AV Technology - November/December 2008 - (Page 27)

those resources. This means the system may need to be accessible to a wide range of users at numerous locations. Robust scheduling systems meet these needs by providing a range of interfaces — enabling access via PC desktop, web, and even LCD touchscreen panels and handheld PCs. Powerful Searches: To help increase the efficiency of staff, you will need to reduce the amount of time they spend in finding and processing the meeting room and resource requests. A scheduling system with effective search capabilities will do this. For example, a scheduling solution should provide the ability for its users to search for a room based on its size, capacity, location, required equipment, and other parameters. Rapid Reservations: A scheduling system should provide the tools for users to quickly and easily: • Pick the needed meeting room and/or resource and then choose the time and date. • Choose desired attendees and send invitations through integrated email capabilities. • Submit request for food and beverages, computer equipment, audio and video equipment, room setup such as additional tables and chairs, and so on. For larger organizations with a centralized process, it’s also helpful if there are tools that allow general users to submit reservation requests to an administrator. Automated Notifications: E-mail notifications allow you to send meeting invitations, notifications of changes to meetings, and cancellations. These tools speed up the processing of requests and help improve staff productivity by streamlining the communication process. Reporting Capabilities: Reporting capabilities in a scheduling system enable you to better manage your resources. You want the tools to: • Quickly identify what resources are being used most often or not at all, allowing you to make informed decisions about space utilization and the potential need for more space. • Create reports that show the usage of rooms for client meetings to assist with client billing. • Create reports that show the usage of equipment to allow you to take any necessary actions regarding equipment inventory and/or depreciation. • Have the supporting data needed for additional resource purchase requests. Consider Implementation Time: The speed with which software systems can be up and running quickly and smoothly can directly impact the bottom line of an organization. The benefits of a highly sophisticated and complex scheduling system can easily be offset by the additional time and money it takes to customize and implement the system. Look for a system that is easily deployed “out-of-the-box” and that does not require significant customization. These systems allow your organization to start experiencing the benefits almost immediately. MAKE, BUY, OR OUTSOURCE? With today’s advanced scheduling systems, you have the ability to www.avtechnologyonline.com choose from a number of different deployment options, from software that installs on a central server and desktops to web-based systems to fully “hosted” solutions that are actually a service. You will need to define not only your scheduling system needs but also what financial resources you are prepared to spend. However, prior to this, you will need to answer a fundamental question: do you build it, buy it, or outsource the system? Build It. If you are in a large organization, you may have access to an internal software development or information technology group that may be able to build the system for your organization. The disadvantages to this option are that it will likely take, depending upon your IT resources, many months to develop, and it could be very expensive from a “people resource” perspective. Buy It. Many o5rganizations do not require extensive customization and integration to have their feature requirements met. Many systems provide extensive feature capabilities along with built-in customization tools that allow you to configure the system to meet the unique needs of your organization. If you and your budget can do without the bells and whistles, you may be better off looking for an offering that provides “out-of-the-box” customization tools and a low cost. These types of systems are typically easy to install and require little-to-no work from outside consultants. The implementation period for this type of option is typically much shorter, and gives you the significant benefit of lower cost. Outsource It. This option is known as a “hosted” service. Typically, a scheduling software vendor will make their software available as a service (SaaS). SaaS vendors either have their own data center or work with a third-party company whose core business is providing hardware infrastructure. The SaaS vendors manage the application with their own support and maintenance staff. Your staff simply accesses the system through a web browser. There is no installation of software on your system. However, this also means the data you input into the software november | december 2008 | AV TECHNOLOGY | 27 http://www.avtechnologyonline.com

Table of Contents Feed for the Digital Edition of AV Technology - November/December 2008

AV Technology - November/December 2008 Contents Precedent Corporate: Finishing with Style Government: It’s Still About People Education: Surviving Budget Cuts Applying Metrics to AV ROI Selecting Room Scheduling Software Six Things You Need to Know About Webcasting The Way I See It: Becoming an Internet Native Casino Uses AV for Dramatic Impact Just What the Doctor Ordered The Loneliest Help Desk in Town Product Forum Product Spotlight Tech Horizons New Products Ad Index AV MO

AV Technology - November/December 2008

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