Add-On Products Customer Case Study
Overview
Industry: Pharmaceutical
Customer Profile:
One of the largest pharmaceutical companies in the world, this organisation strives to provide vaccines and medicines to the earth’s 7 billion inhabitants. The company has offices in 100 countries and employs over 110,000 people who work to uncover treatments for the diseases we know about today, as well as those we may face tomorrow.
Business Situation:
This global healthcare leader had a complex scheduling environment, owing to its size and geographic dispersion. The company sought an all-in-one solution for booking meetings, managing on-site equipment, and ordering associated services.
Solution:
This pharmaceutical giant implemented Resource Central for Microsoft Outlook® and Exchange to streamline the booking of conference rooms and associated services in multiple locations. The company also purchased Ariadne and Digital Sign Client to effectively manage digital signage and link its Microsoft Outlook® and Exchange calendars with its digital signs.
Global Scheduling for 10,000 Conference Rooms
“With the opening of its prestigious new headquarters, this leading pharmaceutical company sought a more robust scheduling tool that would improve internal communications and facilitate the process of booking video conference rooms and meetings at multiple sites.”
Quick Facts
The company was unveiling its new corporate headquarters and needed a booking solution to simplify scheduling and organizing meetings. Initially intended for 60 conference rooms, the solution was later expanded globally.
The software needed to manage on-site equipment, catering, and IT services, and be scalable across international offices.
The Need for a More Capable Booking System
The previous booking system couldn’t efficiently handle cancellations or changes. Rooms were left unused, and service providers arrived for meetings that had been cancelled, resulting in wasted resources and costs.
Why Resource Central?
After evaluating several options, the company selected Resource Central for Microsoft Outlook® to automate meeting scheduling. The solution provides a quick overview of available rooms, including capacity and floor plans, and allows meetings to be scheduled in under two minutes.
Resource Central sends order receipts to service providers and handles all changes automatically. It also links video conference rooms across locations, reducing travel time and expenses.
The company expects to eliminate scheduling errors, optimize space usage, and reduce overhead costs, especially in high-cost cities.
Effective Digital Sign Management
The company also implemented Digital Sign Client and Ariadne. Ariadne manages digital signs and displays branding, visitor logos, product promotions, and meeting info. It can also stream multimedia outside high-profile rooms.
Digital Sign Client integrates with Microsoft Outlook® to automatically update meeting info on digital signs. It supports real-time updates and is compatible with iPad and Android devices.
These tools have been deployed at the new headquarters and are being rolled out to 1,000 rooms in Paris.
“Before Resource Central, the room sat empty and service providers showed up for meetings that weren’t happening, costing the company money and wasting vital space.”
Key Advantages
- Enhances existing infrastructure
- Allows staff to schedule meetings quickly and efficiently
- Enables staff to order all associated services directly through Microsoft Outlook®
- Provides a comprehensive overview of meeting rooms and other resources at multiple sites
- Handles changes and cancellations with ease
- Offers a broad range of customization options
Easy Integration
Resource Central integrates seamlessly with existing IT infrastructure and Microsoft Outlook®, making it easy to implement and use. Staff can continue using familiar tools while gaining new functionality.
During acquisitions, Resource Central allows the company to manage new resources without merging IT systems, offering flexibility and scalability.
Tailor-Made Solutions
The company worked with Add-On Products to customize Resource Central, including support for 10 core languages and dual-byte characters. Add-On Products recoded the tool and provided translations to meet specific needs.
The Next Step
Although ROI is still being calculated, the company’s positive experience has led to plans for a global rollout. Over the next year, Resource Central will be deployed to 10,000 conference rooms across 120 offices worldwide.
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