Arthur J. Gallagher is the brand name for the London-based international broking operations of parent company Arthur J. Gallagher & Co. (NYSE: AJG) — one of the world’s largest insurance brokerage and risk management companies, which employs more than 20,000 people worldwide.
The company was also struggling to find available meeting rooms, despite having a poor utilization rate. This was due to people forgetting to cancel room bookings once they’d either moved or cancelled a meeting.
In 2013, the company prepared for a move to a bigger location to accommodate the company’s rapid growth through acquisition. This relocation was to a new building that required an entire fit-out — prompting Arthur J. Gallagher to view this as the ideal opportunity to implement a streamlined room booking system that would improve their current booking process.
“Condeco has been little short of revolutionary… Our excellent front of house teams, who were previously losing so much of their valuable time in simply responding to and managing these requests are now free to focus on much more productive tasks, to the tangible benefit of the wider business.”
Condeco’s software allows individuals to log in through Active Directory to find, book and manage their own room bookings irrespective of which office they sit in.
Condeco MS Outlook Add-in gives employees the additional option of booking their meetings directly from their outlook calendar, enabling a space to be secured at the time of arranging the meeting itself — thus saving time. Meeting hosts can also schedule catering and resources within the same booking form, making the whole process simple, quick and a one-touch-solution.
Once catering or specialist resources such as IT services have been requested, Condeco’s workflow feature enables the relevant parties to run reports as to what is required in any given period, and thus plan and resource appropriately. Catering also has pantry screens installed in the kitchen areas, allowing them real-time updates on what has been ordered, as well as delivery and collection times. Additionally, if a catering request is cancelled it automatically sends a cancelation notification to the vendor, to ensure there is no wasted cost or time.
In total, Arthur J. Gallagher has a total of 39 meeting rooms — 28 of which have Condeco touch screens — split between two locations and 11 groups. The groups have been configured to allow different employees the ability to book certain groups of rooms.
Condeco Room Screens allow meetings to run smoothly without interruptions; status lights in red, amber and green as well as meeting room information is clearly displayed outside each room to prevent people inadvertently walking in.
People can also make instant bookings directly from the screen, which increases the overall room utilization and flexibility.
Meeting rooms managed by Condeco’s Meeting Room Booking Software
Meeting rooms installed with Condeco’s meeting room touch screens.
Employee’s located in London office
Created more private meetings and given employees much greater freedom to book instant meetings.
Significantly reduce meeting room no-shows and increase overall meeting room utilization.
Enable the company to run financial reports in order to develop future workplace strategies.
Reduced the amount of wasted catering when a meeting has been moved or cancelled.