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.

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.

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