This e-Book will help you start the evaluation process and ensure you ask the right questions when evaluating room booking tools. It will dive into the top 5 criteria you should use to evaluate the different tools: – Ease-of-use – Integration – Digital Signage – SaaS Performance – Professional Services & Support

1. Guide to evaluating a room-
scheduling solution right for
your business

2. Define the Problem
Make sure you know exactly what your company needs. There are many tools out there
each with different functionality. It is imperative that you understand the internal
problem you’re trying to solve.
Steps to take:
I. Interview internal stakeholders to understand their perception of the issue
II. Understand how the problem is being managed or ‘solved’ currently
III. Understand the scale of the issue
IV. Research what other companies your size are doing to solve the issue
Ultimately, you should know:
• Whether you need a small business or enterprise solution
• Whether you need basic functionality or complex functionality
• If you’re looking for detailed reporting on utilization
• And, how to make a business case for room-booking software

3. Decide on your criteria
Services &
Support
SaaS
Performance
Ease-of-Use
Digital
Signage
Integration
After having seen many RFPs come our way, we
have determined these high-level criteria to be most
important to enterprise businesses

4. 1. Ease-of-Use
• Is it easy to learn?
• Is it easy to remember?
• Is it efficient? How many clicks?
• How long does it take to complete
task?
• Is it flexible and customizable?
• Is there a native mobile app?
• What’s the reported adoption rate?
It takes an
average of 4.75
hours a week to
arrange average of 8.9 meetings /
week without scheduling
software (1)

5. • Does the tool work within already
existing business processes? Can it
adapt to fit?
• Does it integrate into existing
platforms? Internal business
applications, such as CAFMs?
• Does it integrate with digital signage
such as room screens and wayfinding?
2. Integration

6. • How do you solve the ‘no-show’
problem?
• How do you ensure booked conference
rooms are actually in use?
• How do you promote your brand within
your workspace?
• What does the room booking workflow
look like with digital signage?
• How is it streamlined?
3. Digital Signage

7. 4. World-class SaaS
1. Can the software scale resources on demand as
needed?
2. Are there data centers in your office’s regions?
3. What is the impact of latency on the application?
4. What are the Service Level Agreements?
5. What is the disaster recovery policy?

8. • How is the system implemented?
• Is there a proven methodology?
• What expertise is provided?
• How accessible are the support services,
regionally and globally?
• How does the company measure performance?
5. Professional Services & Support

9. Rank & Weigh Criteria
Scale: Rank: 1 – Low, 5 – High
Ease-of-Use
Scalability &
Reliability
Support R&D Integration Total
Tool #1
Tool #2
Tool #3
Tool #4

10. Identify deal breakers
What are the features the software absolutely
needs to have in order for your business to use
the tool effectively and gain value out of it?
Some examples:
• Outlook integration
• Digital signage integration
• APIs
• Local support
Deal
Breaker

11.
How Stacks Up
Knowledgeable
Technical
Engineers, Project
Managers and
Software Trainers
Condeco class
implementation
and training
Dedicated, single
point of contact
Condeco makes
it easy for you to
book rooms &
desks whether
you’re an end-
user or a super-
user
Native mobile
apps for
Windows,
Android, and iOS
Simple and
detailed
workflows
depending on
what you need
Ease-of-Use
Run fully
redundant
datacenters to
provide global
high availability
for our clients as
well as support
global disaster
recovery should
that be needed
Global NOC
supports
24/7/365
performance
monitoring
World-class SaaS
Software
scales
resources on
demand as
needed,
utilizing best in
class virtual
technology
(Hyper V)
Provide
regional data
centers across
the globe
Support
7/24/365 follow-the-
sun support, live
phone support in
every major
geography
Industry leading
service level
agreements
Design, manufacture
& support all our
software & hardware
Quarterly business
reviews to measure
success
Integration
Integrates into
your existing
scheduling
platform
APIs integrate
with your
internal
applications, i.e.
security badge
system, HR
system, space
planning
Professional
Services
Condeco
manufactures
digital signage
in-house
ensuring
continued,
seamless
connectivity
between the
systems
RFID check-in
feature
Clear, sleek
meeting display
Digital Signage

12. Have questions about finding the right room
booking tool?
Contact us!
Americas@CondecoSoftware.com
+1 408 508 7330
CondecoSoftware.com/Contact-us
Sources:
1. http://www.resoftco.com/resource-central