Unseen green - EMS Software and the environment
Green has recently become the new black, but call us fashion-forward, because
even our roots – dating back to 1986 – are green.
Being environmentally friendly doesn’t always take high-priced remodeling or the
construction of new, energy-wise buildings. Efficiency is another way to save
resources, which also helps save your bottom line. And we’re in the efficiency
business, from putting your facility space to the
most productive use to cutting down on heating and cooling bills, recycling data and
eliminating paper use.
Make the Most of Your Space
Facility scheduling software gives you the tools you need to significantly increase
your facility's scheduling efficiency. When you have the means to quickly and easily
reserve the right rooms with the appropriate setup and teardown time between sessions
you can optimize meeting and event space, getting the most use out of what you already
have and accomplishing your goal of doing more with less.
Before considering an expensive expansion or moving to a larger building for more space,
it’s wise to invest in a facility scheduling system. Many organizations discover they have
all the room they need in their current location after implementing scheduling software.
Hoteling, hot-desking... there are many names for the practice of having workers who are
frequently offsite (telecommuting or with clients) "book" a workspace when they arrive at
the office. But whatever you call it, minimizing the physical space that you must heat,
cool and maintain is good for the environment and good for your company’s bottom line.
Eliminate Energy Waste
Facility maintenance is often cited as the second highest cost to your organization,
right behind staffing. Your energy rate is fixed, but the size of your bill isn’t. Heating
and cooling unoccupied rooms can be a major source of energy waste and a significant drain
on your budget.
Well-designed scheduling systems integrate with your buildings’ heating, ventilation and air
conditioning (HVAC) systems to provide room occupancy information that can be used to automatically
adjust room temperatures. Energy-efficient temperatures are set for empty rooms and then gradually
to a comfortable level in time for a scheduled event. This feature of EMS software can significantly
cut down on your energy bills and save valuable staff time that would otherwise be spent adjusting
thermostats. Since adopting this interface, the University of Kansas’ student union has saved more
than $20,000 and 700 hours of labor a year – all while making their campus greener.
Effective Staffing Also Equals Sustainability
When activity volume increases from year to year, one option for handling the additional events
is to increase the headcount in your scheduling office and on your setup crew. However, more
employees mean more office space, additional commuters on the highways and a larger carbon footprint.
A better, eco-friendly option is to help your existing staff work more effectively with software
designed to do just that.
Reduce, Reuse and Recycle
While few scheduling operations can claim to be 100-percent paperless, there are a number of ways
that a facility
scheduling system can help you achieve near-zero paper consumption. The ability to email
reports directly from the system, the availability of online space request forms and integrated
event task reminders are just a few.
As with space optimization, the accurate scheduling and tracking of resources (A/V equipment,
catering supplies, etc.) allows many organizations to do more with less. Instead of purchasing
additional data projectors for example, an organization might find that its existing inventory
can readily meet the demand when scheduled more carefully. This practice gets to the heart of
the Three R’s, while saving you supplies.
Video Conference Coordination
Meetings are a necessary part of doing business, but the burning of large quantities of time and jet
fuel in order to meet in person doesn’t have to be. EMS products have functionality and integrations with
video conference systems that
simplify the scheduling of rooms and other resources needed for multi-point video conferences,
even across time zones. Cutting back on travel and coordinating more video conferences is a great
way to reduce your organization’s carbon footprint.
The "Reduce, Reuse, Recycle" concept can be applied to data, too. Through
its seamless interface with a number of other systems (digital signage, interactive
calendaring, room diagramming, HR databases, accounting packages, and many more),
EMS eliminates the person-hours spent rekeying event-related data, as well as the
In short, organizations can save time, energy and money through the often unseen
green of facility scheduling software.
The Company Behind the Products
From things like minimizing the use of disposable products and recycling all eligible materials,
to finding eco-friendly alternatives to single-vehicle commuting, we strive in our office
to practice positive environmental stewardship. We also participate in organizations
dedicated to sustainability
(Green Meetings Industry Council, for
example) in order to deepen our
understanding of the issues faced by businesses that are striving to be earth-friendly.