Integrated meeting management technology retained by global law firm

Global law firm DLA Piper recently moved its Chicago office to a 52-story office tower on Lake Street where it is leasing 175,000 sq. feet on the ninth to 16th floors.

Every day, hundreds of employees attending meetings in 33 rooms – so the company needed meeting management technology to help organise it.

Software and Applications Manager Joe Anton discovered the solution in Rendezvous meeting room booking software by NFS Technology by combining it with Crestron Fusion® Cloud, a leading cloud-based enterprise management system.

The result was a connected workplace environment and an end-to-end solution.

He said: “We already had Rendezvous meeting room scheduling software in-house, which was partnered with Crestron technology for video conferencing.

“It was natural to incorporate Crestron Fusion, because it’s compatible with Rendezvous and also provides panels outside meeting rooms that display the scheduling information.”

Crestron Fusion Cloud provides technology managers with the ability to monitor, manage, and control room devices across the world, as well as being able to display meeting details both inside and outside the scheduled room.

NFS’ Rendezvous streamlines room booking and manages resources ranging from catering to AV in a single simple process. Combining meeting room scheduling software with Crestron digital signage delivers useful management data that supports informed space planning decisions.

“The Crestron panels outside the room, installed by Whitlock, show a red light for occupied and green when the room is not in use,” said Kevin Wertlieb, Senior Unified Communications Engineer for DLA Piper.

“The system also displays the entire day’s calendar.”

Bob Bavolacco, Crestron’s Manager of Partnerships, said Crestron’s room scheduling touch panels offer clients a much more robust and stable platform than the traditional tablet-type panels.

“Tablet-panels are prone to issues including O/S crashes, battery life, and even theft,” he said.

“The touch panels, when paired up with the room signs, take away all the ‘guessing’ and employee ‘peek-a-boos’ that can interrupt meetings in rooms that don’t provide easily available occupancy data.”

Thanks to the integration of Rendezvous and Fusion, workers can find a suitable meeting space, book the room and catering, and bring remote offices into the meeting by video conferencing seamlessly. They can even set up lighting, control temperature and lower window blinds.

Crestron scheduling touch screens outside the room means staff can see the room’s status, book it from the panel, or release it if it’s not being used.

“During the first week in our new office space it was nice to see a scheduled meeting and what room it was in,” said Anton.

“It’s great for catering people because red light means stop – they know if the light is green they can enter to clean up.”

Wertlieb says: ”This new technology has increased our productivity at DLA Piper.

“Rendezvous by NFS  is simple to use, and once it was set up it was easy to book meetings.”

When a member of staff walks into a room, sensors turn the equipment on and the main screen tells attendees how to project a laptop onto the screen wirelessly or plugged in. Equipment automatically shuts down when the meeting ends.

If the meeting time changes Rendezvous automatically tells all delegates and also alerts catering through Outlook.

Currently DLA Piper’s reception deals with meeting room scheduling, but the company is testing NFS’ QuickBook for use on mobile devices and smartphones.

QuickBook, which uses the latest HTML5 web development technologies, provides an easy-to-use mobile room and resource booking app that works on multiple platforms.

DLA Piper is carrying out the first phase of renovation of the New York office with one floor already equipped with Rendezvous meeting room scheduling software and Fusion, and the next step to complete a floor of conference rooms.

The project will be finalised in two years, and the Seattle office is next on the schedule. Crestron and NFS are also getting involved in DLA Piper’s London project.

Luis De Souza, Chief Executive of NFS Technology Group said he was excited about the integration with Crestron.

“It offers our clients a seamless user experience from booking the space to checking into the room and using in-room services such as video conferencing,” he said.

“This capability is allowing us to fast-track many integration projects that allow our customers to make their workplaces truly connected.”

DLA Piper’s Chicago office was designed by Pickard Chilton architecture studio and meets LEED® GOLD standards.

It is occupied by lawyers in a wide range of practices and sectors, including corporate and securities, emerging companies, finance, financial services, franchise and distribution, intellectual property, labour and employment, mergers and acquisitions, litigation, real estate, private equity, restructuring, tax and venture capital.

NFS Technology Group

NFS is a worldwide provider of technology solutions and services to over 1,500 customers in the corporate, hospitality and meeting venue markets. NFS solutions are backed by an award-winning 24/7 helpdesk.

With Rendezvous meeting room scheduling software, companies can transform the way they manage meeting rooms, desks and workspaces. It integrates with sensor technology, delivering real time information on space availability and linking with leading control and digital signage solutions such as Crestron.

About Crestron

At Crestron we build the technology that integrates technology. Our automation and control solutions for buildings and homes let people control entire environments at the push of a button, integrating systems including AV, lighting, shading, security, BMS and HVAC for greater comfort, security and convenience.

Our products are all designed and built to work as a complete system, enabling you to monitor, control and manage everything from one platform.

Our products are backed with more than 90 fully-staffed offices providing 24 x 7 x 365 sales, technical, and training support worldwide. As well as our World Headquarters in Rockleigh, New Jersey, Crestron has sales and support offices in the U.S., Canada, Latin America, Europe, Asia and Australia. Discover Crestron at www.crestron.com.

CLICK HERE to find out more about Rendezvous Workspace

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