The world is getting smaller, as video conferencing and telepresence have made global meetings an everyday aspect of business life.
So why, in this age of instant communication, and an “always on” culture, do some people find organising a global meeting such a challenge? Maybe it’s because there are so many factors to consider, organise and bring together: multiple time zones, people and space availability, scheduling, communications and notifications.
It can be so overwhelming that people do not even want to begin the process. But the good news is that today’s technology can take the burden off your shoulders and bring together many of those otherwise difficult to manage aspects.
Consider the Tools You Need to Plan a Global Meeting. The Core Toolkit Should Include the Following:
- Availability of participants
- Availability of space
- Ability to book/request resources
- Communications and notifications, linking all service providers
- Activity management, with prompts and reminders to deal with a plethora of tasks.
Today, the browser-based Rendezvous resource booking system from NFS Technology Group provides instant information on space and resource availability, critical to the effective planning of global meetings. But, when choosing a solution like this, do not fall into the trap of limiting the scope of the toolkit to local property management. The game is now being played at the enterprise level, so select the technology solutions that deliver multi-location information and deal with key business issues such as time zone management.
As changes happen, communication plays an important role in global meeting organisation. There too, the Rendezvous Scheduling Solution lends support.
Information is available on factors such as the availability of a video conferencing room across all locations on the date and time required.
The capability to automatically communicate with service providers, such as catering and AV, in a structured manner is also available.
If a meeting room is changed in one location relevant parties can be informed, using the appropriate communications and can be received on their devices – iPhone, iPad, Blackberry, Android.
Select the Rendezvous Scheduling Solution to support your global meetings, design the process to make it simple for all involved, and you will be ready to expect the unexpected.
Learn more about how NFS can help with your scheduling needs.