Right on schedule

NetSimplicity’s Nate Pruitt explains how streamlining scheduling results in better communications for Staples Canada.

As Canada’s largest supplier of office supplies and a subsidiary of the world’s largest office products retailer with consumer and business clients in 19 countries throughout North America, Europe and Asia, Staples Canada, Inc. is committed to making sure that buying office 10products is easy for clients around the world. So when the company needed a room and resource scheduling solution, it’s not surprising that their top priority was that it had to be easy to deploy, easy to use and effective – just like the products it sells to small businesses and Fortune 500 clients around the world.

A company with a unique understanding of business processes and business solutions, Staples Canada needed a scheduling solution that not only met stringent requirements of ease and sophistication, but also reduced the costs associated with booking and scheduling.

“We maintain approximately 40 conference rooms within our building,” says Leigh Pearson, Facilities Service Manager for Staples Canada, headquartered in Ontario. “We were looking for a centralised application that would streamline the process.”

Cost control for success
As Canada’s largest supplier of office supplies and business equipment, maintaining lower operational costs has been key to the company’s success. That dedication has resulted in more than 296 stores across Canada and jobs for more than 13,500 employees.

Simplified scheduling for 40-plus conference rooms and resources within the company’s main location would help Staples Canada continue its growth trajectory and focus on its future success.

The company wanted software that gave them simple, intuitive functionality; a friendly, flexible interface; easy deployment; universal access at all levels of the organization; complete tracking of expenses; and flexible reporting. It also had to be sophisticated and scalable to accommodate the growing company’s changing needs.

Scheduling made easy
After researching several room and resource scheduling software applications, Staples Canada chose Meeting Room Manager. The company wanted centralised booking, allowing each person the freedom to view schedules and request bookings – something they couldn’t do in the past. And with Meeting Room Manager, Staples Canada can do just that.

“The software allows for easy and consistent bookings to facilitate communication among everyone at the office, whether members are travelling to and from the various stores, or at home in the main office in Ontario,” says Stella Grgar, Meeting Room Manager Administrator for Staples Canada.

Staff members simply forward their requests to Grgar, who can instantly confirm availability and secure the necessary resources. Meeting Room Manager automatically sends confirmation notices to requesters, letting them know that the details for their meeting are complete. The reservation is then visible to everyone who can view Meeting Room Manager.

Streamlined, controlled operations
As a company who serves business needs around the world, Staples Canada knew that streamlining its internal room and resource scheduling process was key to efficiency – and to containing costs.

Now bookings and scheduling are centrally controlled, yet company employees can request reservations and instantly obtain status with complete visibility in a transparent, open process that facilitates better communication.

Staples Canada has centralised, consistent scheduling practices throughout its office; a streamlined, easily accessible room scheduling process; and a much more efficient use of rooms and resources.

And, because there’s no wasted time when it comes to booking and scheduling, like double-booked rooms or waiting to confirm whether a room or resource is available, the company can focus solely on retaining and solidifying its lead in the office and business products industry.
“Meeting Room Manager has helped us by eliminating double bookings and making the scheduling process easier,” says Pearson. Meeting Room Manager is the easiest-to-use, most customisable, room, resource, and appointment scheduling software available.

Nate Pruitt is VP of Sales and Marketing for NetSimplicity, a division of Asure Software. Pruitt was previously the Regional VP of Eloqua Corporation and is a former analyst at Giga Information Group. www.netsimplicity.com.