Introduction
Our client, a large Legal Firm with 1,100 staff based in the City of London, was planning to move to new premises. They operated a conference facility comprising of 20 meeting rooms of various sizes in the current premises which spread over several buildings. As their new location would be a single building it was necessary to determine what the correct size of the conference facility should be and what the support organisation for it should be. We were invited to undertake and utilisation audit and provide options for the new facility which was intended to be state of the art.
Methodology
We determined that the following information needed to be established:
- Number of meetings held
- Number and type of attendees
- Type of meetings
- Typical length of meetings
- Set-up of meeting rooms
- Technical requirements
- Support requirements during the meeting
After determining what information was readily available in form of existing documentation, such as booking diaries and support request we could establish what further information would still be required.
We used a combination of interviews and in depth booking diaries, designed especially for the purpose, as well as activity diaries of the conference room attendants. Due to the importance of getting the design right we allowed four weeks of continued auditing, where the necessary details were recorded by the receptionists and conference room attendants.
Outcome
The resulting information enabled us to design a state-of-the art conference facility which comprised of a flexible auditorium with retractable stepped seating which would double as a multi function room and reception area, 15 meeting rooms of various sizes (3 of which could be combined into larger rooms), several break out rooms and client telephone booths. It enabled us to specify and procure a suitable conference booking system and determine the appropriate staff numbers and shift schedule for the receptionists and conference room attendants.
The resulting conference facility was state-of-the art and it was so successful that clients of the legal firm requested the usage of it.
