Meeting room management might seem like a corporate headache, but it’s a challenge that ripples across many industries, including healthcare. In a dynamic and fast-paced environment like Cemcat, a leading multiple sclerosis (MS) research and treatment center, the efficient use of meeting spaces is essential for the smooth operation of their groundbreaking work.
With a diverse team constantly juggling schedules and a high demand for limited spaces, the stakes for effective room management couldn’t be higher.
We talked to Sergio Vergara, the IT manager at Cemcat, to learn how Joan turned a complex challenge into a streamlined, efficient process, allowing Cemcat to focus on what they do best: advancing research and providing exceptional patient care.
Excellence in MS care
The Cemcat Foundation, located in the suburbs of Barcelona, is dedicated to promoting research and teaching in the field of MS. Their mission is to deliver top-tier healthcare, backed by rigorous research and teaching, to continuously improve patient care.
Modernizing meeting room management with Joan
Before Joan, managing meeting room bookings at Cemcat was a cumbersome task. They relied on a manual booking system with a person validating each booking—a method that was both inefficient and difficult to manage. With multiple professionals, including physiotherapists, neuropsychologists, nurses, occupational therapists, and social workers, competing for limited meeting spaces, finding an available room was a constant struggle.
The challenge was clear: too many people, not enough rooms.
"We knew our first priority was to find a device that will clearly indicate the room availability. Without it, people might assume a room is free simply because no one is currently inside, which isn’t ideal," summarized Vergara.
In their search for a solution, Cemcat had two primary requirements for the meeting room display: the system had to be battery-powered with no wiring and it needed to integrate seamlessly with Google Calendar.
Joan met both requirements perfectly.
Joan devices are battery-powered, eliminating the need for wiring or drilling and avoiding extra installation costs. You can simply stick the device on any surface, and it's ready to use.
Moreover, Joan’s integration capabilities are extensive, including Google Calendar, Office 365, Slack, Teams, and many other solutions, ensuring no disruption to existing workflows.
As a result, Cemcat now enjoys real-time visibility into room availability, reduces scheduling conflicts, and enhances overall operational efficiency. This transformation has allowed their diverse team of professionals to manage their time more effectively, ensuring that they can concentrate on providing excellent patient care and advancing MS research.
Onboarding Joan 13 for extra visibility
To enhance visibility, Cemcat added a Joan 13 display. This large, easily readable screen allows staff to quickly see which rooms are available for reservation. Additionally, QR codes on the display enable ad hoc room bookings, further simplifying the process.
With Joan, Cemcat has streamlined their meeting room management, ensuring that their dedicated team can focus on what truly matters—providing excellent patient care and advancing research in multiple sclerosis. Joan’s seamless integration and user-friendly design have made a significant impact, proving that efficient meeting room management is achievable in any industry.
Contact us to learn more about how we can help you manage your meeting rooms, so you can focus on what truly matters in your organization.