Meeting Go Ready (PR8, Team48)

Team members and respective divisions

1. Chris Cheng - CEP
2. Chua Khi Ann - CEP
3. Ho Junxian - CEP
4. Kaizer Lee - SAIS
5. Willy Foo - CEP
6. Yang Bo - CEP

Problem Statements

Govtechies are facing challenge in getting meeting room and reliable AV equipments, which is causing waste of productivity time. This problem affects almost every one who need to collaborate, resulting in pain, waste time, stress, anger, and money wasted.

We gathered data from sample of 35 number of people who participated in our survey specifically on meeting experiences. Additionally, we did a physical site survey on 24 meeting rooms; on the easiness to get the equipment to work. We also studied the meeting room bookings, the actual occupancy of the rooms, and working spaces utilisation by observing the office through out the weeks. Lastly, we analysed the typical seating patterns of each team and their respective meeting needs

Insights :

1. Difficulty in getting meeting space is an issue because of limited meeting room and non-utilisation of booking
2. There are good amount of “reusable” spaces in working area
3. Team seating has patterns despite hot desking arrangement
4. Every meeting equipment have various states of “abuse” or “wear & tear”
5. Most equipment take > 5 minutes to work, if it even works (sometimes broken)
6. Some meeting room equipment have better support than others
7. Very easy to get the TV to work if NO CABLE
8. If the equipment is own by the team, they will take custodian care of it
9. Most team only require basic meeting space without super large space and camera systems
10. There is a good amount of working area that can be reused
11. Not all meetings need to be conducted in closed rooms
12. 1 collaboration space created, 1 actual meeting room freed up

Reality check

1. We cannot take care of all meeting needs/persona
2. It is not really possible/feasible to create more meeting rooms
3. People from same team tend to sit in the same area (may be disturbed, but minor)

Narrow down on target market

1. We want to focus on solving ONLY collaboration space and equipment issue for teams’ working level discussion
2. Why ? This is the most common persona and is solvable with the widest impact without flying to space

Details on your solution

MeetingGoReady (MGR) initiative

Mobile foldable dividers (MFD): MFD allow govtechies to leverage on the working area; make any space a meeting/collaboration space. Most govtechies are seated together when hot desking, so a collaboration space can be carved out with MFDs to facilitate group discussions anytime

MFDs have 2 main features:

1. White board on one side - useful for collaboration and ideation/solutioning, also useful to work with mobile projectors
2. Sound dampener fabrics on the other side - for noise reduction (not echo), impossible for 100% noise cancelling but we will be happy if we can 30 to 50% noise reduction

Team owned MGR kits

1. Reduce wire mess and time-to-setup
2. Equipment as reliable as the team good care
3. Kit consists of
   1. 1x Jabra speaker/mic (~$160)
   2. 1x Portable display/screen/projector (~$250)
   3. 1x Wireless HDMI transmitter and receiver (~$80)

Impact and outcomes analysis of your solution

1. On demand collaborative spaces created by the Mobile Foldable Dividers (MFD) would free up the meeting rooms for more appropriate use cases like confidential calls or sessions
2. MFD allows for a scenario where every govtech team gets a meeting/collaboration space of their own, put that in contrast to the cost of building a meeting room for each team in govtech (there are roughly 300 teams in govtech)
3. TheMGR kit is really more about accountability, where each team owns their own equipment and should the equipment fail, the team can replace the equipment via small claims. This setup should reduce the "wear and tear" or abuse that disintegrates the reliability of our meeting room equipment

Cost:

1. Current state: Based on charge out rate time wasted on inefficiency - $2.6 mil
2. Would be state: Investment in solution MGR - $1.9 mil cost (good for 2 to 3 years)

Impact :

1. Benefit 3000 people, save $481 per year per person
2. Artificially create additional 300 booking possibilities to real room
3. Allow wasted time to go into real work

Future steps for your project

1. Incorporate our solution into PDD/MBC
2. Incorporating sensor for utilisation alert on office spaces
3. Integrate with existing meeting room booking system/s (optional, MGR actually complements the booking systems readily)