Overview
A significant oil and gas multinational company faced challenges in transforming meeting rooms to meet the evolving needs of its workforce. Issues included delayed project delivery, collaboration difficulties, and user adoption of new meeting room technologies.
HCLTech took responsibility for installing and commissioning meeting rooms, including conducting surveys, configuring, testing, and documenting the process. To deliver a seamless meeting experience, HCLTech integrated advanced technologies, optimized audio-visual quality, and ensured reliable connectivity.
The Challenge
Global coordination and adoption issues
- Multi-vendor coordination: Managing a diverse set of vendors across multiple regions created challenges in aligning the project and ensuring consistent quality.
- Timely delivery: Meeting room modernization was complex and required end-to-end services, including site surveys, design, procurement, deployment, and more.
- Limited project visibility: There was a lack of visibility into the status of global projects, approvals, device forecasts, and device delivery status.
- User adoption: Training employees on new technologies and systems was crucial for ensuring the meeting rooms were used effectively.
The Objective
Streamlining meeting room modernization and enhancing user adoption
- Single point of contact: HCLTech will be a single partner for end-to-end services, including surveys, design, procurement, configuration, installation, testing, and documentation.
- Reducing project timelines: Shorten the time required to modernize meeting rooms at various customer sites and ensure consistent project delivery.
The Solution
Comprehensive end-to-end program management
- Dedicated program manager: A program manager was assigned to oversee the entire process, ensuring smooth coordination and ownership.
- AV Center of Excellence (CoE): A dedicated team supported the customer's team and onsite survey/installation teams, ensuring adherence to design standards and best practices.
- Pre-staging and configuration: MTR hardware was pre-staged and pre-configured in HCLTech's warehouse according to the customer's standards before being delivered onsite.
- Standardized device deployment: Devices were deployed according to the customer's predefined standards to maintain consistency and reliability.
- End-user training: Comprehensive training programs, including instructional videos and detailed SOPs, were provided to ensure smooth usage and understanding of the new meeting room technologies.
The Impact
Enhanced user experience and increased efficiency
- Improved meeting room experience: Users experienced a seamless and high-quality meeting environment through the integration of advanced technologies and intuitive control systems.
- Increased meeting room utilization: A 30% increase in meeting room usage indicates successful adoption and efficiency.
- Time savings: The team reduced the time spent on daily device checks by 25%, improving productivity and reducing operational overhead.
