Shulou(Shulou.com)06/02 Report--

First, you need to define a conference room: not a virtual conference room or resource meeting in Skype for Business Online or Exchange Online, but a variety of conference rooms that really exist in the enterprise, large and small.

At first glance, the title may be stupefied: Office365 is full of SaaS services, how to manage the real conference room? What can you manage? What is the significance of management?

First of all, let me describe the following daily scenarios:

I briefly described the various scenes in the course of daily meetings. Do you have empathy? Combining the above scenarios, we can sort out the use and management of the conference room as follows:

There is no complete conference room reservation system.

Even if there is an appointment system, it can not be well related to the schedule information of each employee.

The door of the conference room is open to everyone and will be occupied by others even if there is a reservation

In many scattered conference rooms, I don't know which one is there, so I have to knock on the door one by one to see if there is anyone (it is unpleasant to have a meeting interrupted in the conference room). It often takes more than half an hour to find the conference room.

A small meeting with about 3 people must occupy a medium-sized conference room with 7-12 people.

One person occupied the whole conference room and worked all day.

Someone at the meeting knocked on the door and asked how long it would take to finish the meeting.

The last meeting timed out and the next meeting could not be held in the reserved conference room.

The reserved conference room was occupied a few minutes late

In the middle of the meeting, he was driven out of the conference room by colleagues or leaders of other departments.

The conference room is not enough, we need to expand the conference room, which type of conference room should be expanded, and how much should be expanded?

Remote audio and video conference equipment debugging takes about ten minutes, can you hold audio and video conference more conveniently and quickly?

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There are still many pain points like this, which troubles the IT, manpower, comprehensive management and other departments of the enterprise all the time. In the face of these challenges, the upgrading of enterprise conference room management is imperative!

Many users have found these problems and began to solve them, basically spending hundreds of thousands of dollars on conference room reservation systems. But in the end, it's basically useless. We've seen too many clients like this.

Next, I would like to summarize the format of the meeting a little bit:

Public speaking meeting

Ad hoc meeting

Appointment meeting

On-site discussion meeting

Remote audio and video conferencing

On the other hand, the existence of the conference room is inevitable, and the instructions for the survival of the enterprise, the plan decision, the operation plan and so on are all issued from the "war room" of each enterprise. Think about it: every day you worry about how to improve the competition of enterprises because of insufficient conference rooms, chaotic management of conference rooms, and inefficient meetings.

Having said so much, I haven't talked about how to use Office365 to manage conference rooms in an enterprise, so let's share the whole plan with you:

Abandon the traditional conference room pattern and use cutting-edge IT technology to make the conference room more visual and intelligent. Of course, the cutting-edge IT technology here certainly refers to Office365.

Based on Exchange Online meeting reservation and Skype for Business Online remote video, through additional hardware equipment, we want to make every meeting person can talk to every enterprise employee, and make every audio and video conference room more efficient.

Let's first take a look at some pictures of actual customers.

From the actual effect picture above, we can find the following common points:

1. There will be a display screen at the door of the conference room

2. The display screen has lights from all directions.

3. All have meeting schedule information

Differences:

1. Different styles of UI interface

2. The light color of the display screen is different.

This is our conference room solution! Can be completely based on Office365 out-of-the-box use, installed can be used immediately!

The composition of this scheme consists of the following parts:

1. Office365 subscription (Exchange Online is required)

2. Doorway display system

3. Background management system

4. Sensor + gateway (if you need to show whether there is anyone in the conference room in real time)

The above parts make up the whole conference room solution, which is divided into three categories: space management, space application and data analysis.

Space management: the infrared sensor detects whether there is anyone in the conference room in real time and feeds the results back to the door screen, which tells the status of the conference room to everyone who can see it according to the light.

Space applications:

The screen at the door has integrated NFC function, you only need to swipe the work card to unlock the conference room (suitable for the need of access control in the conference room); the QR code on the screen can be used as a sign-in.

Conference room booking can be made using Outlook without installing any plug-ins, while video conferencing can be joined with one click through the integration of Skype Room System (if we use traditional video conferencing, we have integrated with the largest video conferencing center management in China), saving from 8-12 minutes to about 30 seconds.

Data analysis:

Obtain all the data of each person and each conference room through the background management system, display the data report from various dimensions, analyze to each conference room, the scheduled usage frequency of each employee, etc., to achieve:

Behavior recording, data presentation, decision support

Next, I would like to share with you the function of the door display screen.

The agenda of the meeting is displayed:

Real-time display of the current meeting schedule, the last 5 schedule information. You can view all the schedule information for the day by clicking more.

Schedule information includes: meeting name, meeting start time, meeting end time, meeting organizer

Time status bar, which visually shows the distribution of meetings on that day.

Status indicator:

According to the current state of the conference room, it is displayed intuitively with the thinking of traffic lights. Users can complete the search of the conference room without much thinking.

Traffic lights: (color can be customized)

Red: the meeting starts and the current conference room is not available

Green: the conference room is free and can be used

Conference room may be used. There are still 15 minutes to start the meeting; or the conference room is occupied but does not have an appointment

Notification reminder function:

No one came to the conference room five minutes before the meeting began. The email alerted the organizers that the meeting was about to begin.

Five minutes after the meeting began, no one came to the conference room. The email reminds the organizer that the conference room that cannot be reached within 10 minutes will be released automatically.

The people in the meeting have been away for more than 10 minutes. The email reminds organizers that the conference room will be released in five minutes.

Automatic release of the conference room: email reminds the organizer that the booked conference room is automatically released because no one is using it.

Automatic release

Through the presence of sensors to detect whether the conference room is currently occupied, such as no one can automatically release the booked conference room for a long time. At the same time, synchronize the usage time of the conference room of the Exchange/ reservation platform. Improve the effective utilization rate of the conference room.

Temporary occupancy function

Free conference room, which can be temporarily occupied by clicking on the screen. You can use it as soon as you find a free conference room. Automatic determination of available time is supported. The restriction can only be used from now on, and you cannot make an appointment.

Identity association

The meeting is extended at the beginning and end, and it needs to be confirmed by the identity of the employee before it can proceed. For the temporary occupation of the conference room, you also need to confirm the identity of the staff before you can proceed to the next step.

PIN code identity confirmation:

When the meeting begins and ends, you need to enter a four-digit PIN code to confirm the user of the conference room. The generation of the PIN is sent to the organizer by the conference room status display system.

NFC swipe card identity confirmation:

The beginning and end of the meeting is extended, and you need to swipe your employee card to identify this user as the organizer or participant of the meeting.

Broadcast of enterprise propaganda content

You can customize the promotion scene to display the specified content when you are free or important. For example: corporate promotional films, welcome leaders to visit guidance and other content. Automatic switching is supported.

Extended function

OA integration: support docking with other scheduling systems to achieve conference room reservation and management.

Access control integration: support docking with access control system to get started by swiping credit card.

Management platform integration: provides API interface, which can realize the docking with other management platforms.

Data reporting: support the real-time data transmission of the actual use of the conference room, and can be docked with the intelligent conference room management platform.

back-stage management

The whole intelligent conference room management system can centrally and remotely manage the sensors and door screens in all the conference rooms in the background.

Scheduled restart

Timed periodic restart

Responsible for automatic restart when the system is too large

Remote configuration

Configuration of web pages in local area network

Batch configuration is supported

Support for file replacement

Abnormal restart of software

Software crash can be started automatically

Boot software starts automatically

Remote maintenance

Remote upgrade application in local area network

Remote upgrade ROM

Remotely restart the device

Show customization

Audio and video can be played

You can play a specified web page

Custom display rules can be set

LED multi-color and multi-brightness

LED color can be set

LED brightness can be set

3 sides of LED can be customized separately.

Booking entrance

Conference rooms can be booked through the Web page

You can make an appointment through WeCom after docking with WeCom.

Can support WeChat Mini Programs to make an appointment

Mobile APP reservation is supported.

Make an appointment through Outlook.

The above is the entire conference room management solution based on Office365. Of course, can I use this without Office365? The answer must be yes ~ interested friends can learn about it through Wechat window.

WeChat account scnbwy

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