Best in class workplace management software provider for the hybrid office: Pronestor

Is your office being used in the right way or are you burning cash on unused square meters? This is a major consideration for any hybrid workplace, so it’s time we talk about office space utilization analysis. Following the emergence of remote and hybrid work models many companies are looking at reducing their expenditures on real estate, and a big part of this process revolves around optimizing office space utilization. The most basic way to calculate how well your workplace is utilized is to divide number of employees with the total workspace capacity (usually measured in square meters or number of seats). But going a bit deeper, we can divide office space utilization into two overall categories: Office space usage and office space occupancy. Office space usage is the amount of time employees spend in the office, and office space occupancy is the number of people who occupy different types of office space (desks, meeting rooms etc.) at any given time.

Providing 20 years of experience

While calculating office space usage will let you know if you are able to reduce your office size based on how much it is being used, office space occupancy can be used as a baseline when designing or redesigning your office layout to optimize for employee functions and requirements. TCorp, the financial markets partner for New South Wales public sector, had outgrown their meeting room and resource management solution, and the ongoing productivity and efficiency issues of their old approach was beginning to cause frustration. Before implementing the Pronestor Planner and Display solutions, TCorp were using Outlook and Exchange to handle their meeting room and resource management, but like most modern organizations they had a need for several features which were missing from their setup, and this caused frustration for employees and facilities management alike. With the plans to move to a new office, TCorp decided to take a look at their meeting room utilization and find a better way to support their range of professional concierge services.

Pronestor Planner (the meeting room booking system) was implemented on all their concierge-managed rooms, as this would give the concierge team the ability to control how rooms were booked and added the ability to tie services such as catering orders to room bookings. This last part means that a cancelled room booking, for instance, will also result in cancelling catering for that particular meeting, and moving the meeting from one room to another, will automatically move the catering order to the new room as well. This removes the manual (and often error filled) process of carrying out cancellations and changes as multiple separate actions.

Workplace solutions for activity based work

Pronestor Planner is a meeting room booking system that helps you to effortlessly manage meeting rooms. The room booking system provides one view where you can see the availability of your attendees, book a meeting room corresponding to your meeting capacity, add catering and equipment, inform reception about visitors and bill your cost centre. All in one flow. With the newest Outlook Add-in for Office 365, Pronestor Planner runs within Outlook. It has never been easier to book meetings and all needed resources, as you can book everything directly in Outlook - without ever leaving your inbox. It's built directly on top of Microsoft's newest platform and is available for both Outlook for Windows, Outlook for Mac and Outlook web. Pronestor Planner allows employees to book resources such as meeting rooms, equipment and catering in one streamlined workflow right from their desk or mobile. The meeting room booking system provides a full overview of the equipment available in each room and you can therefore easily set up meetings with everything you need. If you want to arrange a video conference, simply find a meeting room that’s equipped and book it. Then invite your colleagues to join the meeting whether they’re across the city or the other side of the world.

Get more out of your office

Pronestor's meeting room booking system integrates with Outlook, Office 365 & Exchange. And it’s there - right in the toolbar. That way it’s immediately familiar to anyone that uses Outlook. There’s no training required for end-users. It’s transparent, complete and gives a full overview of meeting room booking and allocation. Catering is an integrated part of your meeting room booking flow. Every company is unique and this is why the catering view is tailored to your organization. The benefit of an integrated meeting room booking system is that the kitchen is automatically notified of your bookings. In addition, the system keeps in check storage availability ensuring that you can never order items that are out of stock. Kitchen managers, chefs, and staff can tell at a glance what they need and how many people need service. Accounting information is available on reports and works directly with your financial solution.

By tapping into data from product suite, Pronestor Insights gives you a 360-degree picture of your organization's meeting activities. By combining data and feedback from the users, you can get specific action points to enhance facility availability, which is crucial for employee work processes.

Meet the leader behind the success of Pronestor

Karsten Busck, joined Pronestor in January 2018 and serves as CEO responsible for driving Pronestor’s purpose, culture and growth. Prior to Pronestor Karsten was CEO in Userneeds. Karsten brings in 25 years of experience in leading teams and business and has held senior positions within sales and marketing in Mars, Dyrup and Lyreco. He holds a master degree within International Business from Copenhagen Business School.

“By combining data and feedback from the users, you can get specific action points to enhance facility availability, which is crucial for employee work processes.”