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Case Study | MEETING ROOM ANALYSIS & SPACE BOOKING

Boston Consulting Group (BCG) increases conference room availability

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Challenge

Lack of available conference rooms and projected high costs associated with leasing another floor.

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Impact

Cost avoidance of $50K/month. Eliminated 4,160 hours of ghosted meetings.

Objectives

BCG faced a growing space availability challenge at its Hudson Yards office. Consultants complained about a lack of available conference rooms, and the workplace team was considering leasing another floor to accommodate more meeting spaces.

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Solutions

BCG addressed its space availability challenge by reconciling its space booking data with data from VergeSense area sensors. They discovered that a significant portion of booked conference room hours were unused, leading to inefficiencies and a perception of a lack of available conference rooms. By implementing VergeSense Space Booking Automation, they were able to free up more available conference rooms and avoid a costly expansion.

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    Eliminated ghosted meetings

     40% of 10,400 booked hours were "ghosted," with attendees not updating reservations.

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    Examined effectiveness of space booking policies

    Reconciled booking data with actual usage data from VergeSense area sensors.

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    Space booking automation

    Automated the release of booked rooms when attendees didn't show.

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    Lease avoidance

    Avoided an estimated $50K per month in additional leasing costs.

Benefits

Occupancy intelligence delivers powerful insights to workplace leaders to increase space availability and improve employee experience.

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Platform features

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Passive time analytics

By understanding both active and passive occupancy and real-time and historical space utilization, workplace leaders can implement design or policy changes to increase space availability and improve employee experience.

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Space booking automation

By integrating with leading booking systems, space can be automatically booked or released based on the presence or absence of people or objects in a space.

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Real-time availability via kiosk

Integrating real-time availability data with booking applications and wayfinding apps can ease space finding on-the-fly.

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Space usage timeline

Identifying availability trends and shortage events by location, time, and space types can help make informed adjustments to design, policies, or amenities to optimize availability.

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Usage map

Understanding space utilization within context of floorplan to understand usage compared to capacity can help make adjustments to underutilized or overutilized spaces. 

Empowering your workplace team with confidence

No matter the challenge, we’re here to support you every step of the way. Our dedicated team ensures you have not only your workplace data but also the latest industry trends and global insights. With us by your side, you can make informed and confident decisions to enhance your workplace experience.