In Madrid, the state-of-the-art offices of one of the world's leading imaging companies have taken an extra step toward simplifying daily operations, with an efficient solution for managing the booking of their meeting rooms and the on-site recording studio. 

Challenges encountered before the project

  • Meeting rooms with opaque glass surfaces projecting beautiful images but preventing visibility into whether the rooms were occupied.
  • No dedicated solution for booking and viewing available spaces.

 

The Result?

 

  • Frequent meeting interruptions by staff simply checking if a room was occupied—especially problematic in the recording studio when a session was in progress. 
  • Conversely, closed-door rooms assumed to be in use but actually vacant. 
  • Wasted time daily searching for an available room. 

 

It was therefore crucial for the Madrid office teams to quickly address this situation. This initiative was logically integrated into the broader meeting room re-equipment project (including projection systems and audiovisual equipment). 

Meeting room booking screens for clear visibility

To address the need for real-time room availability information, the idea of installing touchscreens at the entrance of each meeting room quickly became evident. This option also seamlessly fit into Canon’s high-tech office environment. The selected solution included Philips screens paired with Meeting4Display software. 

 

Key selection criteria for the platform were: 

  • A sleek, minimalist interface to complement the premium office setting. 
  • Ease of use and effectiveness in clearly displaying room occupancy status. 

 

Screens placed at each meeting room entrance display ongoing meetings and use LED status indicators visible even from a distance, showing room availability in three states: green (available), orange (upcoming meeting), and red (occupied). No more wandering from room to room in search of an open space—saving valuable time for all employees! 

Meeting4Display on roombooking screens natively provides real-time availability information, instant booking, and concierge services. The solution is fully configurable through "room profiles," allowing customization of available functions based on workspace requirements. At Canon, the decision was made to disable instant booking on tablets to keep them purely for information display.

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A centralized roombooking solution via Outlook

 

The installation of touchscreens displaying live room status was complemented by the integration of the Meeting4Display Outlook Add-On. Employees can now easily search for and book a suitable room directly within Outlook, filtering by capacity, available equipment, location, etc. The system only displays rooms that match the requested criteria and are available at the selected time, eliminating the need to check individual room calendars. No more wasted time, booking errors, or last-minute surprises before meetings! 

Easy adoption for a streamlined booking experience

 

The feedback has been unanimous: the intuitive interface enabled immediate adoption with no learning curve. Installation was quick and smooth, carried out by the technical team with support from integrator Epsilon. Searching for available rooms via Outlook and real-time display on touchscreens has significantly enhanced the user experience. Moreover, the solution meets the high aesthetic standards of Canon’s stylish Madrid offices. 

Now, rooms are better utilized, meetings run without interruptions, and booking conflicts are a thing of the past—a real comfort for everyone. 

Testimonial

Jaime Martinez Marin,

 Procurement Manager, Canon

“ Since we started using Meeting4Display, the situation has significantly improved. We can now manage bookings efficiently, avoid conflicts, and optimize our space usage. The interface is highly intuitive and makes our daily work much easier. In short, Meeting4Display has been an extremely effective solution for us, enhancing both our internal organization and team satisfaction. ”

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