Case study

Pfizer

With a wide range of different systems and complicated working procedures used for the booking of meeting rooms and resources, employees at Pfizer had no overview of available rooms and resources. Mistakes and double bookings were an everyday occurrence, creating insecurity amongst employees and a need for double-checking all bookings and reservations. With Pronestor Planner, the results were impressive. Pfizer consolidated all resources and workflows into the same system, saving 55 hours per month.

1600X900 Customer Logo Pfizer
“Pronestor has eliminated delivery mistakes and double bookings. Meeting organisers now feel secure when making bookings. All in all, Pronestor saves us 55 hours per month.”
– Pfizer

The challenge

With an array of different systems and complicated working procedures used for the booking of meetings and resources, employees at Pfizer had no overview of available rooms and resources.

Mistakes and double bookings were an everyday occurrence, creating uncertainty amongst employees and a need for double checking all bookings.

The increasing number of meetings and conference activity at the company meant an increasing number of visitors, which in turn created the need at reception for a professional tool which could register and manage visitors.

“Pronestor consolidates all activities concerning meetings and visitors in one - very user friendly - solution. The integration with Microsoft Outlook significantly improves the use of available resources. Pronestor has systematised the synchronisation between the various stakeholders, thereby eliminating the need for superfluous internal coordination. Visitor registration, whether it be with or without self-service, provides our visitors with a good, professional impression.”
Kasper Flindt - BT Business Partner, Pfizer

The result

Pronestor Room & Catering gives Pfizer control and a complete overview of meeting rooms, catering and other diverse resources as well as optimised and simplified working procedures for all parties. It has eliminated delivery mistakes and double bookings and meeting organisers now feel secure when making bookings. Internal invoicing has also been automated. All in all, Pronestor saves Pfizer 55 hours per month.

With Pronestor Room & Catering, meeting organisers can now themselves book facilities, using one and the same system to book rooms, AV-equipment and catering, saving around 15-40 minutes per meeting. Furthermore, the reception is no longer involved in the process, freeing up time to concentrate on other important tasks. In addition, meeting organisers feel secure when making bookings as they know that Pronestor Room & Catering prevents double bookings and reduces the risk of delivery mistakes.

At the same time, Pronestor Room & Catering is automatically updated when meeting organisers make changes to bookings. The solution also assists meeting organisers with the booking of rooms and catering etc when meetings are repeated and copied in Microsoft Outlook.

 

Automatic invoicing frees up time

Previously, orders to the kitchen were made by phone, notes and mail, making it a big administrative challenge for the kitchen to gain an overview and obtain all information regarding, for example, delivery time, delivery place and project number.

Today, the kitchen retrieves the order note from Pronestor Catering, giving them, in just a few minutes, a complete overview of the day’s and week’s orders and the requisite purchases of supplies. Pronestor Catering requires the meeting organiser to provide relevant information concerning the booking which, for instance, the kitchen needs in relation to production, delivery and invoicing.

This has resulted in the kitchen now spending significantly less time on administration. Likewise, the accounts department saves a great deal of time with Pronestor’s solutions, as the meetings’ expenses are electronically transferred to the finance system. This internal automated invoicing system saves the accounts department around 7 hours per month.

The facts

  • Pfizer consolidates everything in one and the same system, thereby saving 55 hours per month
  • Meeting organisers save between 15-40 minutes per meeting and experience fewer mistakes
  • The integration with Outlook is today indispensable
  • The kitchen has less administrative work and experiences fewer mistakes and less frustration
  • The accounts department has optimised its bookkeeping in relation to meeting expenses and saves 7 hours per month


Total savings =
55 hours per month, equalling around DKK 14,000 per month, at an hourly rate of DKK 250.

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