Browne Jacobson

Browne Jacobson, one of the largest law firms in the Midlands, needed a meeting room and resource booking tool. It is a growing business with over 500 employees and offices in Birmingham, Nottingham and London.

Problem:

Peter Billington, Technical Manager of Browne Jacobson, said:

“Our previous client-booking system was very manual. It was handled solely by our reception staff, who booked our meeting rooms through Microsoft Outlook calendar or in hand-written books.”

With 20 meeting rooms, each being used several times a day, the old system was time consuming, a strain on resources and did not allow a comprehensive audit trail. Busy receptionists found it stressful as it was difficult to obtain room and resource information prior to booking. Inconsistent processes meant too many errors were being made.

“We wanted a much better meeting room management system which looked professional and favoured us in our aim to deliver exceptional service to our clients.”

Browne Jacobson required a single web-based solution that would:

  • centralise and automate the process for booking meeting rooms and resources internally and externally
  • simplify bookings
  • give detailed MIS reports and audit trails of bookings made, key client information and stock control
  • provide better use of staff resources and reduce costs
  • increase efficiencies
  • expand alongside the business

Solution:

The Nottingham branch of Browne Jacobson came to RNM Systems for help.

“After looking at three systems by different companies we concluded that Condeco had the best look and feel about it. It also had the best integration with Microsoft Outlook Calendars.”

He added:

“It is a forward-thinking product using the latest technology. It makes other systems look dated.”

Room and resource booking is run by a simple calendar grid system which shows exactly what rooms are available at what times, and the user can book a room and any audio/visual equipment needed. Catering requirements can also be requested, which are automatically emailed to Browne Jacobson’s in-house catering team. Confirmation emails are then sent to the meeting host, appropriate service vendors and all the attendees. On arrival of a visitor, reception enters the name of the guest and Condeco will print a time-stamped visitor pass.

Browne Jacobson recently went live with Condeco Room and Resource Booking system. The solution allows track reporting and can calculate costs against the company’s in-house catering. It also allows room utilisation data. Information is stored on the system and can be easily accessed.

The system is technically still in the transitional process as it is expected to expand along with the business. New rooms, resources, locations and countries can be added easily because Condeco is a highly versatile functional solution that is designed to work with either multi or single site locations. The Advanced Version of Condeco will be rolled out to two other Browne Jacobson sites in London and Birmingham in the very near future.

Analysis:

Browne Jacobson is already seeing the benefits that the Condeco system brings. The meeting room booking system means that every receptionist has access to all room availability on a computer screen immediately. Anyone can book rooms whenever they need.

In-house trainers for Condeco trained Browne Jacobson staff, followed by internal training. The system has proved to be efficient now that people are becoming familiar with it.

“At the moment reception handles the system, but the next phase is to get everyone using it. There are approximately 15 users at the moment, and they find the new system very useful.”

Visitors have noticed the difference, expressing compliments to the business on how client management is professional and slick.

Substantial savings have been made to company time and money by improving service on cancelled meetings and allowing cost tracking of meetings by departments.

The system transition was fairly straightforward. In general, service and support have been good. Despite a few minor issues initially, the problems have been responded to, and everything is now working well.

“Condeco has helped create an up-to-date image for Browne Jacobson-at last there is no more scribbling in books or signing bits of paper. We look much more professional.”

 

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