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# 208862 2-Mar-2017 15:59
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Meeting rooms are becoming a bit of a problem for us at work with squatters, over-stayers and interrupters.

 

We have Office 365 and all the meeting rooms are available to be viewed and booked through Outlook, but the biggest problem is the meeting rooms are the only place in our open plan offices to either have a private phone call/conversation or get away from work interruptions and noise.  This is likely to get worse as we look towards a possibility of renting space on another floor as office space.  At the moment in our Wellington office we only have 5 meeting rooms but there is a high throughput from unscheduled use.  I know it's not many but that is actually part of the problem which makes them sought after.

 

While at other customer sites, I have seen digital signage on the door/wall (tablet in a holder running an app) that clearly displays if a room is booked, for how long and by whom.  It also has the option to press a couple of buttons to create and "impromptu" meeting - great for a phone call or quick conversation.

 

I've looked online but the details around pricing are scarce and none of them appear to have an NZ presence.  Some have central management and phone apps to simplify the booking along with analytics on usage. Some other great features are "check-in" where if the room is not used the booking is released stopping the bookings for recurring meetings that get verbally cancelled or the ability to extend/shorten at the touch of a button.

 

My question then is do you have any experience with such a system in NZ? If so what kind of cost to implement and ongoing fees/subscriptions? Do they work or is it just lipstick on a pig and the same problems remain?

 

Many thanks





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  # 1729009 2-Mar-2017 16:28
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I'd been looking at putting in one of these https://joanassistant.com/

 

But the pricing is much higher now than the early adopter pricing I was originally looking at

 

Some of the system integrators i.e. VideoPro would be able to supply stuff like with Crestron touch screens or similar, not sure what else is out there

 

EDIT: Nice thing about Joan is the simple DIY installation, recharge batteries occasionally. Can self host on premise or $5 EUR/month for hosting.

 

I suspect be able to get a decent discount on the pricing if enquiring about it, have seen 15% off the manager one leading up to end of the year  on their mailing list




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  # 1729019 2-Mar-2017 16:45
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jnimmo:

 

I'd been looking at putting in one of these https://joanassistant.com/

 

But the pricing is much higher now than the early adopter pricing I was originally looking at

 

Yes 400 Euros does sound a lot, but if there are no ongoing costs it's not too bad especially if you don't need to supply a tablet on top.

 

Thanks for the suggestion.





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  # 1729034 2-Mar-2017 17:09
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Can you setup the rooms in O365 and use some cheap tablets to just permanently display their calendars?

 

 

 

In portal:

 

Admin > Resources > Rooms & equipment

 

 

 

?





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Antonios K

 

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  # 1729038 2-Mar-2017 17:15
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antoniosk:

 

Can you setup the rooms in O365 and use some cheap tablets to just permanently display their calendars?

 

In portal:

 

Admin > Resources > Rooms & equipment

 

?

 

 

Yes, but the great part of the delivered solution is it stops someone coming along and using the tablet for something else and not putting it back on the meeting page.  I like the simplistic and very visual interfaces of the solutions.  You also need Admin rights of the room which means someone could see the full meeting details and "steal" the room by cancelling your booking.

 

Thanks





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  # 1729063 2-Mar-2017 17:53
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Adapt the dye packs they put in cash containers during transit.

 

Overstay your allotted time by more than 90 seconds and .... pow! Emerge covered in orange dye...!






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  # 1729203 3-Mar-2017 01:53
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I don't know much about them but have you seen the Evoko ones?




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  # 1729205 3-Mar-2017 03:02
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We use Robin here with an iPad mini on the wall by each room.  

 

https://robinpowered.com/

 

Then we have these mounts: https://hecklerdesign.com/wall-mount-for-ipad-mini which have a PoE to Lightening adapter built in. 

 

 

 

Does the problem still happen? Yes to some degree. Out meeting rooms are all glass though, so people can usually see someone else is waiting outside the meeting room and move out. There is always the odd exec who doesn't play by the rules of course.....




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  # 1729417 3-Mar-2017 14:02
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Geektastic:

 

Adapt the dye packs they put in cash containers during transit.

 

Overstay your allotted time by more than 90 seconds and .... pow! Emerge covered in orange dye...!

 

 

Funny, unfortunately there would be non-management casualties!  Myself included...





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  # 1729420 3-Mar-2017 14:05
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Thanks

 

I've forwarded the suggestions on as a preliminary proposal to start the discussion at least.  Thinking about both Wellington and Auckland the cost could be prohibitive - may have to prioritise the biggest rooms to generate need for the other rooms.

 

I think that once they use the system they will be sold on the benefits.





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  # 1729439 3-Mar-2017 14:49
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To encourage more efficient meetings, introduce "Meeting Points Bingo".

 

 

 

Every staff member has a weekly allotment. Each point is redeemed for a meeting booking (x points per 15 minutes or something).

 

Meetings running over deduct points at double rate.

 

Meetings finishing early get bonus points.

 

Points tallied monthly and redeemed for prizes or free coffee etc. with more points being better. Worst offenders required to pay the company bar tab at quarterly staff get togethers...






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  # 1729453 3-Mar-2017 15:05
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We've got an Evoko unit, expensive, unresponsive but it kinda works for its purpose... it could just be a lot better than what it is.

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