5 Reasons to Integrate with Outlook & Exchange - EMS Software
5 REASONS TO INTEGRATE WITH OUTLOOK & EXCHANGE Chris Binding EMS Software | Product Marketing Manager October 28, 2015
Agenda •
Context
•
Benefit #1 – Higher User Adoption
•
Benefit #2 – Increased Employee Productivity
•
Benefit #3 – Increased Room & Resource Utilization
•
Benefit #4 – Improved Utilization Accuracy
•
Benefit #5 – Accessibility Across Devices
•
Additional Outlook Sessions
•
Questions
2 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
3 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Microsoft – Not Going Anywhere
•
Still the most popular desktop email client
•
Microsoft Exchange Server accounts for more than half of business mailboxes (2014)
4 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Time Spent Managing Emails
5
•
An average office worker receives about 100-120 email messages a day and sends about 30-40.
•
If you spend just one minute reading or writing each message, that adds up to over 2 hours every day. http://www.techhit.com/SimplyFile/help/manage-outlook-email.html
© 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Time Spent Managing Emails
Reading and responding to email accounts for about 28% of our total workweek.
6
http://www.forbes.com/sites/jaysondemers/2014/02/05/9-email-productivity-secrets-that-will-get-your-life-back/
© 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Who can Benefit? •
Organizations and employees currently using Microsoft Outlook as an independent way of managing rooms and resources.
•
Organizations with a dedicated room and resource scheduling system that operates independently from Outlook and/or Exchange.
7 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Outlook-only Scheduling
Organizations and employees currently using Microsoft Outlook alone as an independent way of managing rooms and resources.
8 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Growing Pains •
Too Many Calendars
•
Lack of Reporting and Valuable Metrics
•
Frustrated Attendees
•
Stressed Schedulers
9 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Packaged Software Users
Organizations with a dedicated room and resource scheduling system that operates independently from Outlook and/or Exchange.
10 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Expand Your Footprint •
Adding new departments
•
Adding new buildings
•
Low user adoption
11 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #1
Higher User Adoption
12 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Simple but Powerful Meeting Management •
Attach a room to a meeting without leaving the Create Meeting window.
•
Automatically release a room when an Outlook meeting is cancelled.
•
Request AV equipment and catering within the same process and system as reserving the room.
13 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #2
Increased Employee Productivity
14 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
15 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Eliminate Multiple Systems For…
•
Rooms
•
Catering Services
•
AV Requests
16 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Eliminate wasted time
People waste up to 15 minutes looking for a meeting space.
17 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #3
Increased Room & Resource Utilization 18 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Out of Sight, Out of Mind
19 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Visibility
Increasing visibility into all availability will make some people aware of rooms or resources they never knew were available.
20 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #4
Improved Utilization Accuracy
21 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Single System of Record
Enabling you to accurately report on room and resource utilization.
22 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Single System of Record People
Introducing the people part into this room and resource scheduling paradigm.
Resources
23 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Rooms
Accurate and Fast Communications
Eliminate double bookings and miscommunications by ensuring that when a meeting is cancelled or changed within Outlook, the room status and all associated resources are updated in real-time.
24 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #5
Accessibility Across Devices
25 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Mobile, Online, iDevices, etc. •
Microsoft is doing a better job of being accessible across devices and operating systems.
•
Room and Resource information always at your fingertips.
26 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
What Next?
27 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Learn More Getting Started with Outlook & Exchange Integration: The Basics •
1:15pm in Grand 14
Best Practices for Implementing Outlook & Exchange Integration •
2:15pm in Grand 14
What's New – Outlook •
3:30pm in Crystal ABC
Thank You
Questions?
29 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
5 REASONS TO INTEGRATE WITH OUTLOOK & EXCHANGE Chris Binding EMS Software | Product Marketing Manager •
Don’t forget! Complete the session feedback survey in the EMS Live! 2015 mobile app to increase your prize winning chances!
•
Email me at [email protected]
Agenda •
Context
•
Benefit #1 – Higher User Adoption
•
Benefit #2 – Increased Employee Productivity
•
Benefit #3 – Increased Room & Resource Utilization
•
Benefit #4 – Improved Utilization Accuracy
•
Benefit #5 – Accessibility Across Devices
•
Additional Outlook Sessions
•
Questions
2 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
3 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Microsoft – Not Going Anywhere
•
Still the most popular desktop email client
•
Microsoft Exchange Server accounts for more than half of business mailboxes (2014)
4 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Time Spent Managing Emails
5
•
An average office worker receives about 100-120 email messages a day and sends about 30-40.
•
If you spend just one minute reading or writing each message, that adds up to over 2 hours every day. http://www.techhit.com/SimplyFile/help/manage-outlook-email.html
© 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Time Spent Managing Emails
Reading and responding to email accounts for about 28% of our total workweek.
6
http://www.forbes.com/sites/jaysondemers/2014/02/05/9-email-productivity-secrets-that-will-get-your-life-back/
© 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Who can Benefit? •
Organizations and employees currently using Microsoft Outlook as an independent way of managing rooms and resources.
•
Organizations with a dedicated room and resource scheduling system that operates independently from Outlook and/or Exchange.
7 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Outlook-only Scheduling
Organizations and employees currently using Microsoft Outlook alone as an independent way of managing rooms and resources.
8 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Growing Pains •
Too Many Calendars
•
Lack of Reporting and Valuable Metrics
•
Frustrated Attendees
•
Stressed Schedulers
9 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Packaged Software Users
Organizations with a dedicated room and resource scheduling system that operates independently from Outlook and/or Exchange.
10 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Expand Your Footprint •
Adding new departments
•
Adding new buildings
•
Low user adoption
11 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #1
Higher User Adoption
12 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Simple but Powerful Meeting Management •
Attach a room to a meeting without leaving the Create Meeting window.
•
Automatically release a room when an Outlook meeting is cancelled.
•
Request AV equipment and catering within the same process and system as reserving the room.
13 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #2
Increased Employee Productivity
14 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
15 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Eliminate Multiple Systems For…
•
Rooms
•
Catering Services
•
AV Requests
16 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Eliminate wasted time
People waste up to 15 minutes looking for a meeting space.
17 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #3
Increased Room & Resource Utilization 18 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Out of Sight, Out of Mind
19 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Visibility
Increasing visibility into all availability will make some people aware of rooms or resources they never knew were available.
20 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #4
Improved Utilization Accuracy
21 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Single System of Record
Enabling you to accurately report on room and resource utilization.
22 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Single System of Record People
Introducing the people part into this room and resource scheduling paradigm.
Resources
23 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Rooms
Accurate and Fast Communications
Eliminate double bookings and miscommunications by ensuring that when a meeting is cancelled or changed within Outlook, the room status and all associated resources are updated in real-time.
24 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Benefit #5
Accessibility Across Devices
25 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Mobile, Online, iDevices, etc. •
Microsoft is doing a better job of being accessible across devices and operating systems.
•
Room and Resource information always at your fingertips.
26 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
What Next?
27 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
Learn More Getting Started with Outlook & Exchange Integration: The Basics •
1:15pm in Grand 14
Best Practices for Implementing Outlook & Exchange Integration •
2:15pm in Grand 14
What's New – Outlook •
3:30pm in Crystal ABC
Thank You
Questions?
29 © 2015 Dean Evans & Associates LLC | Confidential & Proprietary
5 REASONS TO INTEGRATE WITH OUTLOOK & EXCHANGE Chris Binding EMS Software | Product Marketing Manager •
Don’t forget! Complete the session feedback survey in the EMS Live! 2015 mobile app to increase your prize winning chances!
•
Email me at [email protected]
