Challenge

Time Inc. were moving their New York City headquarters from Midtown to Downtown. The new 700,000 square foot facility would include more than 130 meeting rooms.

Originally, it was thought that meetings would continue to be arranged using Microsoft Outlook, but with rooms being in use nearly 100% of the time, there were issues with frequent double bookings and no-shows. A more comprehensive and effective solution was sought by Time Inc.’s facilities management.

“Our workspace solutions make the end user experience much easier and I get many fewer angry phone calls about meeting room availability, set up of space and needed services.”

— Colleen Moran, Director of Operations – U.S., Time Inc. 

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Solution

Time Inc. reached out to Condeco to convert their MS Outlook-based meeting room management system to Condeco’s meeting room booking software and meeting room screens, making the process of booking an available meeting room far easier for their employees. To reduce the floor space required for desks and make more efficient use of workstations for their video group, Time Inc. chose Condeco’s desk booking software.

The group operates as two distinct shifts, so instead of having each employee in the group occupy their own desk, the Condeco software enabled easy hoteling of 126 desks. To implement these solutions, Condeco worked with Time Inc. to ensure the entire process would be quick and easy.

For the meeting rooms, Condeco helped set up all data collection – phone, audio-visual, configuration and catering capabilities – for each. Condeco also programmed the screens installed on 75 of the meeting rooms. However, Condeco’s support did not end there: Condeco’s support team provided extensive training, helping Time Inc. to gain maximum benefit from their new software and devices.

The Products Used

Meeting Room Booking IconMeeting room booking

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Meeting Room Screen IconMeeting room screens

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Desk Booking IconDesk booking software

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Results

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Meeting rooms managed with Condeco Meeting Room Booking

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Desks now manage with Condeco Desk Booking

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Employees supported with efficient booking systems

Room Booking IconEnable workplace efficiency solutions for more than 3,000 employees

Room Management IconAccess remote desk booking across 250 desk spaces

Increased Utilization IconManage more than 250 meetings rooms to improve meeting room occupancy and reduce no-shows

Reporting IconProvide insight into workspace usage through reporting

Software

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Time Inc Case Study

Time Inc embraces a connected office to optimise their space and improve workplace efficiency.

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