Strategic Meetings Management the future today?

May 2012

Agenda
Strategic Meetings Management Challenges

Goal of Clinic Introduce new solutions

Why the solutions of today have benefits?

The Solutions Live Demonstration

Questions & Answers Please ask questions as we go

Why people pursue Strategic Meetings Management Policies?

Benchmark
Process automation

Meeting Program Impact

3% - 6.5%

Area of Impact
Cost

Sourcing & Procurement

4.8% - 8%

Cost

Visibility & Control

2.4% - 5.5%

Cost

Compliance & Risk

1.6% - 5%

Cost

Meetings Effectiveness

0.5% - 5%

Revenue & Benefit

Total

12.3% - 30%

Cost & Benefit

SMMP Industry Trends

How big is the pie?

29% of internal driven by geocentric need

58% of external driven by lack of internal

Residential 99bn

68% of Hotel Meetings non residential

Non Residential < 30 delegates 24.8bn

Source: Grass Roots Meetings Industry ReportSource: BDRC Starcite Study

Internal and External Meetings

Why are they so painful? Can they be improved?
Internal Meetings
Internal Meetings 58% of external generated by lack of internal Thats a high failure rate Why?

External Meetings
Other areas Easy to access? Can you book freely online? Are they guarded vociferously? Are support services reliable? Is there a pecking order to acquire one? And if you over run? Your clients are late? Heavily utilised? Reality less than 30% High Amend & Cancel rate 30%+ Internal Meetings 90% supply are hoteliers Lack of quality IT No Online Inventory ~ whatsoever Other areas 21st century Wifi? 21st century Re-Charging for IPADs , IPhones Can you measure spend easily?

Why?

Monday & Friday too many internal rooms Tues-Thursday never enough The Real Estate & FM guys cant win!

High cost High Touch to phone & Book

Are they in all financial centres? Channels to book are high touch too ~ HBAs

Can you consolidate suppliers?

Is the Meeting Effectiveness always there? No automation, measurement, visibility or control

Future Customer Demands Merged Solutions

The whole unified Communications suite Large Meetings Small Meetings Internal Meetings Instant Messaging Audio Conferencing Video Conferencing From any device into the meeting

Manage all Meetings

Integrate all audio & visual

Integrate Meetings with travel

No longer all the travel to the meeting Book the meeting too!

Look how fast they are moving

Skype Microsoft 360 Apple

Merge Meetings into Workplace Management

Integrate Meetings & Flexible working Hot Desks, Day Offices

Incorporate Your Own Devices

More Advanced Less Secure

Why Condeco & Regus?

Global Inventory 1200 Business Centres

Access Regus through the Outlook scheduler connected to Regus Inventory Book Internal & external meeting rooms using the same DESKTOP systems Drive compliance at the DESKTOP, all integrated into the Exchange or Notes server

4,500 Meeting Rooms

38,000 Hot Desks

850 HD Video Rooms

Demonstration
Integrated into MS Exchange & Directories Desktop deployment for office based workers Easy to use, now alleviates internal resource limits & related stress Web Services for mobile deployment Extends control agenda by delivering a mobile working platform Source / schedule solutions in real time No reason for lack of compliance

Condeco Scheduling

4 Innovative Solutions from Condeco & Regus

Overflow to an outsourced meeting room & flexible workspace provider No last minute panics Consolidate Suppliers & gain leverage, we will show you this live today Strategic Meetings Management Gain Visibility, Control & Save Alternative to Travel which helps drive Video Conferencing utilisation Add 550 Video City Pairs & 850 destinations to your video network in one move Optimise real estate sq ft costs & Video Conferencing capital expenditure Review Fixed Cost Infrastructure V Variable Cost pay as you go flexible working solutions

Whats Delivered

Visibility

Control

Savings

Visibility reporting by cost centre an usage type

Reporting suite of standard & Bespoke Crystal reports

Control simple MS Outlook and web booking service to drive compliance

Authorised & Permission based usage at the users finger tips

Real savings in your Fixed cost floor space and travel expense budgets
To suit a Travel Managers Agenda, A Real Estate Agenda, a Workplace Directors Agenda Huge compliance as its a technology supported solution users can access easily

Take control & save money on small meetings. Meetings Manager Enable a Video 1st Policy today. Travel Manager

Save 30% and switch fixed costs to variable costs. Finance The right Real Estate portfolio efficiency. Real Estate

Key Benefits
Get visibility and consolidate suppliers. Procurement The rooms you need, when & where you need them. Meeting Host Book by desktop, laptop, tablet, simple to use & peace of mind. Meeting Booker Stakeholder Easy to deploy.

Next Steps
The Regus module for Condeco
Meeting Rooms now Hot Desk & Day Offices & Video will be available in the next 30 days The upgrade is a 24 hour Software Release Upgrade The Regus Condeco 121 Offer Lynda Lowe
Sales & Marketing Director
Lynda.lowe@condecosoftware.com

Questions & Answers

Plus 25% off Room Charges

Simon Hunt
Vice President of Business Development
simon.hunt@regus.com

Step 1: User schedules an appointment and checks for a meeting room through MS Outlook

Step 2: User finds a room with VC and selects this room

Step 3: User selects any additional VC end points and meeting rooms and adds these rooms to the booking.

Step 4: User confirms meeting room and any additional resources

Step 5: User confirms the meeting and it saves in their Outlook appointment diary

Step 6: User finds a room but there is no internal availability or

they have access, such as a Travel or Meetings Manager to book an external room

Step 7: User carries out an external room search by location into the Regus room inventory

Step 8: User is presented with external meeting room options with pre-determined preferential rates

Step 9: User selects the available room to meet their requirements

Step 10: User confirms their booking

Step 11: External room booking is confirmed, without having to leave the Condeco system