Client: Global Law Firm
Industry: Legal Services
Real Estate & Facilities Portfolio: Multiple offices in over 40 countries accommodating thousands of partners and fee earners
Trimble Solutions: Space Scheduling – Meeting Room & Desk Booking
Customer Since: 1998

When you’re hosting thousands of meetings with blue-chip, multinational corporate clients every month, you need a meeting room management and booking system that can deliver the kind of experience these visitors expect. That’s why one of the world’s premier global law firms, chose Trimble’s Space Scheduling solution.

About

Our client is one of the world’s leading global law firms with multiple offices in over 40 countries. With a global commitment to client-driven, performance-based service, it is consistently recognized as one of the world’s best law firms, respected for its trusted counsel and applauded for the unique breadth and depth of resources it brings to clients.

Key Requirements

A global law firm wanted to extend its worldwide reputation for client-driven, responsive service to include visitor management at its largest office in London, home to hundreds of legal professionals.

The Front-of-House management team in London is responsible for overseeing all room bookings, as well as looking after car park booking. A dedicated Advance Booking Office handles the planning and management of all forward bookings for rooms (including AV equipment
and catering requirements), while the reception team deals with all on-the-day bookings.

With the continuing expansion of its client base of multinational corporates in London – and a substantial increase in client meetings to around 3000 a month – they recognized that to maintain its reputation for delivering an efficient visitor management service, it
needed an advanced space planning and scheduling system that would be able to grow with the business.

For many years, the Front-of-House management team had been successfully using Hospitality Suite technology originally developed by Datacraft Design (now part of Trimble). They decided to upgrade to the next generation web based system, Space Scheduling, in order to benefit from a significant range of enhancements and improved functionality.

The Front-of-House team have always needed an easy-to-use tool that would be fast and highly reactive in a busy environment in which they were constantly juggling rooms, and copying and moving bookings, while trying to give visitors the best possible experience. It was important that the next generation web system continued to support these ways of managing the client experience.

They required a web-based system that would be able to handle:

• Meeting room and car park booking, manipulation and cancellation
• Block bookings and recurring meetings
• Variable catering, equipment and audio-visual requirements
• Finite resource management to help prevent overbooking
• Visitor control and tracking
• Automated email confirmation and notification to hosts, attendees and service providers
• Powerful reporting, including operational information.
• They also wanted a scalable, future-proofed web tool that would be able to adapt to meet ongoing changes in the firm’s requirements.

After assessing a number of other space scheduling systems, they chose Trimble’s Space Scheduling as the perfect solution to their needs. Ease of use was seen as one of Space Scheduling’s greatest strengths when compared with other products.

Streamline the Management and Booking of Meeting Rooms

According to the Front-of-House team, Manhattan Space Scheduling has helped to streamline the management and booking of its meeting rooms by a remarkable 50%.

The team can also keep caterers and other service providers constantly informed about changes with instant updates and live notifications.

And more efficient processing of visitors means receptionists can now spend more time welcoming guests … and providing an unrivalled visitor experience for the firm’s client base of multinational corporates./wp-content/uploads

Book a Demo of Trimble Space Scheduling

If you would like to learn more about Trimble’s room and desk booking software, please visit here.