas.
- Just wanted to talk a little bit about EMS Software, the company. We started in 1986 and are based in Denver, Colorado. We have a growing list of customer -- now over 2,200 -- around the globe. You can see some of our customers in the right slide of the slide and on our website. In addition, you can see some of the data that’s been validated by TechValidate about why our customers have partnered with us.
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- Finally, I wanted to conclude and talk about what our customers are seeing as a result of partnering with EMS Software They are increasing productivity by: By saving time enabling users to find and schedule the right room and the right people using a common tool. Reducing the administrative effort by eliminating the steps needed to manage a meeting with the most accurate information. They are able to attract and retain people: By offering a “Workspace of the Future” that supports an offer a flexible, activity-based workplace where candidates want to work and where employees love to work. They are seeing a reduction in costs By reducing your operating and real estate costs by helping to eliminate wasted space and maximize their existing real estate investments. Finally they are differentiating their brand By enabling them to deliver flawless meetings – by taking the guesswork out of meetings and providing a world class visitor experience.
- Drowning in time-consuming, manual processes A global financial lending organization employing more than 60,000 people across 100 countries averages 4,000 scheduled meetings daily. Prior to using EMS Software, the organization relied on individuals to manually schedule meetings and coordinate available space. This system was not only time consuming, but frequently resulted in double-bookings for the same space — wasting hundreds of hours annually. The organization wanted employees to book facilities quickly and easily while improving communications throughout their offices worldwide. Reducing meeting scheduling time by 50% results in productivity gains After evaluating multiple meeting and room scheduling software solutions, the organization selected EMS Software. EMS is used to manage more than a million reservations per year with 27,000 registered users. With EMS, the organization reduced meeting scheduling time by 50% — allowing employees to increase their productivity with a more efficient approach to booking and managing meeting space, services, and resources. About global financial lender Headquartered in New York, this global financial lender offers financial assistance for individuals and businesses of all sizes. A leader in their industry, this organization has been in business for more than 100 years and is one of the Fortune 500.