Digitizing the Workplace with EMS Kiosks and Room Signs

Shasta Turney | February 26, 2016

There is a lot of talk recently about enabling a digital workplace. Digital workplace technologies help people work smarter, improve their experience, and foster pride in being part of a ‘cool’ organization. Touchscreen kiosks and room signs as part of a meeting and room scheduling system, such as EMS, are an important part of a digital workplace strategy.

EMS touchscreen kiosks and rooms signs bring a digitized fluidity to office-life. Tweet

As with most components of a digital workplace, EMS touchscreen kiosks and rooms signs bring a fluidity to office-life. Placed within welcome areas and outside meeting rooms, these devices allow employees to:

  • Easily view their meeting details.
  • Locate and schedule a room with floor plan maps.
  • Find and schedule a workspace with floor plan maps.
  • Search for the location of a colleague’s workspace or meeting.
  • Schedule a room on-the-spot for immediate meetings.
  • Extend a reservation for a meeting that is running long.

Of course a list of features only paints a partial picture. To fully understand how the list above creates a fluid office experience, let’s review an example.

Steven works for a tech-savvy financial firm. As he walks through his New York office, he sees a touch screen room sign with EMS software placed outside of every meeting room. The room signs list each room’s daily schedule and availability. As he walks, Steven remembers that he wants his team to meet with Sean who is visiting from the Denver office later that day. Steven stops outside of his favorite meeting room. The room sign indicates that it’s available at 3:00 pm, so Steven reserves it. When Steven arrives at the meeting room at 3:00 pm, he checks in to the meeting. If he doesn’t check in, he knows the room will be freed up on the schedule.

Sean from Denver arrives at the New York office. He checks in at the branded touchscreen kiosk in the reception area. He then uses the kiosk to check in to the workspace that he reserved yesterday via EMS. He also uses the kiosk to look up the meeting with Steven in order to see where it’s located on the floor plan, as well as where some of meeting attendees’ workspaces are located. Sean is able to find his workspace, meeting room, and colleagues with ease.

As Steven’s meeting is progressing, he realizes that the meeting will run long. He goes to the EMS room sign, sees that the room is available for an additional half-hour and extends his reservation (note: Steven may also extend the reservation with EMS via his computer). The meeting ends earlier than expected, so on his way out Steven uses the room sign to free the room. Steven’s meeting was a success and Sean had a great experience visiting the New York office. A happy ending for all.

As the example story above illustrates, EMS kiosks and room signs make office-life more fluid. Reserving workspaces and attending meetings is easier — saving employees’ valuable time to be more productive. Additionally, the kiosks and room signs help to attract and retain people by adding to a seamless, digital office experience.

44% of surveyed customers state that kiosks and room signs help create an interactive workplace that attracts and retains people.

To learn more about using EMS kiosks, watch the video Take the Guesswork Out of Finding Your Workspace.

Shasta Turney
written by Shasta Turney, Contributing Editor

As a Contributing Editor for EMS Software, Shasta is responsible for covering the trends, news, and opinions about the Workplace of the Future. Shasta also provides in-depth pieces that help inform organizational leaders about the role, benefits, and value of a meeting and room scheduling solution within a Workplace of the Future strategy.

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