# HESTA – An Industry Super Fund

## The complexity of meeting planning

Like most busy offices, HESTA relies heavily on ensuring their meeting rooms are being utilised as efficiently as possible. Tired of employees booking rooms and not turning up, as well as a lack of utilisation insights, HESTA needed to make some changes. Their issues included:

1. Rooms were booked but they had no idea if anyone turned up to use the room.

2. They were unable to get usable utilisation insights from Exchange.

3. Employees could not easily find real-time availability on the room panel.

4. Spontaneous meetings were interrupted because someone else had actually booked the room.

5. Employees had no idea if they could stay in the room longer than booked without checking Outlook calendars.

6. They had no way of freeing rooms up for those who needed them.

## How to master your meeting planning

The solution to the issue was quite straightforward. By implementing Pronestor Display digital booking panels outside each meeting room, HESTA was able to transform how their rooms were being used. They were able to ensure finding and using rooms was far more efficient and painless, as well as being able to access enterprise-wide insights into how meeting room utilisation was improving.

7. When room equipment was not functioning, others had no way of knowing.

A key feature that improved room utilisation was the optional check-in feature on the meeting room panels. This meant that if an employee failed to confirm they had arrived to start their meeting, Pronestor Display would automatically release the room after HESTA’s nominated wait period, minimising wastage and improving utilisation.

HESTA’s employees are now able to easily find available rooms using the digital panels as well as Pronestor’s mobile interface. They have complete confidence that they are seeing real-time availability on the room panel, can book it for the time they need and know that they will not be interrupted by a colleague claiming to have the room booked. The green and red LED lights on the room panels are also a great visual indicator of room availability status.

## What’s in it for you?

We chose Pronestor because they are an established company with a great solution that is used by customers all over the world. Credibility and reliability were important. It was also vital that we could work with a local partner who had strong product knowledge and would answer the phone when we needed them. Pronestor’s partner, Zeplin, has been fantastic in this respect with prompt responses and quick turnaround on any issues raised.

Giving our employees complete clarity on real-time meeting room availability has made it so much easier for them to find rooms when they need it. Pronestor Display has also been integral to changing our team’s habits around how they use meeting rooms.

We now have accurate insights into how our rooms are being used ensuring we are planning properly for the meeting habits of our teams. Implementing the solution was seamless and quick and we also appreciated that with Pronestor’s offering we had a range of choices when it came to hardware options for the room panels.