How a renowned architectural practice finally got a booking system it can trust

Background:

Keeping track of costly laptops and safety-first hard hats is important for TP Bennett’s roving workforce – and Rendezvous is keeping it all under control.

The company has a broad client base of leading developers, institutions and occupiers including FTSE companies and professional firms, and services its clients around the globe.

With headquarters in a converted Edwardian warehouse at Bankside in London and a further office in Manchester, TP Bennett has around 300 staff, and has divisions in architecture, interiors and planning with specialist disciplines in strategy, sustainability, research and graphics.

Streamlined running of operations – including providing staff with the resources they need – is a crucial part of the company’s reputation for quality customer service and innovation.

The challenge:

TP Bennett was looking to change its incumbent room booking system, and required a customised system that not only enabled efficient utilisation of its meeting rooms, but also provided a check in and check out monitoring service for valuable equipment.

The NFS solution:

Stephen Yates, TP Bennett’s IT Director, said: “We were introduced to NFS via a third party, and after talking to NFS representative Nick Day we found Rendezvous to be a very good solution and met our criteria.

“We wanted something that was stable, something that worked not necessarily out of the box but could be adapted to fit our needs.

“For instance, as an architects’ office, we have a lot of resources that our people take out, such as laptops, projectors and iPads. Lots of systems can book them out – but we needed a system that logged them back in, too.

“We also have legal requirements to meet, such as making sure people wear hard hats and boots on site, and this also needed to be taken into account.”

NFS worked closely with Stephen’s team to adapt the highly flexible meeting room and resource booking system to suit their requirements perfectly.

Rendezvous is now being used by the TP Bennett’s reception crew, and both users and PAs will be able to use it to book resources and meeting rooms. Rendezvous can be accessed online via any mobile device with an internet connection so people can quickly see and book the space and equipment they need.

The benefits:

Stephen says the training his staff received from NFS was excellent, and the system is intuitive to use.

“The important thing for us was to change perceptions,” he said. “People on reception didn’t engage with the previous system as much as we wanted, so we’ve taken our time and worked with NFS to make sure this system works.”

While it’s early days to quantify benefits, Stephen says the company is already seeing efficiencies thanks to the easy availability of meeting room information and the logging of resources.

He’s also impressed by NFS’ award-winning 24/7 technical desk, who helped with the customisation of the system.

“They’ve been incredibly helpful,” he said. “We haven’t had to use their emergency help much, which is a good thing!

“NFS had an incredible capacity to see what we wanted our system to do, and took that on and made it happen.”

Nick Day, NFS Head of Sales for Rendezvous in EMEA, said that working with TP Bennett has provided an excellent example of the flexibility of the resource and meeting room booking system.

“We know that there’s no such thing as ‘one size fits all’ when it comes to booking systems, and we’ve been delighted to demonstrate the capabilities both of Rendezvous and of our technical experts by working with such a prestigious client,” he said.

For more information on Rendezvous Workspace CLICK HERE

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