The Secret to Flawless Meetings?

The Secret to Flawless Meetings?

Larry Goldman and Billie Hawkins

EMS Software

Friday, October 5, 2016

Scheduling with EMS Software

© 2016 EMS Software, LLC2

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 within a day


Overview

• EMS: Enabling the Workplace of the Future

• Why Scheduling Software for Law Firms

• The Meeting and Event Lifecycle

• Demonstrations

• Customer Case Study

• Questions

WE HELP PEOPLE CREATE GREAT MEETINGS

EMS Software

• Founded in 1986

• Denver, CO

• 2,200 Customers

• 75+ Countries

• 95% Customer Retention

• 25%+ Annual Growth

• Profitable

Quick Facts Law Firm Customers

Data collected and verified by:

Why Law Firms Partner with Us

• Greatest Depth and Breadth of Functionality

• Fastest and Easiest Way to Schedule a Meeting and Event

• Proven 8-12x Return on Investment

• Exceptional Customer Experience

10 of the top 20 firms in the 2016 Am Law 100

5 © 2016 EMS Software, LLC


Capabilities by User Type

EXPERT USERS*

EVERYDAY USERS• Create reservations• Change or cancel reservations• Reserve unmanaged space• Invite attendees• Request managed spaces,

services, & resources• Check in to spaces

• Track resource usage• Resolve conflicts• Create alerts• Delegate permissions• Confirm orders• Approve requests• Send change notifications• Link services & reservations

* This is an abbreviated list of activities

• Distribute daily worksheets• Configure services• Generate invoices• Print badges• Bill to providers• Generate resource reports• Create utilization report• Export data

THE FLAWLESS MEETING

Reasons Why Meetings Fail

• Appointment conflict

• Meeting runs over time

• No notice that a room needs to be cleared or reset

• Meeting size grows and needs to switch rooms

• Last-minute (ad hoc) changes that cannot be accommodated

• Video conferencing isn’t ready, takes too long, or fails

• Security doesn’t know about visitors

• Visitors cannot find the meeting room

• Privacy of meeting is not maintained8 © 2016 EMS Software, LLC

MEETING AND EVENT LIFECYCLE

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EMS: Streamlining the Lifecycle• The lifecycle covers meetings,

events, and even the use of a workspace.

• These are the 5 critical steps to creating a great meeting or event:

• Schedule• Service• Host• Attend• Follow Up

• Not all events and meetings will go through every stage

The Meeting/Event Lifecycle: Schedule

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Make, Edit and Approve Reservations for All Spaces

© 2016 EMS Software, LLC

Simple Case: Making a Booking

• Attorney wants to a reserve a room for an internal meeting• Assistant sends an email,

• Drops off a note, or

• Uses an online template

• Five attendees

• No services, but does need room setup

• Needs a whiteboard

DEMO


Simple Case: Flawless Scheduling

• Selected room with the right resources

• Reservation made with a few clicks

• Potential appointment conflicts eliminated before they could occur

• Confirmations sent to requestor


The Meeting/Event Lifecycle: Service

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Coordinate Resources & Manage Services


Advanced Case: Booking with Services

• Partner wants to a reserve a room for a client meeting

• Meeting will take four hours

• Ten attendees in office

• Also video conferencing (VC) for satellite office (same time zone)

• Require coffee and juice in morning and lunch, and special request for refills during breaks

• Requires setup and takedown time

• Include agenda


DEMO

Advanced Case: Flawless Service

• Reserved two rooms and ordered all services in a single solution

• Software filtered rooms to show only those that accommodate VC services

• Ordered catering and sent confirmation

• Linked services and bookings

• Attached details to reservation – everything is in one place


QUESTIONS?

17

The Meeting/Event Lifecycle: Host

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Communicate with Attendees & Others


Advanced Case: Hosting Details

• Meeting is in two days

• You need to review and validate the reservation

• Partner’s assistant ups the number of attendees to 14 people!

• Also need the option to extend the meeting, should it run over


DEMO

Advanced Case: Flawless Hosting

• Confirmation email sent to host and meeting details validated

• Change notifications sent out for room and catering

• Daily setup worksheets are automated for day of meeting

• In the case of a cancellation, notices would have been automatically sent – and Outlook would have been updated


The Meeting/Event Lifecycle: Attend

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Manage Visitor and Attendee Check-in


Advanced Case: Attendance Details

• Meeting is today!

• Security needs to know who is coming

• Badges must be printed and ready

• Attendees (may) need to locate rooms

• Meeting should have no disturbances

• Video conferencing must be running at start of meeting

• Air conditioning should be ready


Advanced Case: Flawless Attendance

• Sent meeting alerts

• Facilities crews were alerted to setup and takedown at start of day with report

• Catering all ready

• Printed badges ready

• Room Sign App appropriately displayed the level of meeting detail required to ensure privacy

• HVAC integrated with scheduling system


The Meeting/Event Lifecycle: Follow Up

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Revenue Tracking, Billing and Utilization Reporting


Advanced Case: Follow-up Details

• Meeting is successfully completed!

• Need to make sure that teardown happened

• Automatically generate service report

• Automatically generate post inventory report

• Wait! Partner wants to schedule identical meeting next month

DEMO


Advanced Case: Flawless Follow-up

• Billed to correct client-matter numbers

• Automatic reporting

• Set up follow-up meeting with copy and paste


Additional Benefits

• Create recurring meetings

• Track and change time zones for inter-office and global meetings

• Segment offices such that rooms, resources, and services are viewed by appropriate level of administrator

• Delegate permissions during absences

• Swap meeting locations

• Reactivate cancelled meetings

• Create waiting lists


Benefits Throughout the Lifecycle

INCREASEPRODUCTIVITY

ATTRACT ANDRETAIN PEOPLE

REDUCECOSTS

DIFFERENTIATEYOUR BRAND

Eliminate the steps needed to manage a

meeting and improve the overall communication

of your business

Create meetings and events that draw

people and deliver the services they need

and expect

Reduce operational costs and waste with an

integrated platform

Execute flawless events and provide a memorable meeting

experience


CUSTOMER CASE STUDY


Customer Case Study

$2.15B in Revenue

3,400 Employees

12 Global Offices

A HIGH PROFILE, GLOBAL LAW FIRMChallenges

• Lack of visibility into all meetings and events happening now and in the future and into the use of resources and meeting related services that were being fulfilled.

• Experienced a breakdown in communication among departments required to manage a meeting or event.

• Sought a meeting and room scheduling solution provider to help solve these issues and provide excellent customer support.


Customer Case Study

$2.15B in Revenue

3,400 Employees

12 Global Offices

A HIGH PROFILE, GLOBAL LAW FIRMResultsWith EMS Software, this law firm:

• Significantly reduced costs by increasing their overall space utilization and by consolidating the number of systems used to schedule and manage a meeting into just one solution.

• Increased productivity by reducing administrative time spent managing meetings

• Differentiated their brand by creating positive meeting experiences with prospects, partners, and customers, and by enabling their space to reflect their firm’s personality and organizational culture.

• Realized a return on their EMS investment (ROI) within three months.

QUESTIONS?

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Next Steps

View our latest article, based on law firm customer interviews:“How Law Firms Achieve Flawless Meetings”

Contact us directly for additional information:• Larry Goldman – [email protected], 303.713.3399

• Billie Hawkins – [email protected], 303.850.8654

http://pages.emssoftware.com/lp_flawless_meetings_paper.html

mailto:[email protected]

mailto:[email protected]

The Secret to Flawless Meetings?

Business

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