The unavoidable conclusion is that the savings achieved by bringing those meetings in-house are substantial.
Our view: How to include internal space in a meetings programme
22 October 2019
In the UK, it costs on average £316/employee travelling to a meeting, with 30-70% of meeting budgets on internal meetings at external venues. We share the benefits and challenges of including internal space in meetings programmes.
Scaling the savings
The first step towards including internal space in a strategic meetings management programme is to understand meeting planners’ behaviours, spend and data, and use those insights to create measurable, positive changes.
By challenging how, where and why an organisation holds internal meetings, we can help manage demand whilst connecting meeting planners to internal and external meeting spaces efficiently.
Location is an important factor in scoping the potential savings from bringing internal space into a meetings programme. For example, 18% of one-day, internal meetings take place in London, where average room hire rates are 44% higher than the national average. [Source: Ibid]
Deploying technology to make meetings activity visible is another key stage. By providing meeting planners with this visibility together with end-to-end support, we were able to help one organisation avoid £29,000 in external expenditure during a single month.
Internal meetings management brings its own challenges. It’s all too easy to skip a meeting when it’s just down the corridor. Some might say no-shows are inevitable but, as a rule, they should never exceed 20%. If they do, management disciplines should include identifying the culprits and in ensuring that common reasons for non-attendance are taken on board for the future.
The best way to tackle each of these challenges is through technology. There are a number of platforms on the market to help manage internal space. They range from software built by user organisations, sophisticated off-the-shelf systems like Condeco, through Microsoft’s Outlook calendar (co-ordinated by a designated individual), to the analogue approach of sticking ‘Reserved’ signs on meeting room doors.
As always, not every platform will suit the needs of every organisation. So, when evaluating technology options, the ‘most have’ features include integration with Outlook and other existing business systems, digital signage integration (to address no-shows and ensure booked conference rooms are in use), APIs and local support.
Of course, internal space doesn’t have to be managed, although the fact that 4.75 hours is wasted every week arranging meetings without scheduling software should be justification enough. [Source: resoftco.com]
Audit existing internal estate, facilities and booking processes. Identify what works, and what doesn’t.
Engage with internal stakeholders to understand their perceptions of internal meetings, whether they need to be managed, and if so how best to do so.
Review the capability of your office space to hold on-day, internal meetings for five delegates or less.
Consider what equipment and support services your internal meetings require.
Identify the reasons that meetings need to go offsite.
Ensure you have access to data that provides insight into how and why internal meetings take place off-site.
Internal meeting space provides an opportunity to broaden the scope of your SMM programme and work with a wider group of key stakeholders such as facilities management and IT.
Interested? Let’s have a chat about your company’s travel, meetings and events objectives - from the stuff that keeps you awake at night, to the everyday experiences of your employees! Call us on 0330 390 0340, or submit your details below.