Brilliant idea and also a common problem. Here is...

2011-03-28T13:57:52.209+05:30

Brilliant idea and also a common problem. Here is one method I use often to give the users visibility and accountability for this scenario some steps seem like dinosaur processes, but work through the entire example to discern benefits:

(this assumes that the client has a system that includes the option to enter Items & some sort of workflow/task/appointment functionality)

A meeting room is just like a piece of inventory. I want all of the same reports & capabilities as I do with handling any other kind of item.

1. Create an Item called Meeting Rooms
2. Create each conference room under the main item as a serialized item. With most evolved/mature systems, this means that the Item/serial number will aslo be linked to a planning calendar. This adds in multiple additionals layers for reporting & analysis)
3. Next, create a workflow template that includes fields for start & end times and dates, plus fields to select the specific item & serial number (i.e. the room), plus other fields like subject & remarks/notes. I'd highly suggest adding in a 'closed' step in the process so we could see who booked by didn't use the room.
4. Educate the staff on the use of the workflow to book the rooms (select item, check serial [room] availability.)

At lowest level of the process: If I want to book a room, I'd first check the room's availibity. If it wasn't free during the time I wanted to book if for, I could reference the related workflow - check who has it booked and for what purpose, then communicate and negotiate with the person via remarks on the same worklow. With the right negotitation of coffee & donuts, I might get the origninal booker to reassign the room to my team for our much more important meeting. ;> One small click on the workflow button, and it is accomplished.

At a higher level, this enables us to run tons of reports: overall number of meetings booked, most frequently used rooms & by whom, peak hours, frequent purposes, rassigned rooms, bottlenecks, etc.

It works very effectively if done well. I use the same method where possible when creating Customer Support call ticket structures.Makes it very easy on the end user & builds in a whole layer of reporting capabilities.

Not sure this fulfills your idea of nirvana but would be happy to demo how this can work on various systems if you have any interest.

Comments on SFH Blog: Is this social modeling?

Brilliant idea and also a common problem. Here is...