Case study

Pronestor Customer: Naestved Municipality

Naestved Municipality had problems with time-consuming procedures, lack of overview, incorrect delivery, and too high a workload from manual invoicing. The results with Pronestor Planner was significant time and money savings – up to 10 minutes per meeting across all of the involved participants and departments – equivalent to DKK 60,000 per month.

The facts

Meeting organisers in the municipality previously used several different systems to book meetings and resources. With Pronestor’s solution they now save 5-10 minutes per meeting booking.

Previously, the kictchen received orders on paper or via email, resulting in a lot of administrative work for the kitchen.

Pronestor Booking’s reports and functions provide the kitchen with an overview and save them approx. two hours every day.

Manual counting etc. which previously had to be done, has been replaced by streamlined reporting and automatic transfer of financial data, saving Næstved Municipality approx. 18 hours per month.

 

Meeting rooms: 

  • The meeting organizer saves three minutes per meeting
  • Approximately 2,000 meetings with meeting rooms are held every month
  • Savings of 100 hours per month


Meetings with catering: 

  • The meeting organizer saves three and a half minutes per meeting
  • The kitchen saves three minutes and the financial department saves one minute
  • Approximately 1,100 meetings are held every month
  • Savings of 138 hours per month


Total savings = 238 hours per month, amounting to DKK 59,500, at an hourly rate of DKK 250.

The challenge

Companies’ increased focus on streamlining, employee satisfaction and minimising costs and errors, makes the need for optimising in-house systems more relevant than ever.

Naestved Municipality needed a system to manage resources and meeting activities.

The issues they had were time-consuming procedures, lack of overview, incorrect delivery and too great a workload from manual invoicing.

The result

Pronestor Room & Catering saves time and a lot of money – up to 10 minutes per meeting spread across all of the involved participants and departments – equivalent to DKK 60,000 per month.

The procedure for booking resources and meetings has become significantly simpler for all those involved.

Incorrect delivery is minimised and internal invoicing has become automatic.

Pronestor Room & Catering simplifies the procedures involved in booking meetings and resources.

With one efficient, simple and clear procedure it is now possible to book, prepare, hold and settle accounts for meetings, (including meeting rooms, AV equipment, catering, etc.).

All involved parties fully optimise the available resources and their time.

 

Benefits for Naestved Municipality

  • Diverse reports of the day’s meetings, resources and activities in the meeting rooms
  • Overview of the day’s catering and place of delivery
  • The day’s turnover in catering and its distribution across meeting types and departments (EAN)
“Pronestor Room & Catering is fully integrated with MS Outlook and has the same simple user-interface. It is extremely easy to use. Meetings are now booked in just one single procedure, whereas previously it would have taken two or three – it is also much simpler and much less time consuming.”
– Flemming Møss - System Administrator, Naestved Municipality

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