EMS Software: Enabling the Workplace of the Future

EMS Software

John Fitzgerald – Product MarketingBillie Hawkins – Solutions ConsultantEMS Software

July 21, 2016

We Help People Create Great Meetings

© 2016 EMS Software, LLC2

A Few Housekeeping Items

• Your lines will be muted during the webinar

• Please submit questions via the Q&A box on the right side of your screen

• Recordings will be emailed to attendees on Friday, July 19th


Overview

• Changing Nature of Work

• The Workplace of the Future

• Demonstration

• EMS: Enabling the Workplace of the Future

• Customer Case Study

• Why EMS Software

• Questions

• Quick Survey


The Nature of Work Is Changing

Three generations now make up the workforce.

There is an increased need for collaboration

and innovation.

Employees are demanding work-from-anywhere

flexibility.


With Impacts Felt Across The Office

Office space is shrinking because of costs.

Hoteling and open floor plans are the norm.

Candidates view the office as part of their job hunting criteria.

The office has to be cool, open and social – while still being an office.

6 © 2016 EMS Software, LLC

By Everyone In The Office“Expert” Users “Everyday” Users

Event CoordinatorsFacilitiesReal Estate

Employees


Challenges Organizations Face Today

Your everyday users…• Want to quickly and easily

schedule a meeting.

• Need to work in the right place at the right time.

• Do not want to have to use multiple tools to find a place to work and meet.

Your expert users…• Struggle with supporting multiple

responsibilities.

• Use multiple systems and manual processes to manage facilities, resources, and services.

• Just want one tool to help them do their job.

Your bottom line…• Cost of real estate continues to

rise.

• Spaces are either over-utilized, under-utilized, or both.

• In-office productivity by employees needs to be maximized.


Answer: The Workplace of the Future

People, Culture, & Organizational Structure

Place & Space

Tools & Infrastructure

SOCIAL

TECHNOLOGICAL

PHYSICAL


WHAT DOES THE WORKPLACE OF THE FUTURE LOOK LIKE?


• 8:30 AM – Joe checks-in by using his badge to enter the building.

A Work Day in the Life

• 8:35 AM – Reserves a workspace for the day.

• 10:00 AM – Attends a team meeting with local and remote staff.

• 4:25 PM – Schedules a customer visit in the executive briefing center.

• 1:40 PM – Schedules a private room to take call with his financial advisor.

• 3:15 PM – Uses a digital sign to reserve a huddle room

DEMONSTRATION

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Enabling the Workplace of the Future

Microsoft Outlook Mobile App Web App Room Signs Kiosks

Exchange/Outlook

Video Conferencing

AD/LDAP HRIS SIS Facility Management

Systems

Building Automated

Controls


EMS Software Delivers

Meeting and Room Scheduling

Event Management

Office Hoteling

Classroom Scheduling

Utilization statistics

Integration Services

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Return on Investment Realized in:

© 2016 EMS Software, LLC

84% of Customers Achieve

ROI in Less than 12 months

<Data collected and verified by:


Customer Case Study

98% Reduction in Help Desk Calls with EMS

6,000 Employees

60 Offices

Pension system market leader, managing the accounts of 2.3 million participants

Challenges

Results

• Managing hundreds of meetings and video conferences daily across 300 meeting rooms.

• No visibility to track room utilization.• Reservationists and employees struggled to book rooms in an efficient manner.• A/V department needed detailed inventory and tracking.

With EMS Software, TIAA achieved:

• A 98% reduction in requests to an outsourced help desk by enabling users to make their own reservations, translating to significant cost reductions.

• Improved communication between TIAA and its catering providers. With EMS, users have access to menu details, service orders, and billing information.

• Reduced administrative effort by reallocating staff from event planning and logistics to more customer-facing responsibilities.


Customer Case Study

$18B in Revenue

55,000 Employees

6.2M Customers

A leading communications, media, and automotive services company.

Challenges

Results

• Scheduling a meeting required the use of multiple scheduling and resource management systems.

• No integration with Microsoft Outlook.• Major resource management systems, such as video conferencing and

catering, operated in silos which lead to manual processes and inefficiencies.

With EMS Software, Cox Enterprises:

• Increased productivity for end users by spending less time scheduling meetings while using Microsoft Outlook.

• Reduced administrative effort scheduling and managing meetings by using a single system.

• Improved meeting attendee communications with more meetings started on time.


Customer Case Study

$36M Saved per Year with EMS

400K Employees

21M Square Feet of Space

One of the 10 largest private US-based companies with branches in more than

100 countries

Challenges

Results

• Existing hoteling solution software provided no visibility into whether the booked space was used as planned or at all.

• No visibility into critical information about their actual space utilization.• Suspected that space was often forgotten, abandoned, or reserved as a

contingency plan.

With EMS Software, the firm:

• Captured utilization rates that revealed utilization rates of only 49% for assigned offices and transient employees used only 67% of the hoteling space.

• Discovered that 1,600 workspaces were vacant daily. • Able to dramatically reduce their real estate costs – resulting in annual savings of

$36 million.

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EMS Software

• Founded in 1986

• Headquarters in Denver

• 2,200+ Customers

• 75+ Countries

• 95% Customer Retention

• 25%+ Annual Growth

• Profitable

Quick Facts Select Enterprise Customers

Data collected and verified by:

Why Customers Partner with Us

• Greatest Depth and Breadth of Functionality

• Fastest and Easiest Way to Schedule a Meeting

• Proven 8-12x Return on Investment

• Exceptional Customer Experience


With EMS Software You Can

INCREASEPRODUCTIVITY

ATTRACT ANDRETAIN PEOPLE

REDUCECOSTS

DIFFERENTIATEYOUR BRAND

QUESTIONS?

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Customer Case Study

$64.4B in Revenue

64,000 Employees

Offices in 90 Countries

American multinational insurance corporation with more than 88 million

customers in 130 countries.

Challenges

Results

• Existing approach to scheduling was based upon inefficient manual processes.• No visibility into about space utilization, such as when and how often rooms

were being used.• Meetings were being disrupted with time being focused on resolving unfulfilled

service needs.

With EMS Software, AIG:

• Increased productivity by consolidating the number of systems used to schedule and manage a meeting into just one system.

• Increased employee satisfaction by creating an environment where employees choose when, where and how they work.

• Was able to differentiate their brand by creating positive meeting experiences with prospects, partners, and customers.


Customer Case Study

4,000 Meetings perday

50% Time Savings with EMS

27,000 End users use EMS

A global, Fortune 500 financial lender that offers financial assistance for individuals

and businesses of all sizes.

Challenges

Results

• Drowning in time-consuming manual processes, with frequent double-bookings for the same space.

• Hundreds of hours wasted annually managing and booking meetings.• Individuals were responsible for manually scheduling meetings and coordinating

available space.

With EMS Software, the lender:

• Enabled employees to increase their productivity with a more efficient approach to booking and managing meeting space, services, and resources.

• Reduced scheduling time by 50%.• Manages more than a million reservations per year with 27,000 registered users.

Business

EMS Software: Enabling the Workplace of the Future