Managed Spaces Project vision

ROOMS
1. Design
  1. Must be considered after usage
  2. Furniture - chairs, tables
    1. Storage for funiture
  3. Equipment
    1. Meeting rooms
      1. PC, projector, speakers, lecturn - all rooms
    2. Lighting suitable (energy saving switch on whilst used, fish key missing, lights behind bar in venues
    3. Dance studios
      1. Speakers, Ipod dock, CD, MP3
        Mirrors
        Floor surface
  4. How to contact staff for help (not walk to helpdesk!) Phone in rooms / intercom?
2. Usage
  1. Plan main purpose of each room.
    1. Must consider current bookings to make sure there are the right number of each type
  2. Ensure bookings with similar set ups are in the same room
  3. Reduce booking times - 50 minutes (05-55 allows 10 mins set up)
3. Information display - Must link to booking system
  1. timetable outside each room
  2. Display in foyer & south entrance
    1. To replace ' whats on' board
      1. interactive- choose to view future dates too?
      2. shows all activity in LUU
4. Foyer
  1. Cloakroom for building = lost property storage
  2. Bigger Helpdesk - 4 stations (not 3)
  3. More back office space - capacity for me & supervisor / helpdesker to work on managing bookings, email, phone responses
  4. Will the marketplace become the promotion space for societies / commercial???
    1. What to use the foyer for instead?
      1. How to ensure the marketplace is fit for purpose?
        18 stall spaces - more permanent / featured furniture for this
        Able to use for high profile events e.g. leadership race question time, results, AGM debates, open days etc.
Staffing
1. Space support
  1. Room set up
    1. Booking need to be planned to allow similar activities in each room
    2. Available for requests
      1. Checking health & safety e.g. food hygeine, alcohol, fire exits
        support with tech set up
        Checking on room usage (actually in space for full booking)
  2. When not needed in bookable spaces
    1. Walk around communal areas
      1. Available for queries from members
        Look out for things to be cleaned, repairs to be reported etc
2. Technical support
  1. Need to be clear who is responsible for equipment in all spaces
    1. Agreed timeline for fixing problems
  2. On call during daytime, train supervisor to provide evening and weekend support
3. Helpdesk
  1. Maintain room booking duties - more 'managed' than currently
  2. Room sign in
    1. Hand out room packs
      1. Fob for room, password for equipment, H&S info, pens etc (student card as deposit)
        Who can sign in - committee only? named members? anyone?
    2. Room sign out too!
  3. Must be open whilst rooms are open (10/11pm)
4. Supervisor
  1. Plan daily schedule for space support
  2. Extra training in tech support etc
  3. Evening cover - busiest time, but less support from other departments
  4. Monitor room usage, check spaces daily, report issues
Booking system
1. Link to university system
2. Must be transparent -calendars viewed online
3. information collection - helpdesk to assign space
  1. Different questions for activities (meeting, rehearsal, promotion stall, social
    1. Room plan for setup
      1. Risk assessment / food hygeine
4. Sign in system to track attendance
  1. Doesn't need to connect to doors (staff to hand out fob / key)
For spaces in LUU to be accessible & fit for purpose, with a level of service which provides everything users will need before they realise they need them.
1. What will success look like?
  1. increase in bookings & therefore members using the building
  2. increase in commercial revenue from conferencing
  3. fewer 'no shows' for bookings
  4. better service experience for users- reduced complaints & higher net performance indicator

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Managed Spaces Project vision

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	Created by uniajan over 9 years ago