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Healthcare Organization Increases Collaboration with Next-gen Meeting Rooms

Feature-rich solutions delivers consistency across room types and geographies.

Challenge

A national Healthcare Organization recognized that interprofessional collaboration improves patient outcomes. To grow their collaborative culture, the Organization wanted to give employees an engaging, seamless meeting experiences. It was important that attendees focus on the purpose and outcomes from a meeting rather than meeting mechanics. Unfortunately, existing room configurations and legacy conferencing platforms stood in the way.  

The Organization set their sights on creating entirely new meeting experiences at their global headquarters. These Room experiences and capabilities would then serve as templates that could scale across other corporate sites and health clinics. 

The Organization turned to WWT which had previously worked with the Organization to improve the patient experience by expanding and improving public Wi-Fi across more than 2,500 patient clinics. 

WWT worked with the Organization from idea through execution to realize their goal of enabling their workforce with next-generation collaboration capabilities.

Solution

WWT implemented a completely enhanced meeting experience for the Organization’s 155 rooms at its global headquarters. Solutions were built for huddle spaces, small meeting rooms, medium conference rooms, large conference and rooms and large training centers. 

The engagement began by WWT collaboration consultants leading an Envisioning Ideation Session to define the Organization’s next-generation collaboration experience. Stakeholders identified that they needed collaboration solutions that satisfied more than a laundry list of technical requirements but also considered social, behavioral and perceptual elements.

The group defined a collective set of desired user behaviors and experiences across personas — teammate, guest teammate and visitor — that the Organization wanted to encourage and support with their next-generation meeting rooms. They then used these desired behaviors to identify functional characteristics that could be translated into technological requirements for their new collaboration platform. 

The Organization identified that to meet their strategic goals they needed rooms to be:

  • Easy to use.
  • Provide a consistent experience across rooms.
  • Support personalization and customization.
  • Easy to find and reserve.
  • Support face-to-face and remote collaboration.
  • Support the ability to join meetings from anywhere, on any device.
  • Provide a consistent user experience across, phones, desktops and conference rooms.
Wayfinding makes it easy for employees to locate and reserve rooms.
Wayfinding and integrated scheduling makes it easy for employees to locate and reserve rooms. 

To accomplish these objective, WWT collaboration architects designed rooms that integrated Cisco Webex Room Kit with Solstice and Teem. Rooms were outfitted with:

  • Dual or single screens.
  • A Cisco Touch 10 Control Panel.
  • Wireless content sharing capabilities through Cisco Proximity.
  • Content sharing via Solstice pods.
  • Screens used as digital signage when rooms were not in use.
  • On-demand scheduling outside rooms via iPad/Teem.
  • Outlook scheduling integration.
  • HDMI connectivity.
Rooms can be deployed to any of the Organization's health clinics or offices within 10 weeks thanks to templatized design.
Rooms can be deployed to any of the Organization's health clinics or offices within 10 weeks thanks to templatized design. 

The organization recognized that to attain their vision of an engaged and collaborative workforce they could not simply stop at deploying the new technology. They also needed to educate employees on how to use the new technology and incorporate it into their workflows. 

After deployment to the 155 rooms, WWT Adoption consultants provided end-user training to make sure employees were taking full advantage of room features. This included producing short how-to videos and quick reference guides for every room as well as holding virtual training sessions. 

Results

Knowledge workers at the headquarters quickly embraced the meeting room transformation. Within 12 months, the amount of collaboration meetings tripled, and meetings that used video and multi-point video doubled. The business has reduced travel costs and IT now spends fewer hours supporting AV systems. And thanks to taking a proactive approach to video meetings and end-user training, the organization was quickly able to pivot to remote work following the COVID-19 outbreak. 

With standardized room configurations that can deployed in 10 weeks, the Organization is now looking to update rooms at their health clinics and other offices, continuing their goal of growing their collaborative culture and ultimately improving patient outcomes. 

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