Nowadays modern offices can occupy large spaces in one building and in some cases, even building complexes. With the increasing amount of meeting rooms, a seemingly trivial matter of booking and finding a meeting room can be a real headache for both employees and guests.
It's hard to keep track of which rooms are available for a meeting, using, for example, Microsoft Outlook's meeting scheduling tool. And what's more critical sometimes the meeting organizer does not even know where the available room is located inside the building, because it could be in another building across the office campus.
The main idea behind this concept project was to introduce a simple and easy way to book a closest to your location room inside the building(s). And show directions to the booked meeting room either for a meeting organizer or for a meeting guest.
A whole ecosystem that consists of a mobile app, wall-mounted tablets, and IoT devices would help to do this smartly.
Imagine a situation, an employee is having a meeting in 5 minutes with a regional manager who is based in a different region. This is a phone meeting, and the employee does not usually book a regular room as he or she may take the call from different locations.
Usually, the employee would spend those remaining 5 minutes trying to book a room using a meeting scheduling tool. Then spends some time on finding the reserved room, and in the end, finds that the room is already occupied by someone. After all, it is too intense, makes employee nervous, which in the result would lead to lost focus and distraction on the meeting. Besides, all of these operations would result in losing precious time that could be otherwise spend on the actual meeting.
Using the Meeting Assistant app would help to prevent such situations, the employee just uses the app to book the nearest meeting room. The system will indicate that the room is booked, by showing the status on the wall-mounted tablet, so other employees would be aware that this room is booked. The app would show the directions to the booked room, saving employees time. As a result, there is no rush, the meeting would start at the planned time, and the employee would be entirely focused on the meeting itself.
Quick Room Booking UX Flow
A quick room booking could also be achieved by using wall-mounted tablets. After the employee presses on the card with the required time on the Room Display, his status in Microsoft Outlook, for example, will be automatically changed to "Busy". The room will appear as booked for the selected duration of the stay. Additionally, an audio message in the room confirms that the reservation has been successful. If the employee would end the meeting earlier than planned and leave the room, sensors in the meeting room pick up the employee's phone signal, and the room status would be automatically changed to available.
Quick Room Booking UX Flow
Imagine another situation, a big company has invited a customer to participate, for example, in a workshop. Usually, after the customer arrived at the company's building, there is a long, tedious, and tiresome process of the check-in on the reception. Or in case if the receptionist is not present on the desk, the customer must make a call to the employee who has sent the invite. The customer is already bored and exhausted and now should wait in the lobby until the employee would come and show the way to the meeting room.
This is all too stressful, inefficient, and it is a waste of time for both employees and guests.
Such situations could be prevented by using the Meeting Assistant. The email sent to the customer contains a generated link, by tapping on it, the customer would be redirected to the Meeting Assistant web view. The web view contains all the necessary information about the upcoming meeting, along with a generated security bar code. Upon the arrival at the building, the customer scans the bar code at the Meeting Assistant check-in machine to automatically check-in. The machine plays a personalized "Welcome" audio announcement, telling the customer that he or she can use their phone to see directions to the meeting room. Then the machine gives the customer a guest badge with a predefined security level, ensuring that this badge could only work on the specific levels and rooms inside the building. The web view would be updated and would show the directions to the meeting room.
With the system process of check-in is less stressful, simple, and time-saving for both employees and guests.
Guest Check-in UX Flow
Here is another situation, a newly hired employee is not yet familiar with a new office building and gets lost. He or she receives a very important call from a bank. The new employee needs to find a meeting room quickly to have a private call. The employee launches the Meeting Assistant app, and using a Map feature finds the closest available meeting room, and books it for 30 minutes.
Quick Room Booking UX Flow
Visual Design Mockups
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